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2017-02-27 - 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 - Jan 23, 2017 7:30 PM B. Village Board - Special Meeting - Jan 30, 2017 7:30 PM C. Village Board - Committee of the Whole - Feb 6, 2017 7:30 PM 3. Approval of Warrant A. Approval of Warrant #1273 (Trustee Johnson) (Staff Contact: Scott Anderson) 4. Village President's Report A. Forrest Kulwin Appointment to the Board of Fire and Police Commissioners (President Sussman) (Staff Contact: Arthur Malinowski) B. Proclamation Recognizing Lieutenant Wendill Bills for His 33 Years of Service to the Village (Trustee Trilling) (Staff Contact: Mike Baker) C. Commending Maureen Welborn for Her Years of Faithful Service to the Buffalo Grove Days Committee (President Sussman) (Staff Contact: Dane Bragg) 5. Village Manager's Report A. Oath for Police Department's New Officer (Trustee Trilling) (Staff Contact: Steven Casstevens) B. The Government Finance Officers Association (GFOA) Bestows Awards to the Village of Buffalo Grove for the FY 2015 Comprehensive Annual Financial Report (CAFR), FY 2015 Popular Annual Financial Report (PAFR), and FY 2016 Budget Document (Trustee Johnson) (Staff Contact: Scott Anderson) 6. Special Business 7. Reports from Trustees 8. Consent Agenda All items listed on the Consent Agenda, which are available in this room this evening, are considered to be routine by the Village Board and will be enacted by one motion. There will be no separate discussion of these items unless a Board member or citizen so requests, in which event, the item will be removed from the General Order of Business and considered after all other items of business on the Regular Agenda under New Business. (Attached). A. R-2017-6 A Resolution of the Village of Buffalo Grove Reallocating 2017 Volume Cap to the Village of Buffalo Grove (Trustee Berman) (Staff Contact: Jenny Maltas) SUMMARY: The Village is the host of the Private Activity Bond Clearinghouse for Lake County. This is the annual Resolution that transfers the Village's Volume Cap to the Clearinghouse. B. R-2017-7 State of Illinois Federal Surplus Program (Trustee Johnson) (Staff Contact: Brett Robinson) SUMMARY: Approval of a resolution is required in order for the Village of Buffalo Grove to continue to participate in the Federal Surplus Property Program. C. R-2017-8 Calendar Year 2017 Village -Wide Street Maintenance Motor Fuel Tax Resolution (Trustee Stein) (Staff Contact: Michael Reynolds) SUMMARY: Attached is the required IDOT Motor Fuel Tax (MFT) Resolution requesting MFT funds to be authorized, in part, for the 2017 calendar year Village -wide street maintenance program. D. 0-2017-2 Ordinance Approving a Special Use for a Recreational Use at 1455 Busch Parkway (Trustee Berman) (Staff Contact: Brian Sheehan) SUMMARY: The petitioner, Ronald Klein of Rek Room, Inc., is seeking to open a recreational facility in a vacant 12,183 square foot tenant space located at 1455 Busch Parkway. Redline Athletics offers various sports training activities for kids ranging in age from 8 to 18 years old. Pursuant to the Zoning Ordinance, recreational facilities in the "I" District require a special use. E. 0-2017-3 Ordinance Approving Text Amendments to the Village's Sign Code and Zoning Ordinance (Trustee Weidenfeld) (Staff Contact: Chris Stilling) SUMMARY: Staff is proposing multiple text amendments to the Village's Sign Code (Title 14 of the Municipal Code) and Village's Zoning Ordinance (Title 17 of the Municipal Code). These changes were discussed at a previous Committee of the Whole meeting. Additional information can be found in the attached staff memorandum. F. Waiver of Bids - Cardiac Monitor Purchase (Trustee Trilling) (Staff Contact: Mike Baker) SUMMARY: Staff recommends the Village Board waive bids and authorize staff to purchase the replacement cardiac monitors at a total not to exceed amount of $122,166.16 from Zoll Medical Corporation. The Village uses Zoll AEDs and to maintain seamless compatibility from the onset of a cardiac event through advanced life support, the continued use of Zoll cardiac monitors is requested. G. Waiver of Bids and Authorization to Purchase Ronnie Drive Storm Sewer Improvement (Trustee Stein) (Staff Contact: Darren Monico) SUMMARY: Staff recommends waiving the bidding requirement and approval of a contract with Mark Meade Excavating, Inc., subject to Village Attorney approval of the contract. H. Award of Bid for Portable Power and Lighting (Trustee Trilling, Trustee Stein) (Staff Contact: Brett Robinson) SUMMARY: Staff recommends an award of bid to Gen Power Inc., the lowest responsive and responsible bidder, in an amount not to exceed $7,615.00. GHA Construction Management (Trustee Trilling) (Staff Contact: Darren Monico) SUMMARY: Staff seeks authorization to execute an agreement with Gewalt Hamilton Associates, Inc. for resident engineering and construction staking services in an amount not to exceed $73,500. GHA Bernard Survey for Phase 1 Study (Trustee Stein) (Staff Contact: Kyle Johnson) SUMMARY: Staff seeks authorization to execute an agreement with Gewalt Hamilton Associates, Inc. for survey and base plan preparation services in an amount not to exceed $49,300. K. Baxter & Woodman Support Services (Trustee Stein) (Staff Contact: Brett Robinson) SUMMARY: Staff requests authorization to execute an agreement with Baxter & Woodman Control Systems Integration, LLC., for supervisory control and data acquisition maintenance services and software maintenance support in an amount not to exceed $79,000, pending final review and approval of the agreement by the Village Attorney. L. Proclamation Recognizing May 1, 2017 as Global Love Day (President Sussman) (Staff Contact: Dane Bragg) Proclamation recognizing May 1, 2017 as Global Love Day 9. Ordinances and Resolutions A. 0-2017-4 An Ordinance Amending Chapter 5.44, Massage Establishments, of the Buffalo Grove Municipal Code (Trustee Berman) (Staff Contact: Jenny Maltas) 10. Unfinished Business 11. New Business A. Authorization to Purchase a Replacement Vehicle through the Suburban Purchasing Cooperative (Trustee Stein) (Staff Contact: Michael Reynolds) B. Award of Bid for Linden Avenue Force Main Replacement (Trustee Stein) (Staff Contact: Kyle Johnson) C. Award of Bid for 2017 Water Main Improvements (Trustee Stein) (Staff Contact: Kyle Johnson) D. Authorization to Procure Architectural Services (Trustee Stein) (Staff Contact: Brett Robinson) E. Award of Bid Golfview Lift Station Reconstruction (Trustee Stein) (Staff Contact: Brett Robinson) 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. 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. 2.A MINUTES OF THE SPECIAL MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS ON MONDAY, JANUARY 23, 2017 CALL TO ORDER President Sussman called the meeting to order at 7:29 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, Ottenheimer, Weidenfeld and Johnson. Also present were: Deputy Village Manager Jennifer Maltas; William Raysa, Village Attorney; Luke Glisan, Assistant Village Attorney; Scott Anderson, Director of Finance; Art Malinowski, Human Resource Director; Evan Michel, Management Analyst; Christopher Stilling, Director of Community Development; G Brett Robinson, Director of Purchasing; Mike Reynolds, Director of Public Works; Darren Monico, Village > Engineer; Geoff Tollefson, Director of Golf Operations; Police Chief Casstevens; and Fire Chief Baker. o a a APPROVAL OF MINUTES Q Moved by Ottenheimer, seconded by Johnson, to approve the minutes of the December 19, 2016 Regular Meeting. Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson NAYS: 0 — None Motion declared carried. Moved by Weidenfeld, seconded by Berman, to approve the minutes of the January 9, 2017 Committee of the Whole Meeting. Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson NAYS: 0 — None Motion declared carried. WARRANT 91272 Mr. Anderson read Warrant # 1272. Moved by Johnson, seconded by Stein, to approve Warrant # 1272 in the amount of $5,296,522.03, authorizing payment of bills listed. Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson NAYS: 0 — None Motion declared carried. VILLAGE PRESIDENT'S REPORT President Sussman asked Peter Panayiotou to come forward as she read a Proclamation commending him for his philanthropic and generous contributions to the Buffalo Grove community, after which he was congratulated by the audience and the Board. VILLAGE MANAGER'S REPORT Packet Pg. 5 2.A Chief Baker reviewed the accomplishments of our new Firefighter/Paramedic. Board of Fire & Police Chair Brian Rubin noted that he is honored to administer the oath of office to Daniel Downey, after which Firefighter/Paramedic Downey was congratulated by the audience and the Board. TRUSTEE REPORTS Trustee Weidenfeld reminded residents that the first public meeting for the Lake Cook Corridor will be held in the Council Chambers on February 7, 2017. Trustee Berman reported that Lake County Department of Transportation recently held a meeting with regard to a potential new project on Deerfield Road, east of Buffalo Grove. Trustee Berman stated that he has been selected as a member of the "Stakeholder Involvement Group" for the Deerfield Road Phase I Engineering and Environmental Study, and urged residents to participate and voice their support for reasonable improvements to our transportation system. Trustee Berman will keep the Board and residents informed as to the time and place of these meetings. c CONSENT AGENDA 0 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 Clerk read a brief synopsis of each o of the items on the Consent Agenda. a Q Ordinance No. 2017-1— Liquor Controls Motion to pass Ordinance No. 2017-1, amending Chapter 5.20 — Liquor Controls. The Class B liquor license for Jing Jing, Inc. d/b/a Yen Yen Restaurant, 360 Half Day Road is hereby rescinded. The business has been sold. Resolution No. 2017-1- LCDOT Motion to pass Resolution No. 2017-1, Municipal Acceptance Form LCDOT. Staff recommends approval of the Municipal Acceptance Form for the Village Facilities to be built within the Lake County Right -of - Way as part of the Lake Cook Road Widening Project. Resolution No. 2017-2 — Private Activity Bond Motion to pass Resolution No. 2017-2, ceding the 2016 Unused Private Activity Bond Volume Cap of the Village of Buffalo Grove (including Volume Cap Transferred from other Lake County Home Rule Units) to Lake County. Portable Restrooms Motion to award bid for portable restrooms. Staff recommends an award of bid to Service Sanitation, Inc., the lowest responsive and responsible bidder, in an amount not to exceed $15,164.00. Plat of Easement Motion to approve Plat of Easement. The developer of Easton Station installed water main on Village property at Fire Station 27 as part of the Development Improvement Agreement. Chicagoland Paving, Inc. Motion to approve Change Order Road Program contract with Chicagoland Paving, Inc. The Road Program contract with Chicagoland Paving Contractors, Inc. was under contract by $250,670.80. Arrow Road Construction Packet Pg. 6 2.A Motion to approve Change Order Road Program contract with Arrow Road Construction. The Road Program contract with Arrow Road Construction was under contract by $598,144.14 for the project completed in 2016. Facility Services Motion to award bid for Facility Services. Staff recommends award of contract for facility services to the lowest responsive and responsible bidder, Aramark Uniform & Career Apparel, LLC, for a cost not to exceed $5,908.24, pending final review and approval of the agreement by the Village Attorney. Proclamation — 2017 Engineers Week Motion to approve Proclamation recognizing February 19-25, 2017 as Engineers Week. Mr. Raysa noted that, for Items 8. F. Chicagoland Paving, Inc. and S.G. Arrow Road Construction, the Village Manager as designee has made a written determination that the change order is in the best interest of the Village. Moved by Weidenfeld, seconded by Berman, to approve the Consent Agenda. Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson NAYS: 0 — None Motion declared carried. RESOLUTION NO. 2017-3 — BUFFALO CREEK Moved by Stein, seconded by Weidenfeld, to pass Resolution No. 2017-3, Buffalo Creek Reservoir 1GA, in accordance with materials contained in Board packets. Mr. Reynolds reviewed the proposed resolution, details of which are contained in his memo to Mr. Bragg of January12, 2017. Mr. Raysa noted that the word "years" should be inserted at the appropriate place in the agreement. Trustees Stein and Weidenfeld accepted the amendment noted by Mr. Raysa. Upon roll call, Trustees voted as follows on the amended motion: AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson NAYS: 0 — None Motion declared carried. RESOLUTION NO. 2017-4 — TRESSLER, LLP Moved by Bennan, seconded by Weidenfeld, to pass Resolution No. 2017-4, approving a proposal by Tressler, LLP for Legal Services, in accordance with information contained in Board packets and the draft resolution. Ms. Maltas reviewed the proposed resolution, details of which are contained in the Village Board Meeting Agenda Item Overview as well as Tressler's memo of January 10, 2017. Trustee Berman further elaborated on the method of reaching the proposed agreement, and recommended that the Board approve the proposed agreement. N m c 0 0 a a Q Packet Pg. 7 2.A Upon roll call, Trustees voted as follows on the amended motion: AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson NAYS: 0 — None Motion declared carried. RESOLUTION NO. 2017-5 — GOLF COURSE CLUBHOUSE RENOVATIONS Moved by Trilling, seconded by Berman, to pass Resolution No. 2017-5, Buffalo Grove Golf Course Clubhouse Renovations, consistent with the memorandum provided in Board packets. Ms. Maltas noted that staff is requesting that the Board reject all bids and give them the opportunity to negotiate with the three lowest bidders, which needs to be reflected in Item 9.C. and 11.A. The "not to exceed" amount requested in Item 9.C. does not include the kitchen equipment, so that staff can attempt to get a lower price on that equipment. c Lengthy discussion took place with regard to the various reasons that the projected cost is so much higher than the original estimated cost, as well as steps that will be taken on future projects to ensure that this does 0 not happen again. > 0 i Trustee Trilling commented further on the process, and asked that staff keep him informed on the a negotiations so that he may provide any necessary input. Q Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson NAYS: 0 — None Motion declared carried. KITCHEN EQUIPMENT Moved by Trilling, seconded by Johnson, to authorize purchase of kitchen equipment, according to staff memoranda contained in Board packets. Mr. Robinson then answered questions from the Board. Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson NAYS: 0 — None Motion declared carried. REPLACEMENT VEHICLES Moved by Stein, seconded by Ottenheimer, to authorize purchase of replacement vehicles through the Suburban Purchasing Cooperative in an amount not to exceed $199,641.00 in accordance with information contained in Board packets. Mr. Robinson reviewed the proposed purchase Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Trilling, Stein, Ottenheimer, Weidenfeld, Johnson NAYS: 0 — None Motion declared carried. Packet Pg. 8 2.A 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; there were no such questions. ADJOURNMENT Moved by Ottenheimer, seconded by Stein, to adjourn the meeting. Upon voice vote, the motion was unanimously declared carried. The meeting was adjourned at 8:41 P.M. Janet M. Sirabian, Village Clerk c APPROVED BY ME THIS 27th DAY OF February 2017 0 0 i Q Q Village President Q Packet Pg. 9 2.B MINUTES OF THE SPECIAL MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS ON MONDAY, JANUARY 30, 2017 CALL TO ORDER President Sussman called the meeting to order at 7:32 P.M. Those present stood and pledged allegiance to the Flag. ROLL CALL Roll call indicated the following present: President Sussman; Trustees Berman, Ottenheimer, Weidenfeld and Johnson. Trustees Trilling and Stein were absent. Also present was: William Raysa, Village Attorney. QUESTIONS FROM THE AUDIENCE G President Sussman reviewed the parameters to be followed by speakers, and asked if there were any o questions from the audience on items not on tonight's agenda; there were no such questions. a Q EXECUTIVE MEETING Moved by Ottenheimer, seconded by Johnson, to move to Executive Session for the purpose of discussion on Section 2(C)(1) of the Illinois Open Meetings Act: the Appointment, Employment, Compensation, Discipline, Performance, or Dismissal of Specific Employees of the Public Body or Legal Counsel for the Public Body, Including Hearing Testimony on a Complaint Lodged Against an Employee of the Public Body or Against Legal Counsel for the Public Body to Determine its Validity. Upon roll call, Trustees voted as follows: AYES: 4 — Bennan, Ottenheimer, Weidenfeld, Johnson NAYS: 0 — None ABSENT: 2 — Trilling, Stein, Motion declared carried. The Board moved to Executive Session from 7:36 P.M. until 8:17 P.M. ADJOURNMENT Moved by Johnson, seconded by Ottenheimer, to adjourn the meeting. Upon voice vote, the motion was unanimously declared carried. The meeting was adjourned at 8:18 P.M. Janet M. Siiabian, Village Clerk APPROVED BY ME THIS 27`" DAY OF February , 2017 Village President Packet Pg. 10 2.0 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, FEBRUARY 6, 2017 President Sussman called the meeting to order at 7:30 P.M. CALL TO ORDER ROLL CALL Roll call indicated the following present: President Sussman; Trustees Berman, Trilling, Stein, and Weidenfeld . Trustees Ottenheimer and Johnson were absent, N Also present were: Dane Bragg, Village Manager; William Raysa, Village Attorney; Jennifer Maltas, Deputy d 3 Village Manager; Scott Anderson, Director of Finance; Andrew Brown, Deputy Direct of Finance; Art Malinowski, Hurnan Resource Director; Peter Cahill, Human Resources Management Analyst; Evan Michel, 2 Management Analyst; Brett Robinson, Director of Purchasing; Chris Stilling, Director of Community o Development; Mike Reynolds, Director of Public Works; Darren Monico, Village Engineer; Police Chief Casstevens; Fire Chief Baker. o a a The Committee of the Whole Meeting consisted of staff reports and Board discussion on the following issues. Q FIRE DEPARTMENT LIEUTENANT PROMOTION Brian Rubin, Chair of the Fire & Police Commission, administered the oath of office to Lieutenant Mark Anderson, after which Lieutenant Anderson was congratulated by the audience and the Board. LOCAL ETHICS.//ECONOMIC INTEREST FILING ORDINANCE Mr. Bragg reviewed the reason for discussion of this topic, details of which are contained in the Village Board Meeting Agenda Item Overview that he prepared, as well as Mr. Raysa's memo to him of January 31, 2017. BICYCLE COMMITTEE RECOMMENDATION Mr. Monico reviewed the staff recommendation details of which are contained in his memo to the Board of January 30, 2017. COLLECTOR ROUTE OPTIONS Mr. Monico reviewed the Collector Route options for future improvements on Brandywyn Lane and Thompson Boulevard regarding street width, details of which are contained in his memo to Mr. Bragg of January 30, 2017, and his memo to Mr. Bragg of December 30, 2016. Board discussion ensued. MASSAGE ESTABLISHMENT REGULATION Mr. Raysa reviewed staff recommendation with regard to massage establishments, details of which are contained in the Village Board Meeting Agenda Item Overview, Mr. Bragg's memo to the Board of February 2, 2017, and Mr. Raysa' s memo to the Board of December 7, 2016. CITIZEN ENGAGEMENT STRATEGIES Mr. Bragg presented staff research on citizen engagement options as part of the strategic planning process and options for future citizen engagement opportunities. Packet Pg. 11 2.0 ANNEXATION STRATEGIES REPORT & ACTION PLAN Mr. Stilling presented an update on the steps staff will be completing in 2017 with regard to the Annexation Strategies report„ details of which may be found in his memo to the Board of February 6, 2017. ESTIONS 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; there were no such questions. ADJOURNMENT Moved by Weidenfeld, seconded by Stein, to adjourn the meeting. Upon voice vote, the motion was unanimously declared carried. The meeting was adjourned at 9:07 P.M. Janet M. Sirabian, Village Clerk APPROVED BY ME THIS 27th DAY OF February 2017 Village President Q Packet Pg. 12 3.A Action Item : Approval of Warrant #1273 ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. Staff recommends approval of Warrant #1273 which totals $5,293,120.55 ATTACHMENTS: • W #1273 SUMMARY (PDF) Trustee Liaison Johnson Monday, February 27, 2017 Staff Contact Scott Anderson, Finance Updated: 2/23/2017 3:54 PM Page 1 Packet Pg. 13 3.A.a VILLAGE OF BUFFALO GROVE WARRANT #1273 27-Feb-17 General Fund: 717,917.54 Parking Lot Fund: 10,987.29 Motor Fuel Tax Fund: 56,838.10 Debt Service Fund: 0.00 School & Park Donations 0.00 Capital Projects -Facilities: 86,730.33 Capital Projects -Streets: 153,709.04 Health Insurance Fund: 0.00 Facilities Development Debt Service Fund: 0.00 Retiree Health Savings (RHS): 54,888.52 Water Fund: 996,352.84 Buffalo Grove Golf Fund: 154,917.41 Arboretum Golf Fund: 31,874.63 Refuse Service Fund: 59,078.85 Information Technology Internal Service Fund: 89,698.64 Central Garage Internal Service Fund: 67,020.12 Building Maintenance Internal Service Fund: 98,151.99 2,578,165.30 PAYROLL PERIOD ENDING 01/26/17 935,541.95 PAYROLL PERIOD ENDING 02/09/17 882,074.01 PAYROLL PERIOD ENDING 02/23/17 897,339.29 2,714,955.25 TOTAL WARRANT #1273 5,293,120.55 APPROVED FOR PAYMENT BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, ILLINOIS Village Clerk Village President Packet Pg. 14 4.A Information Item : Forrest Kulwin Appointment to the Board of Fire and Police Commissioners ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends appointment. Appointment of Forrest Kulwin to the Board of Fire and Police Commissioners. Trustee Liaison Sussman Monday, February 27, 2017 Staff Contact Arthur a Malinowski, Human Resources Updated: 2/27/2017 8:16 AM Page 1 Packet Pg. 15 4.B Information Item : Proclamation Recognizing Lieutenant Wendill Bills for His 33 Years of Service to the Village ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends presentation. Fire Department proclamation recognizing Lieutenant Wendill Bills for his 33 years of service to the Village. ATTACHMENTS: • W Bills Proc (DOC) Trustee Liaison Trilling Monday, February 27, 2017 Staff Contact Mike Baker, Fire Updated: 2/23/2017 4:35 PM Page 1 Packet Pg. 16 4.B.a �r '4 l,y r t t Village of Buffalo Grove PROCLAMATION RECOGNIZING LIEUTENANT WENDILL BILLS FOR HIS 33 YEARS OF SERVICE TO THE VILLAGE WHEREAS, Lieutenant Wendill Bills has served the citizens of Buffalo Grove as a firefighter/ paramedic of the Buffalo Grove Fire Department from October 19, 1983 until November 5,1996; and WHEREAS, Lieutenant Wendill Bills has served as Fire Lieutenant for the Village of Buffalo Grove from November 5, 1996 until February 5, 2017; and WHEREAS, Lieutenant Wendill Bills continued to strive to offer better service to the residents of Buffalo Grove by successfully completing the requirements for Illinois Firefighter 11, Firefighter 111, Fire Officer 1, Fire Officer 11, and various other certifications; and WHEREAS, Lieutenant Wendill Bills has provided the citizens of Buffalo Grove with extraordinary dedication and humility; and WHEREAS, Lieutenant Wendill Bills has served the residents of Buffalo Grove faithfully and with extraordinary distinction and dedication until he retired from active service from the Buffalo Grove Fire Department on February 5, 2017; and NOW THEREFORE, BE IT RESOLVED by the President and Board of Trustees of the Village of Buffalo Grove that our best wishes go to Wendill Bills on his retirement effective February 5, 2017. Proclaimed this 27th day of February 2017. Beverly Sussman, Village President Packet Pg. 17 4.0 Information Item : Commending Maureen Welborn for Her Years of Faithful Service to the Buffalo Grove Days Committee ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends proclamation. The Village of Buffalo Grove commends Maureen Welborn for her years of humble and faithful service as well as serving as an inspiration for all of those who seek to make the Village of Buffalo Grove a strong and more vibrant community. ATTACHMENTS: • Mo Proc rev (DOC) Trustee Liaison Sussman Monday, February 27, 2017 Staff Contact Dane Bragg, Office of the Village Manager Updated: 2/23/2017 4:33 PM Page 1 Packet Pg. 18 4.C.a �r '4 ro I (- "utiC)"Ill Village of Buffalo Grove COMMENDING MAUREEN WELBORN FOR HER YEARS OF FAITHFUL SERVICE TO THE BUFFALO GROVE DAYS COMMITTEE WHEREAS, Prior to joining the Buffalo Grove Day's Committee, Maureen (Mo) Welborn and her husband Rannie, were active members of the Buffalo Grove Lions/Lioness Club. During that time, she was recruited to volunteer on the Buffalo Grove Day's Committee. That one summer soon turned into 30 years of summers; and WHEREAS, Mo served as a devoted member of the organizing committee for 30 years, including two years as vice chairman as well as four years as the chairman. Upon stepping down as chair of the committee in 2002, Mo continued to serve as consultant and historian to current Buffalo Grove Days Chairs; and WHEREAS, Mo was known as the undisputed mover and shaker of Buffalo Grove Days. She facilitated the joint activities of: the Village's departments, park district, and chamber of commerce, not to mention hundreds of loyal volunteers who treated her as royalty, even going so far as to paint a crown on her chimney; and WHEREAS, Mo's most cherished contribution to the festival is the Food 8v Fun event held on Labor Day. She strove to ensure that families with a disabled child or adult would have the opportunity to enjoy a few hours of fun every year at Buffalo Grove Days. WHEREAS, Mo is continuing her steadfast commitment to community service by volunteering her famous energy and knowhow to the American Lung Association; and NOW THEREFORE, BE IT RESOLVED that I, Beverly Sussman, President of the Village of Buffalo Grove commend Maureen Welborn for her years of humble and faithful service as well as serving as an inspiration for all of those who seek to make the Village of Buffalo Grove a strong and more vibrant community. Proclaimed this 12th day of February 2017. Beverly Sussman, Village President d L U 0 a 0 c d s U 0 a Packet Pg. 19 5.A Information Item : Oath for Police Department's New Officer ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. The Oath of Office will be delivered by Board of Fire and Police Commissioners' Chairman Rubin to the Police Department's new Police Officer, Chadd Kaiser. Trustee Liaison Trilling Monday, February 27, 2017 Staff Contact Steven Casstevens, Police Updated: 2/21/2017 2:59 PM Page 1 Packet Pg. 20 5.B Information Item : The Government Finance Officers Association (GFOA) Bestows Awards to the Village of Buffalo Grove for the FY 2015 Comprehensive Annual Financial Report (CAFR), FY 2015 Popular Annual Financial Report (PAFR), and FY 2016 Budget Document ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends presentation. The Government Finance Officers Association (GFOA) recently conferred upon the Village of Buffalo Grove 3 Awards. The Certificate of Achievement for Excellence in Financial Reporting Award for the FY 2015 Comprehensive Annual Financial Report (CAFR). This is the Village's 34th CAFR Award. The Village also received the Popular Annual Financial Reporting Award FY 2015. This is the Village's third PAFR award in as many years. The Village has been recognized with the Distinguished Budget Presentation Award for the FY 2016 Budget. This is the Village's fifth budget award. Each document can be found at the following link: FY 2015 CAFR - <http://www.vbg.org/DocumentCenter/View/2682> FY 2015 PAFR - <http://www.vbg.org/documentcenter/view/2683> FY 2016 Budget - <http://www.vbg.org/DocumentCenter/View/2613> The Village congratulates its executive team on these significant accomplishments. Trustee Liaison Johnson Monday, February 27, 2017 Staff Contact Scott Anderson, Finance Updated: 2/23/2017 4:35 PM Page 1 Packet Pg. 21 8.A Resolution No. R-2017-6 : A Resolution of the Village of Buffalo Grove Reallocating 2017 Volume Cap to the Village of Buffalo Grove ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: The Village is the host of the Private Activity Bond Clearinghouse for Lake County. This is the annual Resolution that transfers the Village's Volume Cap to the Clearinghouse. ATTACHMENTS: • PABC Resolution (DOCX) Trustee Liaison Berman Monday, February 27, 2017 Staff Contact Jenny Maltas, Office of the Village Manager Updated: 2/21/2017 3:03 PM Page 1 Packet Pg. 22 8.A.a VILLAGE OF BUFFALO GROVE RESOLUTION NO.2017- A RESOLUTION OF THE VILLAGE OF BUFFALO GROVE, ILLINOIS REALLOCATING 2017 VOLUME CAP TO THE VILLAGE OF BUFFALO GROVE, ILLINOIS. WHEREAS, the Village of Buffalo Grove in Lake and Cook Counties, Illinois the ("Municipality"), is a municipality and a home rule unit of government duly organized and validly existing under Section 6(a) of Article VII of the 1970 Constitution and laws of the State of Illinois; and WHEREAS, certain tax exempt private activity bonds may be issued only if sufficient volume cap pursuant to Section 146 of the Internal Revenue Code of 1986, as amended (the "Code"), is available for the bonds; and WHEREAS, pursuant to the Code, the Municipality has been allocated volume cap equal to $100.00 per resident of the Municipality in calendar year 2017, or $4,150,300 for the issuance of such tax exempt private activity bonds; and WHEREAS, pursuant to Section 6 and Section 6.1 of the Illinois Private Activity Bond Allocation Act, 30 ILCS 345/1 et seq. (the "Bond Allocation Act"), and the Guidelines and Procedures promulgated thereunder, the Municipality may, prior to May 1, 2017, reallocate to other home rule units of government the volume cap allocated to the Municipality by the Code for their issuance of such tax exempt private activity bonds or for subsequent transfer or reallocation; and WHEREAS, the Municipality has not used any of its 2017 volume cap and has no present intention to use the same; and WHEREAS, the Lake County Partnership for Economic Development, Inc. has offered Lake County home rule communities the opportunity to participate in a program to combine their respective volume cap allocations and create a Private Activity Bond Clearinghouse Pool (the "Pool") to facilitate the issuance of tax-exempt private activity bonds to finance manufacturing and multi -family housing commercial projects in Lake County, Illinois, for economic development purposes ("Eligible Projects"); and WHEREAS, the Village of Buffalo Grove, a home rule unit of government ("Buffalo Grove"), pursuant to its Resolution No. 2001-51 adopted December 17, 2001, agreed to host the Pool and to reserve its own volume cap, and accept volume cap reallocated to Buffalo Grove by other home rule units of government, for the issuance of tax-exempt private activity bonds placed through the Pool to finance Eligible Projects; and WHEREAS, Buffalo Grove has requested that the Municipality reallocate all of its 2017 volume cap to Buffalo Grove to be used for the issuance of tax-exempt private activity bonds placed through the Pool to finance Eligible Projects; NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE OF FUFFALO GROVE, AS FOLLOWS: Packet Pg. 23 8.A.a SECTION ONE: RECITALS. The foregoing recitals are incorporated in and made a part of this Resolution by this reference as findings of the Village Board. SECTION TWO: TRANSFER AND REALLOCATION OF 2017 VOLUME CAP. Pursuant to Section 6 and Section 6.1 of the Bond Allocation Act and the Guidelines and Procedures promulgated thereunder, the Municipality irrevocably agrees to, and does hereby, transfer and reallocate all of its 2017 volume cap to Buffalo Grove to be used for the issuance of tax-exempt private activity bonds placed through the Pool to finance Eligible Projects as directed by the Advisory Committee created pursuant to Buffalo Grove Resolution No. 2001-51. SECTION THREE: AGREEMENT. This Resolution shall constitute the agreement of the Municipality to a different allocation under Section 146(e) (3) of the Code and the writing required under Section 6 of the Bond Allocation Act. SECTION FOUR: WARRANTY. The Municipality covenants and warrants that it has taken no action or issued bonds that would abrogate, diminish, or impair its ability to fulfill the written agreement, covenants, and undertakings on its part under this Resolution. SECTION FIVE: AUTHORIZATION. As required by the Bond Allocation Act and the Guidelines and Procedures promulgated thereunder, a certified copy of this Resolution shall be transmitted to the Office of the Governor of the State of Illinois. Any and all appropriate and proper officers, officials, agents, and employees of the Municipality are hereby authorized, empowered, and directed to take all necessary and advisable actions, and to execute all such documents and certificates, as may be necessary to further the purposes and intent of this Resolution. SECTION SIX: MAINTAIN RECORD. The Municipality shall maintain a written record of this Resolution in its records for so long as the bonds to which the volume cap transferred by this Resolution is reallocated remain outstanding. SECTION SEVEN: EFFECTIVE DATE. This Resolution shall be in full force and effect from and after its passage and approval as required by law and is enacted by the Municipality pursuant to its powers under the laws of the State of Illinois and the Illinois Constitution of 1970 and its home rule powers. PASSED THIS DAY OF 12017 AYES: NAYS: ABSENT: PASSED THIS DAY OF , 2017 ATTEST: Village Clerk Village President Packet Pg. 24 8.B Resolution No. R-2017-7 : State of Illinois Federal Surplus Program ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: Approval of a resolution is required in order for the Village of Buffalo Grove to continue to participate in the Federal Surplus Property Program. ATTACHMENTS: • Resolution for CMS Surplus 2017 (DOCX) Trustee Liaison Staff Contact Johnson Brett Robinson, Finance Monday, February 27, 2017 Updated: 2/21/2017 3:05 PM Page 1 Packet Pg. 25 8.B.a Resolution No. RESOLUTION FOR PARTICIPATION IN STATE OF ILLINOIS FEDERAL SURPLUS PROPERTY PROGRAM WHEREAS, the Village of Buffalo Grove has limited fiscal resources available for the procurement of heavy-duty construction equipment, vehicles, commodities, and other property; and WHEREAS, the State of Illinois' Federal Surplus Property Program offers a variety of surplus property at approximately 5-25 percent of the acquisition value, effectively reducing program costs by acquiring items that have been used to their life expectancy or property that must be replaced for safety or economic reasons; and WHEREAS, the Village of Buffalo Grove agrees to the following terms and conditions: to use the surplus property only in the official program which it represents; and upon receipt, agrees to place the surplus property into use within one year; and it agrees that the property shall be used for a period of one year (certain items, eighteen months); that it agrees it will not sell, loan, trade or tear down the property without written consent from the State of Illinois; and WHEREAS, the Village of Buffalo Grove understands that surplus property must be used in an authorized program and that personal use or non-use of surplus property is not allowed; NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees of the Village of Buffalo Grove, Lake and Cook Counties, Illinois do hereby consent and decree that the Village of Buffalo Grove is authorized to participate in the State of Illinois Federal Surplus Property Program. Ayes:_ Nayes:_ Absent: Passed: 2017 Approved: , 2017 APPROVED: Village President ATTEST: Village Clerk u Packet Pg. 26 8.0 Resolution No. R-2017-8 : Calendar Year 2017 Village -Wide Street Maintenance Motor Fuel Tax Resolution ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval of a resolution which meets the requirements of the Illinois Department of Transportation (I DOT) in the use of Motor Fuel Tax funds for the 2017 calendar year Village -wide street maintenance program. The Village -wide street maintenance program will include striping, street sweeping, street light maintenance, traffic signal maintenance, crack sealing, patching, snow plowing, tree trimming and mowing. SUMMARY: Attached is the required IDOT Motor Fuel Tax (MFT) Resolution requesting MFT funds to be authorized, in part, for the 2017 calendar year Village -wide street maintenance program. ATTACHMENTS: • BLR 14230_2017_MFT_Maint_Resolution (DOCX) Trustee Liaison Staff Contact Stein Michael Reynolds, Public Works Monday, February 27, 2017 Updated: 2/23/2017 4:36 PM Page 1 Packet Pg. 27 8.C.a Illinois Department of Transportation BE IT RESOLVED, by the Village (City, Town or Village) appropriated the sum of President and Board of Trustees Resolution for Maintenance of Streets and Highways by Municipality Under the Illinois Highway Code (Council or President and Board of Trustees) of Buffalo Grove , Illinois, that there is hereby of the (Name) $1,000,000.00 of Motor Fuel Tax funds for the purpose of maintaining streets and highways under the applicable provisions of the Illinois Highway Code from January 1, 2017 (Date) to December 31, 2017 (Date) BE IT FURTHER RESOLVED, that only those streets, highways, and operations as listed and described on the approved Municipal Estimate of Maintenance Costs, including supplemental or revised estimates approved in connection with this resolution, are eligible for maintenance with Motor Fuel Tax funds during the period as specified above. BE IT FURTHER RESOLVED, that the Clerk shall, as soon a practicable after the close of the period as given above, submit to the Department of Transportation, on forms furnished by said Department , a certified statement showing expenditures from and balances remaining in the account(s) for this period; and BE IT FURTHER RESOLVED, that the Clerk shall immediately transmit two certified copies of this resolution to the district office of the Department of Transportation, at Schaumburg , Illinois Janet Sirabian of Buffalo Grove Clerk in and for the Village (City, Town or Village) , County of Lake and Cook hereby certify the foregoing to be a true, perfect and complete copy of a resolution adopted by the President and Board of Trustees (Council or President and Board of Trustees) at a meeting on February 27, 2017 IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this (SEAL) Approved day of Village (City, Town or Village) Regional Engineer Department of Transportation Date Date Clerk Printed 2/21/2017 BLR 14230 (Rev. 07/15/13) Packet Pg. 28 8.D Ordinance No. 0-2017-2 : Ordinance Approving a Special Use for a Recreational Use at 1455 Busch Parkway ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action The PZC recommended approval (7-0) of the special use, subject to five conditions. Staff concurs with this recommendation. SUMMARY: The petitioner, Ronald Klein of Rek Room, Inc., is seeking to open a recreational facility in a vacant 12,183 square foot tenant space located at 1455 Busch Parkway. Redline Athletics offers various sports training activities for kids ranging in age from 8 to 18 years old. Pursuant to the Zoning Ordinance, recreational facilities in the "I" District require a special use. ATTACHMENTS: • BOT Memo (DOCX) • Draft Ordinance (DOCX) • Answers to Criteria (PDF) • Redline Athletics Business Overview (PDF) • Floor Plan (PDF) • Site Plan (PDF) • Parking Survey (PDF) Trustee Liaison Berman Monday, February 27, 2017 Staff Contact Brian Sheehan, Community Development Updated: 2/23/2017 4:36 PM Page 1 Packet Pg. 29 8.D.a VILL,AGE OF BUFFALO G110"VE DATE: TO: FROM: SUBJECT February 22, 2017 President Beverly Sussman and Trustees Christopher Stilling, Director of Community Development A special use for a recreational use in the "I" Industrial Zoning District BACKGROUND The petitioner, Ronald Klein of Rek Room, Inc., is seeking to open a recreational facility in a vacant 12,183 square foot tenant space located at 14SS Busch Parkway. Redline Athletics offers various sports training activities for kids ranging in age from 8 to 18 years old. Redline is a franchise with existing facilities in California, Texas, Colorado and Virginia. This would be the first Redline Facility in Illinois. Pursuant to the Zoning Ordinance, recreational facilities in the "I" District require a special use. PLANNING & ZONING COMMISSION (PZC) RECOMMENDATION The PZC recommended approval (7-0) of the special use, subject to the following conditions: A. The special use is granted to Rek Room, Inc. and does not run with the land. B. The special use granted to Rek Room, Inc. is assignable to subsequent petitioners seeking assignment of this special use as follows: 1. Upon application of a petitioner seeking assignment of this special use, the Corporate Authorities, in their sole discretion, may refer said application for assignment to the appropriate commission(s) for a public hearing or may hold a public hearing at the Village Board. 2. Such assignment shall be valid only upon the adoption of a proper, valid and binding ordinance by the Corporate Authorities granting said assignment, which may be granted or denied for any reason. C. The maximum number of students and employees on the Property at any one time shall not exceed 65 persons. The maximum occupancy may be increased upon review and approval by the Village. D. The special use is subject to the petitioner obtaining the assumed name of "Redline Athletics of Illinois" from the Illinois Secretary of State's office. E. The special use is subject to providing a designated "Drop off" and "Pick up" area that is appropriately lit and paved as approved by the Village. Staff concurs with this recommendation. Page 1 of 2 Packet Pg. 30 8.D.a PUBLIC HEARING COMMENTS There were no comments or objections as part of the public hearing. PLANNING & ZONING ANALYSIS The following is an analysis of their request: Operations • The existing vacant tenant space is 12,183 square feet in area. • The proposed use would operate as a recreational facility focused on training young athletes ages 8-18. The location will offer multiple sports training programs in baseball, basketball, volleyball and golf. • The proposed use would also include after school and weekend activities including tutoring and a workspace for completing homework. • During the school year the facilities operations will be Monday through Thursday 1PM to 9PM; Friday 1 PM to 7PM; Saturday 9 AM to 4 PM and closed on Sunday, except for private parties and special events. During the summer and school breaks the facility will open at 9 AM Monday through Friday. • The petitioner estimates that they will have between 20-40 kids for each 90 minute session. Staff is recommending a condition limiting occupancy to no more than 65 persons. However, this may be increased upon the review and approval by the Village. This Village review will allow staff the opportunity to evaluate any potential issues with parking should the other vacant spaces be occupied in the future. Parking • Pursuant to the Zoning Ordinance, a recreational use requires 1 space per 1,000 square feet of floor area, or fraction thereof. The tenant space is 12,183 square feet in floor area. Based upon the Zoning Ordinance parking requirements a total of thirteen (13) parking spaces are required. • Pursuant to the lease, the petitioner will have twenty (20) parking spaces for its use. The overall property has approximately 145 spaces throughout the entire development. • The landlord has provided a parking survey over a two week period which indicates that there is ample excess parking available throughout the site. • At its busiest times, there were a minimum of 68 parking spaces available for the entire building. • Based upon the parking survey and staff monitoring, it appears that the existing development will have sufficient parking to accommodate the proposed use. Drop-off/Pick-up £ • Drop-off/pick-upwould occur in front of the units space; however some parents may p p y park and 2 escort their children inside. O • The petitioner has indicated that students will have staggered drop-off/pick-up and that an m employee will be assigned to monitor and assist with drop-off/pick-up. E ACTION REQUESTED U Staff recommends approval of an Ordinance granting a special use for a recreational use in the "I" a Industrial Zoning District for the property located at 1455 Busch Parkway. Page 2 of 2 Packet Pg. 31 8.D.b 2/17/2017 ORDINANCE NO. 2017 — AN ORDINANCE APPROVING A SPECIAL USE IN THE INDUSTRIAL DISTRICT VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS Rek Room, Inc. (DBA Redline Athletics of Illinois) 1455 Barclay Boulevard WHEREAS, the Village of Buffalo Grove is a Home Rule Unit by virtue of the Illinois Constitution of 1970; and, WHEREAS, the real property described in Exhibit A ("Property") attached hereto is zoned in the Industrial District pursuant to Ordinance No. 84-38; and, WHEREAS, VanVlissingen and Company is the owner of the Property; and, WHEREAS, Rek Room, Inc., d/b/a Redline Athletics of Illinois, an Illinois Corporation, ("Petitioner") as lessee of the Property, has petitioned the Village for approval of a special use in the Industrial District to operate a recreation facility including sports and recreation activities for children in a space of 12,183 square feet at 1455 Barclay Boulevard, WHEREAS, the facility would be operated in accordance with and pursuant to the following exhibits: EXHIBITA Legal Description EXHIBIT B Petitioner's Acceptance and Agreement concerning special use WHEREAS, notice of the public hearing concerning the petition for a special use was given, and the public hearing was held by the Village Planning & Zoning Commission and, WHEREAS, the Planning & Zoning Commission held a public hearing on February 15, 2017 and determined that the criteria for a special use as set forth in Section 17.28.040 of the Buffalo Grove Zoning Ordinance have been met; and, and, WHEREAS, the Plan Commission voted 7 to 0 to recommend approval of the special use; Packet Pg. 32 8.D.b WHEREAS, the President and Board of Trustees after due and careful consideration have concluded that use of the Property on the terms and conditions herein set forth would enable the Village to control development of the area and would serve the best interests of the Village. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS: Section 1. This Ordinance is made pursuant to and in accordance with the Village's Zoning Ordinance, Development Ordinance and the Village's Home Rule powers. The preceding whereas clauses are hereby made a part of this Ordinance. Section 2. The Corporate Authorities hereby adopt a proper, valid and binding ordinance approving a special use for a recreation facility including personal training and physical fitness activities attached for the Property legally described in Exhibit A attached hereto, subject to the following conditions: A. The special use is granted to Rek Room, Inc. and does not run with the land. B. The special use granted to Rek Room, Inc. is assignable to subsequent petitioners seeking assignment of this special use as follows: 1. Upon application of a petitioner seeking assignment of this special use, the Corporate Authorities, in their sole discretion, may refer said application for assignment to the appropriate commission(s) for a public hearing or may hold a public hearing at the Village Board. 2. Such assignment shall be valid only upon the adoption of a proper, valid and binding ordinance by the Corporate Authorities granting said assignment, which may be granted or denied for any reason. C. The maximum number of students and employees on the Property at any one time shall not exceed 65 persons. The maximum occupancy may be increased upon review and approval by the Village. D. The special use is subject to the petitioner obtaining the assumed name of "Redline Athletics of Illinois" from the Illinois Secretary of States office. 2 Packet Pg. 33 8.D.b E. The special use is subject to providing a designated "Drop off" and "Pick up" area that is appropriately lit and paved as approved by the Village. Section 3. This Ordinance shall be in full force and effect upon the submittal to the Village of the executed Petitioner's Acceptance and Agreement as set forth in Exhibit B hereof. This Ordinance shall not be codified. AYES: NAYS: ABSENT: PASSED: APPROVED: ATTEST: Village Clerk APPROVED: Beverly Sussman, Village President #683655 3 Packet Pg. 34 8.D.b :r,4:1131 r_1 Description Rek Room, Inc. d/b/a Redline Athletics of Illinois The Property is defined as the 12,183 square feet of space located in the building at 1455 Barclay Boulevard, Buffalo Grove, IL which is located on Lots 9, 10, 11 and 12in The Corporate Grove, being a subdivision of part of the southwest % of Section 26 and part of the south % of Section 27, Township 43 North, Range 11 East of the Third Principal Meridian, according to the plat thereof recorded August 26, 1984 as Document No. 2305059, in Lake County, Illinois. Packet Pg. 35 8.D.b EXHIBIT B Rek Room, Inc. d/b/a Redline Athletics of Illinois 1455 Barclay Boulevard Petitioner Acceptance and Agreement Concerning Special Use Ordinance Rek Room, Inc. acknowledges that it has read and understands all of the terms and provisions of Buffalo Grove Ordinance No. 2017—_ pertaining to the special use, and does hereby accept and agree to abide by and be bound by each of the terms, conditions and limitations of said Ordinance. Rek Room, Inc. d/b/a Redline Athletics of Illinois :� Name (print): Title: The undersigned Owner acknowledges that it has read and understands all of the terms and provisions of said Buffalo Grove Ordinance No. 2017—_ Owner: VanVlissingen and Company By: Name (print): Title: 5 Packet Pg. 36 Law Offices HARTSTEIN & ASSOCIATES LLC 908 Providence Lane Buffalo Grove, IL 60089 Phone (847) 548-8485 Fax (847) 548-8490 E-Fax 888-495-4211 Elliott Hartstein Email: elliotthartstein@gmail.com Cell 847-830-6474 elliotthartsteinlaw.com Sent via email and fax: January 26, 2017 Village of Buffalo Grove Planning and Zoning Commission RE: Special Use for Redline Athletics 1455 Busch Parkway Dear Commissioners, I represent Redline Athletics who is seeking approval of a Special Use Approval to allow the operation of their business at the above location in the Corporate Grove just to the west of the Sky Fitness site on Busch Parkway and next door to the Jump Zone which provides recreational activities for kids in the area . Redline Athletics provides training in various sports for kids ranging in age from 8 to 18. There is no Redline facility in Illinois currently, but they have operations in Arizona, California, Colorado, Virginia and Texas. Under their program they have kids desiring to improve their skills in various sports come in for 90 minute sessions starting on the hour during the course of the day. Further background can be found on their website:redlineathletics.com. Some excerpts from the webpage are attached. The proposed hours of operation are 2 pm till 8 or 9 pm Monday through Thursday, 2 pm till 7 on Fridays and 9 am to 4 pm on Saturdays with Sundays possibly to be used for special events and special training for kids with special needs. They estimate that they will have between 20 and 40 kids for each of their 90 minutes sessions during the day. The bulk of the age group proposed to be served are not of driving age and will be dropped off and picked up by parents. It is also not unreasonable to expect that those of driving age may come together based on possible relationships on sports teams on which they participate. There are examples of other kid activity or athletics programs that have successfully operated in the Corporate Grove and adjacent corporate centers including the Buffalo Grove Gymnastics program and Martial Arts program on Barclay in addition to the Packet Pg. 37 Rockin Jump Center and the Jump Zone on Busch, with Jump Zone being next door to the proposed site. The following criteria for a special use are evidenced by the facts in this instance: 17.28.040 - Criteria for special use. A. All special uses shall meet the following criteria: 1. The special use will serve the public convenience at the location of the subject property; or the establishment, maintenance or operation of the special use will not be detrimental to or endanger the public health, safety, morals, comfort, or general welfare; 2. The location and size of the special use, the nature and intensity of the operation involved in or conducted in connection with said special use, the size of the subject property in relation to such special use, and the location of the site with respect to streets giving access to it shall be such that it will be in harmony with the appropriate, orderly development of the district in which it is located; 3. The special use will not be injurious to the use and enjoyment of other property in the immediate vicinity of the subject property for the purposes already permitted in such zoning district, nor substantially diminish and impair other property valuations with the neighborhood; 4. The nature, location and size of the buildings or structures involved with the establishment of the special use will not impede, substantially hinder or discourage the development and use of adjacent land and buildings in accord with the zoning district within which they lie; 5. Adequate utilities, access roads, drainage, and/or other necessary facilities have been or will be provided; 6. Parking areas shall be of adequate size for the particular special use, which areas shall be properly located and suitably screened from adjoining residential uses, and the entrance and exit driveways to and from these parking areas shall be designed so as to prevent traffic hazards, eliminate nuisance and minimize traffic congestion in the public streets. The supporting facts relating to the above criteria are as follows: 1. There are numerous young athletes in the area engaged in a wide array of sports both in the schools and park district and other programs like BGRA and Buffalo Grove Bills and others. These young people can benefit by training programs conveniently located to enhance their skills. Increased training will inhance their safety and health as they continue to participate in various sports. 2. The special use is located off a major thoroughfare, Busch Parkway and is set back a reasonable distance from the street and it is easy and safe for participants to come and go from the facility. It is in harmony with other activities in the Corporate Grove such as the fitness center on the lot to the east, and other youth activities such as next door like Jump Zone, and uses like Buffalo Grove Gymnastics which have flourished without incident in the Corporate Grove. 3. Considering that other compatible non business uses have functioned well in the vicinity, it should be readily apparent that the use proposed should not have any adverse affect on the property in the immediate vicinity. In addition, putting vacant space to use in a way that serves the area can only help to enhance the value of other property valuations in the adjacent and nearby properties. 4. The proposed use is set back from the roadway and to the south is adjacent to detention lake and directly across from the long established fitness center. Consequently in terms of street scape it should have no bearing on the otherwise corporate business feel of potential corporate business type uses that are allowed in the zoning district . 5. As noted earlier the property is easily accessible from east and west on Busch Parkway, and from the North and South from Barclay that is just a short distance Packet Pg. 38 to the west on Busch Parkway. Drainage would not be affected since use will be in an existing building where that factor was taken into consideration when in was built. 6. A parking survey was taken and parking information was previously submitted to staff and Management for the Corporate Grove has confirmed that they believe based on parking survey that existing available space should be adequate for the proposed use. Photos attached also show how there is parking both in front of facility and to the South adjacent to the detention pond. Based on the foregoing facts the Petitioner would respectfully request your approval of the requested special use for the subject property. Thank you for your consideration. Very truly yours, Elliott Hartstein cc: Ron Klein,, Packet Pg. 39 Injury Prevenlion - Youth AtNelic Training Centers I Redline Athistics i HC I SPORTS PROGRAMS NEWS LOCATIONS VIDI WHY REDLINE f a V S` M ,;Tr,JM ua MQ A FREEWEEN Redline Athl tics training centers focuses on decreasing injury, optiml'ring performance and enhancing its philosophy of "pre-hab" vs. re-hab and recovery for all youth athletes. We can achieve t ils by utilizing our partnership with Fusionetics proprietary s stem of exercise and recovery solutions. Fusionetics has partnered with Redline Athletics Youth Athletic Training Centers to bring movement efficiency techniques and software to all Redline athletes, Fusionetics I ttegrates sports science, clinical application and cutting -edge technology to deliver efficient and effective solutions focused on decreasing injury, opti� Packet Pg. 40 Metics Irjiey E an -Youth AWetic Trelr�ng Centers !RedLine performance, 3nd enhancing recovery. Built for every body, Fusionetics is a Performance Healthcare System designed to help you understand, monitor and improve performance at all levels. No ma ter the sport, Redline and Fusionetics will help to keep you o the held and In the game! With the inte ation of Fusionetics technology into all of its Training Centers, RedLine Athletics' clientele will benefit from the same perf ormance healthcare system that is used by collegiate sports teams and more than 60 professional teams, including the hoenix Suns, Los Angeles Lakers, Atlanta Falcons, San kitonio Spurs, Detroit Red Wings and the UPC, large focus at Fusionetics is wth athletes, ensuring they are ?rformi'ng at their optimum vel while mitigating their risk of ju r,"says Dr. Micheal A. Clark sunder and CEO of Fusionetics. iy integrating Fusionetics )ftware into RedLine's training enters, youth athletes le here can immediately enefit from consistent training tat boosts their performance in , eas like speed, power and core. RedLine Athl' tics' trainers will use the platform to create individual tat geted programs for each athlete's sport -specific needs desig ed to improve durability, flexibility, speed and strength, as well as to educate, parents, coaches and athletes using a tangible visual on the progress of the athlete on a quarterly basis. +�!� Packet Pg. 41 About Us - Youth AtNetic Training Centers I RedUne AlNetics Ili RedLine Youth Athletic Training Centers are developed to help young athletes ages 8-18 become stronger, faster and more powerful. Our Sports Performance Specialists (SPS's), combine their passion and knowledge to mentor young athletes through custom designed, sport -specific training programs that will help them achieve their goals and maximize their potential, while making them all around better athletes, V%VnIA TAI1' " ! 'M '^ W"s I ""Iiw, ��� i10 E SPORTS PROGRAMS NEWS LOCATIONS S�P12 Perf"binnance Training with Passion VID OS WHY REDLINE Excelling; n sports is all about passion with purpose. Nowhere will you find people more passiona ? about sports than at RedLine Athletics. Our revolutionary spor, -or `'ic s* training model enables young athletes to further develop skills in their chosen sport; sports th" t range from baseball to basketball to football and beyond. Every youth athlete will thriv, under the guided instruction of our SPSs, many of whom were collegiate athletes r played professionally. n 1/3 Packet Pg. 42 About Us -Youth Athletic Training Centers I Redline Athletics TPA$.D,c NNG TO GET YOU TO THE NEXT DEL Redline Athle ics !s the premiere youth athletic training center to complement club teams, town recreational l agues, and high school programs with customized workouts at a fraction of the cost of personal training. Our pro athletes and SPSs excel at training and more importantly, mentor these young athletes, and teach them character through athletics! Unlock your f Il potential as an athlete at Redline Athletics. It is a unique sports training center where you'll b constantly challenged to reach your athletic dreams and goals. Athletes who train at Redline, wl I be in optimum shape, and with our partnership with Fusionetics, Redline will help in injury prey ntion, keeping athletes healthy and In the gamel What separates us from the others? Our work-ou begin at the top of the hour and are unlimited, with our low priced, monthly membership ackages. This enables you to come in anytime you want, at the most convenient time for you At Redline At letics, we use the term "Passion with Purpose". This means, we are passionate about making you a jetter athlete first, but with a p w aw aadults In the futurel 0 Ho E SPORTS PROGRAMS NEWS LOCATIONS Our dynamic concept helps athletes in the 8 -18 year old age group to vastly improve their talent level. Fort Me i athlettW Y REDLINE �n earning a college scholarship, to the beginner who is w, learning the game and trying to matte the team, Redline Athletics Is the place to help you achieve your goals. TRMNM FOR ALL SPICKTIM 1a W91 CRl Semi -private, on 1 training, and group sports -specific training enable you to realize your full potential as a athlete. Training programs can be customized to help improve performance in baseball, softball, soccer, lacrosse, football, volleyball, basketball, swimming, ice skating, tennis, and many m n Packet Pg. 43 M17 Why RedUne - Youth Athleft Tralring Centers I Redline Aftiatics P&D 1-14", SPOR1'S PROGRAMS NEWS LOCATIONS I WHY REDLINE At Redline our Sports Performance Specialists are III always certified and trained with our ReclLine Training curriculum, We emphasize the 6 pillars of our RedLine culture with every SPS from day one. Each and every SPS is passionate bout assisting each member to make them a better athlete with the purpose of instilling the qualities to make them better adults. F 8 --j D.0 I Packet Pg.,U I Sports Performance- AtMeUc TrajNng Programs- YotM AINede Trandng Carders I RedUnaAINetics training schedule is easily adaptable to every person's bust life. We are especially adept at training the youth athlete, ages 8-18 and welcome the opportunity to customize a training program around his or her school hours and other commitment-' Redllne Athlet cswill work closely with each athlete adapting a specialized program to develop core stability, speed improvement running form, agility, acceleration, strength training and injury prevention techniques. Our goal is to have our athletes take what is learned about their bodies and convert it into "real sport situations and movements." R04 BER OUR MOTTO: POWER * CORE Mentoring tomorrow"s stars today, provides a dynamic atmospl°te at Redline Athletics. Be part of our communit culture that will not only transform you as an athlete, bu will also make you a better adultl kgfflwra;MME Copyright (D 2 17. Youth Athletic Training renters I Redline Athletics. Home Terms of Use Privacy Policy Sitemap Contact Us 2G Packet Pg. 45 Why RedLine - Yaulh Af ileft Training OxOws I RwUn a AlMefias Each of our tr ining centers feature scientific athletic surfaces that provide y ung athletes with everything they need to train and perform safety and at their best. The patented flooring technology, p ovides a balanced distribution of force reduction and energy restitution, both of which are critical for athletes fescue d on functional training. To accompan this state of the art flooring, RedLine also utilizes Life Fit ess/Hammer Strength equipment. Life Fitness/Harrlrr'er Strength has been building athletes for more than 25 years. Not Just elite athletes, but those with the focus and determination to train like one. Life Fitness/Hammer Strength and their largest equipment distributor in the world; Advanced Exe else Equipment is a proud partner with RedLine Athletics, WO the integration of LifeFitness/Hammer Strength equipment technology into all RedLine Training Centers, RedLine Athle lcs" clientele will benefit from the same strength and performs ice equipment that is used by collegiate sports teams and major professional sports teams. You are here: I Home . Why RedLlne Copyright cp:tt7. Youth Athletic Training Centers I RedLine Athletics. Home Terms of Use Privacy Policy Sitemap Contact Us 0 M Packet Pg. 46 5PORT5 PROGRAMS NEWS LOCATIONS AtRedLine,n matter the sport no matter the skill, we will focus on making you abetter all- around att t In your chosen sport. Click your fav6Mc sport below tofind out more information. m Lol I Packet Pg. 48 1 Lol I Packet Pg. 49 1 Lol CV O CV 0 CO CU 47 cu CO I Packet Pg. 50 1 Lol CV O CV 0 CO CU 617 cu CO I Packet Pg. 51 1 I Packet Pg. 52 1 Locations -Youth Athletic Training Centers I RecUr a Athletics u .w jf , c SPC7R17 7ROGRAMS NEWS O VID "Os WHY REDLINE Chandler We t Colorado Springs Scottsdale Westminster COMING SOON San Juan I Temecula (NOVA) West Springfield Houston @ BBUSA Katy (Coming Soon) Pflugerville The Woodlands Vul nCKIU1101 LOC ATIONS to open a Redline Athletics In your area. f NAM V 8' AAZZUM Steven DeBlase: (480) 788-3506 NORTMM Drew Atherton: (415) 488-7738 CALVCWMA — ORAME CXRJMY Timi Brown: (970) 201-0086 114 Packet Pg. 53 ATHLE11CS YOUTH ATHLETIC TRAINING CENTERS 245 Licenses Sold! Suite Requirements: 6000-10000 Sq. Ft. Light Industrial-1 6ft. ceilings Demographics - Population: 100,000+ Income: >$60,000 arget Market: Parents with kids 8- 18 CrAV) info@redIineathIetics.corn * www.redlineathletics.com 0 facebook,com/redlineatFileticsc.orp I Packet Pg. 64 1 8.D,d Content from Redline Athletics emails: I am planning to open Redline Athletics. If I receive village approval, I'd like to open my location at 1455 Busch Parkway in Buffalo Grove, a space of around 12,200 square feet, with a 17' clear ceiling height. Redline is a franchise that has been in business for about 10 years. They have locations in California, Texas, Colorado and Virginia. My location will be the first in Illinois. Our market is boys and girls 8 to 18 years old. We want the kids to do well in school, eat properly and excel in whatever sport they are interested in. We use CSCS certified trainers who were athletes in college, semi professional sports and former professional athletes to help develop the skills of the kids for their sport. Before becoming a member, we evaluate each individual's performance on jumping up while standing, doing various simple exercises and a Fusionetics analysis. Through Fusionetics, we can determine the weak and strong parts of the body in order to help prevent injuries. In the Chicago area, the only team to use Fusionetics in their training is the Chicago Bulls. Once a member of Redline, we re -test each person quarterly to see the results they've been able to achieve after going through our training. Our location will have batting and pitching cages, a half basketball floor which will also be used for volleyball, a free weight room, a golf simulator, a climbing wall, a high intensity training area, Ninja gym equipment and a party room. I would also like to have a small locker/shower room at our location. Our workouts are 90 minutes. They begin every hour on the hour. There is a warm-up period, a high intensity training period, a skills session and a cool down. No reservation is needed, the kids can stay as long as they want and come as often as they want. We sell different options of memberships -- month to month, quarterly, semi-annually, and yearly. Also available are a package of 10 or 20 sessions. Typically, parents drop off their child, and return later to pick them up, but if they want, they can wait for their child in our waiting room. At our location, we will have a general manager, a director of sports performance, a full time secretary, and two to four trainers. Our hours of operation will be as follows: Monday through Friday, we will open at 1 p.m. Monday through Thursday, we will close at 9 p.m. On Friday, we will close at 7 p.m. On Saturday, we will open at 9 a.m. and close at 4 p.m. We are closed on Sundays, but will use Sundays for parties, or special events. We are a supporter of Gigi's Playhouse, an organization for children for Down Syndrome, and the American Blind Skiing Foundation. We plan on having each organization use our facility once every three months on Sunday at no charge. During summer, winter and spring breaks, we will open at 9 a.m., Monday through Friday. Packet Pg. 55 8.D,d We have not signed a signed lease agreement for the space on Busch Parkway yet, but expect to do so within one or two weeks. At this time, we do not have a proposed floor plan of our space. The website for Redline Athletics is www.redlineathletics.com There are three exits at 1455 Busch Parkway plus two overhead garage doors. The entrance is at the front of the building, accessible from the parking lot. The two additional exits are in the rear of the space -- one on each side of the space. There is one overhead garage door adjacent to each regular door. The neighbor next door is Jump Zone. Behind the space is a common loading dock, which 1455 shares with Jump Zone, 1435 Busch Parkway, which is currently empty and an electrical wire company. Regarding the number of people we expect to occupy our space, we will have the allowable number of people based on our use group and amount of egress door width. I am available to meet you this week on Friday. I am available the entire day. If Friday doesn't work I can meet you Thursday afternoon after 2 p.m. or late in the afternoon tomorrow, Wednesday, December 14 around 4 p.m.. If you are able to meet me on Wednesday, please call me on my cell phone 773-383-8189, since I will not be checking my emails during the day., I would like to be able to have the board vote on our special use request at your second board meeting in January. I believe the date of the meeting is Wednesday, January 8. Ron Klein REK Room, Inc. d/b/a Redline Athletics of Illinois 773-383-8189 847-236-9303 Fax Packet Pg. 56 8.D,d REDLINE ATHLEMCS YOUTH ATHLETIC TRAINING CENTERS Ms. Nicole Woods, AICP Village of Buffalo Grove Department of Building & Zoning 50 Raupp Blvd. Buffalo Grove, IL 60089 Ms. Woods, Below please find the information per your request for the Redline Training Centers Square footage of the existing locations - Range 7000 to 11000 — average is 10635 Number of parking spaces at the existing location — 8-12 — average is 1 space per 1000 sq. ft. *this is usually not an issue as Redline is a "drop-off/pick-up" training center Days and hours of operation — Monday - Thursday 1:OOpm — 9:00pm Friday 1:00 — 7:00 & Saturday 9:00am-1:00pm Number of kids in the existing location by day and hour — average is 35 per day *10/hour -between 3pm — 8pm Ages of the kids in the existing location by day and hour — average is 10 —17 I trust this information will give you everything you need for your review. Thank you in advance, Lyt . I°yer 6> President RedLine Athletics Youth Athletic Training Centers 9260 E Raintree Dr. Suite 100 / Scottsdale, AZ85260 / 855,696.7335 Packet Pg. 57 (AeMMJed 4osn8 99n ie asn ieuoiiewou e joi asn lepodS e BU!Aoiddv eoueu!pjo : z-Lboz-o) veld JOOl:J :luOmq3ellV 2 04 a. Cb as a. --- - --- — - - --------------- . ... ....... . . . . . ............... . .......... . . . . . ......... C� -ice lV �o (0 Ll� (D n 7z m r r a e i a o o o b C) O H • f':' I� M F'•' o Q Q`1 r-- a � @ w H C)m J �a p W W W W Fa v F..i,mpp Ul al V CLD •P W N C7 Vt Vt Vt VI Vt VI UT (n W W `CU LD tD CD W W ka V N W 000 W VI )-A wu w a o 4h w m ro o CL t m P, I c ro rn rn n a I ' fu o m ro Di w ff M ro a` `. 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LL W E (D R FD cl Ln > 2 CL CL cu 72 0 0 . ................... > < Ca I - CD Cy. 6 Ln > C: > > > < cr co 0 n n rD C.5 00 > < Cu CT 0 r) r) Fo Ln > < w L7 M -4 0 r) r.,l F6, 0 > <r cu E rD to 0 i� 4-� > 2: (D ull 0 n ii w > < Cu LT (D 0 rD j < 0) cT 1) w n Cl. > < C) m (D '4 > < o- 0 n m o- -P� j > < w 0 ro C.1 CL U (a4� rD rD > < I Packet Pg. 62 1 8.E Ordinance No. 0-2017-3 : Ordinance Approving Text Amendments to the Village's Sign Code and Zoning Ordinance ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action The PZC recommended approval (6-1) of the text amendments. Staff concurs with this recommendation. SUMMARY: Staff is proposing multiple text amendments to the Village's Sign Code (Title 14 of the Municipal Code) and Village's Zoning Ordinance (Title 17 of the Municipal Code). These changes were discussed at a previous Committee of the Whole meeting. Additional information can be found in the attached staff memorandum. ATTACHMENTS: • BOT Memo (DOCX) • Draft Ordinance (DOCX) Trustee Liaison Weidenfeld Monday, February 27, 2017 Staff Contact Chris Stilling, Community Development Updated: 2/23/2017 4:37 PM Page 1 Packet Pg. 63 8.E.a VILL,AGE OF BUFFALO G110"VE DATE: TO: FROM: SUBJECT February 22, 2017 President Beverly Sussman and Trustees Christopher Stilling, Director of Community Development Ordinance Approving Text Amendments to the Village's Sign Code and Zoning Ordinance BACKGROUND Staff is proposing multiple text amendments to the Village's Sign Code (Title 14 of the Municipal Code) and Village's Zoning Ordinance (Title 17 of the Municipal Code) pertaining to the following: Sign Code • Increase the permitted number of wall signs for certain tenant spaces • Decrease the minimum distance requirements between ground signs Zoning Ordinance • Allow replacement central air conditioning units in the same location • Decrease the minimum drive aisle and parking space sizes PLANNING & ZONING COMMISSION (PZC) RECOMMENDATION The PZC recommended approval (6-1) of the text amendments. Staff concurs with this recommendation. PUBLIC HEARING COMMENTS There were no comments or objections as part of the public hearing. SIGN CODE AMENDMENTS In 2012 the Village Board passed a comprehensive amendment to the Village's Sign Code in order to address sign trends, improve the sign review process and to enhance the business environment in Buffalo Grove. At that time, the Village Board encouraged staff to monitor and continually make recommendations for modifications on an ongoing basis. At the July 2016 Committee of the Whole meeting, staff sought the input of the Village Board about the possible future amendments to the sign code. These amendments were based on commonly approved variation requests. Based upon this analysis and feedback from the Village Board, staff is recommending several minor amendments to the Sign Code in order to improve efficiency and to incorporate some of the more commonly approved variance requests into the Sign Code. Page 1 of 3 Packet Pg. 64 8.E.a Multiple Wall Signs Pursuant to the Sign Code, each tenant is allowed only 1 wall sign at their primary entrance. A second sign may be allowed in certain circumstances provided that the tenant space is a corner end cap with its secondary second frontage along a public right-of-way. Staff has found that many end cap spaces abut private access drives or outlots and therefore would not be allowed a second sign. Furthermore, staff has found that variations have been granted to tenants who occupy large spaces such as a grocery store or general merchandise retailer. As currently provided in the Sign Code, only 1 wall sign is permitted, regardless of the size of the space, unless the space abuts multiple rights of way. Staff is recommending that tenants in the Business Districts that have frontages that exceed 300 lineal feet be allowed to have a single primary and up to two (2) secondary wall signs that would be limited in size. Currently the only retail stores that would fit this parameter are Mariano's +/- 350 feet; Garden Fresh +/- 310 feet; Jewel +/- 320 feet and the vacant Dominick's at Lake Cook & Arlington Heights Road's +/- 306 feet. To address both matters, staff is proposing amendments to Section 14.16.030 and Section 14.16.070 to allow multiple wall signs as outlined in the attached Ordinance. Ground Signs Placement — Separation Distance Pursuant Section 14.16.060 A of the Sign Code, ground signs cannot be closer than 250' from an existing ground sign on the same side of the street. The purpose of this provision is to minimize sign clutter by reducing the number of signs along a street frontage. Based on staff's analysis, the Village has granted 11 variations allowing for signs to be closer than 250'. Staff is recommending that the minimum distance be reduced to 150 feet. Staff has found that single user commercial lots are generally 100-150 feet wide. By reducing the separation requirements, two commercial lots located next to each other will still be able to provide a ground sign. ZONING CODE AMENDMENTS Central Air Conditioning Units Currently Section 17.20.030.1.5 of the Zoning Ordinance requires that air conditioning units be located in the interior side or rear yards only. Over the last several years, the Village has received a number of permit requests from residents concerning the replacement of central air conditioner unit that had been originally located in a corner yard. The relocation of the air conditioning unit involves significant time and cost to the homeowner c over and above the normal replacement cost due to the re -working of the electrical and O condensing lines which can involve unanticipated cosmetic work to the interior of the home in the case of a finished basement. In many cases, the replacement is being scheduled due to £ equipment failure not giving the homeowners the time necessary to go through the variance approval process. Those that do go through the process have been granted variance approval. ~ O Due to these circumstances, staff is recommending amending the current Zoning Ordinance 00 language to allow a replacement air conditioning unit to be located in the same location as an existing air conditioning unit without having to go through the variance process. New units will E still be required to be placed in the interior side, or rear yards. The revised language is outlined in the attached Ordinance. a Page 2 of 3 Packet Pg. 65 8.E.a Parking Dimensions As discussed with the PZC, staff is proposing amendment to Section 17.36 (Driveways and Off - Street Parking and Loading Facilitates) of the Zoning Ordinance reducing the minimum parking space depth and drive aisle width for parking lots. Currently Village Code requires that parking stalls be 18.5 feet deep and drive aisles be 26 feet wide, although Code does allow for 24' in certain circumstances. Staff is proposing an amendment to Code to reduce the stall depth to 18' and clarify that aisle widths be 24' wide. Based on staff's research, several nearby communities as well as Lake County allow for 18' deep parking spaces and 24' wide drive aisles. This size is also recommended by traffic consultants and the Urban Land Institute (ULI). The reduced size results in in less pavement, thus reducing the amount of stormwater runoff. ACTION REQUESTED Staff recommends approval of an Ordinance amending the Village's Sign Code (Title 14 of the Municipal Code) and Village's Zoning Ordinance (Title 17 of the Municipal Code). 0 E a� O m c d E s U a Page 3 of 3 Packet Pg. 66 8.E.b 2/15/17 ORDINANCE NO.2017 — AN ORDINANCE AMENDING THE BUFFALO GROVE SIGN CODE TITLE 14 AND ZONING ORDINANCE TITLE 17 OF THE MUNICIPAL CODE OF THE VILLAGE OF BUFFALO GROVE, ILLINOIS Amendments to the Village's Sign Code (Title 14 of the Municipal Code) and Village's Zoning Ordinance (Title 17 of the Municipal Code) WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois Constitution of 1970; and, WHEREAS, the Village has determined that an amendment to the Village's Sign Code (Title 14 of the Municipal Code) and Village's Zoning Ordinance (Title 17 of the Municipal Code) is necessary; and, WHEREAS, the Village Planning & Zoning Commission conducted a public hearing concerning the proposed text amendments of the Business Districts of the Village Zoning Ordinance and voted 6 to 1 to recommend approval of said amendments; and, WHEREAS, the Village Board has determined that the proposed amendments are appropriate and hereby approve the amendment. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS: Section 1. Section 14.16.030 Subsection C and D (Business Districts), Section 14.16.060 Subsection A (Ground Signs), 14.16.070 Subsection E (Wall Signs) of the Village's Sign Code are hereby amended to read as follows: Section 14.16.030 Business Districts C. One wall sign for each occupancy within the developed parcel. Businesses with frontages exceeding 300 lineal feet may be allowed up to a total of 3 wall signs however the total area for all 3 signs combined shall not exceed the maximum allowable sign area. Such signs shall not exceed a total area of three square feet of copy for each lineal foot of occupant's store frontage or that area of copy permitted in Section 14.16.070, whichever is the lesser. If such occupancy is a corner unit, one additional wall sign will be permitted. For buildings with single occupancy that face multiple public rights of way, an additional wall sign shall be permitted per frontage. If the building includes a canopy, each occupant will be permitted one canopy sign in conformity with Section 14.16.080. Packet Pg. 67 8.E.b 2 D. Any occupancy within another occupancy that is under separate ownership shall not be allowed any ground or wall sign, except for those businesses with frontages greater than 300 lineal feet. Section 14.16.060 Ground Signs A. Number of Ground Signs. One ground sign is permitted for each developed parcel unless provided otherwise in this Title; provided, that no such sign may be closer than 150 feet to any permanent ground sign within the Village on the same side of the street. One additional ground sign may be erected for each additional 500 feet of street frontage in excess of the first 300 feet of street frontage abutting the developed portion of said parcel. Section 14.16.070 Wall Signs E. Each business is permitted one wall sign over their primary entrance when a building does not face public right of way. Corner units may be allowed a second wall sign along the frontage perpendicular to the primary entrance. The second wall sign shall not be larger than the wall sign located over their primary entrance. Section 2. Section 17.20.030 Subsection I.5 (Central Air Conditioning Units) and Section 17.36 (Figure 17.36-1 Parking Dimensions) of the Village's Zoning Ordinance are hereby amended to read as follows: Section 17.20.030 L5 (Central Air Conditioning Units) 5. Central air conditioning units — a. New central air conditioning units shall be located in the interior side or rear yards only. In no case shall the unit be located on any easement. b. Replacement central air conditioning units may be permitted in the same location as the previous central air conditioning unit. The replacement central air conditioning unit shall not encroach further into the required yard than the previous central air conditioning unit and in no case shall the unit be located on any easement. Remainder ofpage intentionally left blank Packet Pg. 68 3 Section 17.36 (Figure 17.36-1 Parking Dimensions) PARKING DIMENSIONS Figure 17.36-1 Waltz X-& A E W"no Wall to Interlock Interlocking interlock to curb Module Module Module X = Stall not accessible in certain layouts Parking layout dimensions (in ft) for 9-ft stalls at various angles Angle Dimension ............................. 0Angle: .......... .......Angle:.................................. .. . ...... 90' Stall width, parallel to aisle A 12.7 10.4 9.3 9.0 Stall length of line B 25.0 22.0 20.0 Stalldepth to w,11 . .................................................... ............................ ............. C 17.5 ................................. ........ ... ........ .......................... 19.0 ................................. ......... .. ........ .......................... 19.5 18.0 Aisle width between stall D 12.0 16.0 23.0 24.0 Stall depth, interlock E 15.3 17.5 18.8 Module, wall to interlock F 44.8 52.5 61.3 60,0 Module, interlocking ..................................................... ........................................ G 42.6 ................................. ....... .... ........ .......................... 51.0 .................................. ...... .... ........ .......................... 61.3 60.0 Module, interlock to curb face H 42.8 50.2 58.8 60.0 E U I Packet Pg. 69 1 8.E.b E Bumper overhang (typical) I 2.0 2.3 2.5 2.0 Offset J 6.3 2.7 0.5�� � 0 Setback K 11.0 8.3 5.0 0.0 Cross aisle, one-way L.... 14.0 14.0 14.0 14,0 Cross aisle, two-way 24.0 24.0 24.0 24.0 Section 3. This ordinance shall be in full force and effect from and after its passage, approval and publication. This ordinance may be published in pamphlet form. AYES: NAYS: ABSENT: PASSED: APPROVED: PUBLISHED: ATTEST: APPROVED: Village Clerk Beverly Sussman, Village President Packet Pg. 70 8.F Action Item : Waiver of Bids - Cardiac Monitor Purchase ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends the Village Board waive bids and authorize staff to purchase the replacement cardiac monitors at a total not to exceed amount of $122,166.16 from Zoll Medical Corporation. The equipment purchase proposed will replace four of the eight cardiac monitors carried on the advanced life support ambulances and fire apparatus of the Buffalo Grove Fire Department. SUMMARY: Staff recommends the Village Board waive bids and authorize staff to purchase the replacement cardiac monitors at a total not to exceed amount of $122,166.16 from Zoll Medical Corporation. The Village uses Zoll AEDs and to maintain seamless compatibility from the onset of a cardiac event through advanced life support, the continued use of Zoll cardiac monitors is requested. ATTACHMENTS: • Zoll Sole Source rev 021317 (DOCX) • Sole Source X Series Letter (DOC) • Zoll X Series Cardiac Monitor Quote for BGFD # 233535 Version 2 (PDF) Trustee Liaison Trilling Monday, February 27, 2017 Staff Contact Mike Baker, Fire Updated: 2/23/2017 4:38 PM Page 1 Packet Pg. 71 8.F.a VILLAGE OF BUlTAL0 GIROVE DATE: February 17, 2017 TO: Dane Bragg, Village Manager FROM: Mike Baker, Fire Chief RE: Bid Waiver and Cardiac Monitor Purchase — Sole Source Background Information Staff requests authorization to waive bids and purchase four Zoll X Series Cardiac Monitors with diagnostic accessories. The current cardiac monitors are reaching the end of their useful life and their technology is not capable of using today's advanced communication capabilities. Advances in cardiac treatment have created additional diagnostic capabilities which are available for pre -hospital emergency cardiac care and are included in this request. The Village uses Zoll AEDs and to maintain seamless compatibility from the onset of a cardiac event through advanced life support, the continued use of Zoll cardiac monitors is requested. This replacement purchase is fully funded in the capital reserve. The proposed equipment purchase will replace four of the eight cardiac monitors carried on the advanced life support ambulances and fire apparatus of the Buffalo Grove Fire Department. Zoll Medical Corporation uses regional sales representatives and reduced pricing is available through a multi -jurisdictional cooperative purchase. Normal contract pricing for this request would be $137,367.23. This is a sole source purchase not to exceed $122,166.16 based on a multi -jurisdiction cooperative purchase and would result in a total savings of $15,201.07. Recommendation As noted in the attached memo, Zoll Medical Corporation is the sole manufacturer and source for the selected X series cardiac monitors. As such, it is recommended that the Village Board waive bids and authorize staff to purchase the above mentioned replacement equipment at a total not to exceed amount of $122,166.16 from Zoll Medical Corporation. Page 1 of 1 Packet Pg. 72 8.F.b ZOLL Medical Corporation ZOLL,Advancing Resuscitation. Today." Feb 6, 2017 Chief Mike Baker Buffalo Grove Fire Department 1051 Highland Grove Dr Buffalo Grove, IL 60089 Dear Chief Baker: Worldwide Headquarters 269 dill Load Chelmsford, Massachusetts 01824-4105 U.S.A. 978 421 9655 978 421-0025 Maen Fax We appreciate your selection of ZOLL® products for Buffalo Grove Fire Department. This letter serves as confirmation that ZOLLV Medical Corporation at 269 Mill Road in Chelmsford, Massachusetts, is the sole manufacturer and source of X Series® Defibrillators for the EMS Market. ZOLL® or Caroline Guibord, EMS Territory Manager, will not sell an X Series® Defibrillator to Buffalo Grove Fire Department through any vendor or dealer. The ZOLL© monitor line is the only source for the patented Rectilinear Biphasic Waveform. This waveform is proven clinically superior by the FDA for the synchronized cardioversion of Atrial Fibrillation and for High Impedance Ventricular Fibrillation. ZOLL® is also the only source of the RLB 40msec pulse duration pacing waveform. This pacing technology is patented technology as well and is not available from any other manufacturer. Additionally, ZOLL is the sole provider of the Inovise 12 lead algorithm for ALS monitors in the EMS environment. This 12 lead algorithm provides the highest level of accuracy and specificity for determining ST elevations in the EMS environment. Additionally, the exclusive capabilities of the Inovise 12 lead and ZOLL X series to simultaneously capture all EKG leads provides for higher levels of accuracy, reduces the need for acquiring multiple EKG's, therefore increasing the speed and quality of care for the patients. These technologies are exclusive to the Inovise 12 lead algorithm, which can only be found in the ZOLL X series for the EMS Market and not available from any other manufacturer. ZOLL® is also the sole source manufacturer of FDA approved Real CPR Help and See thru CPR technologies only available in the ZOLLe X Series© and other ZOLLR defibrillation equipment. The ZOLLu monitor line, including the ZOLL X series, is the only ALS Cardiac monitor with both Real CPR Help and See thru CPR technologies. See Packet Pg. 73 8.F.b thru CPR is also the only technology of its kind on the market allowing the rescuer to filter through the CPR to see a verifiable rhythm without stopping CPR. These technologies must be capable of being used through defibrillation pads than must have an attached accelerometer to enable CPR feedback and artifact filtering functionality and are disposable with each event. These technologies and the ZOLL© X Series® cardiac resuscitation monitor are not available from any other manufacturer. In addition, the X series monitor is the only EMS monitor with the following capabilities: - Device must be capable of acquiring a blood pressure measurement on inflation within 15 to 30 seconds - Device must be capable of synchronizing the oscillation to the R-wave of the ECG during Non-invasive blood pressure monitoring - Device must have impedance pneumography for monitoring respiratory rate via ECG Leads I or 11 - Device must have a minimum IP55 rating for water and solid foreign objects - Device shall not exceed 10.6 lbs. (4.82 kg) without battery and paper Should you have any questions or require additional information please contact me at 773-425-0710 Sincerely, Caroline Guibord EMS Territory Manager- North Chicago Packet Pg. 74 ZOL 1111 c, TO: Buffalo Grove Fire Department 1051 Highland Grove Drive Buffalo Grove, IL 60089 Attn: Wendy Durkin email: wdurkin(cilvbg.org Tel: 847-537-0995 8.F.c ZOLL Medical Corporation Worldwide HeadQuarters 269 Mill Rd Chelmsford, Massachusetts 01824-4105 t�C (978) 421-9655 Main (800) 348-9011 «s (,) (978) 421-0015 Customer Support 41 FEDERAL ID#: 04-2711626 N QUOTATION 233535 V:2 DATE: January 05, 2017 TERMS: Net 30 Days FOB: Shipping Point FREIGHT: Free Freight ITEM MODEL NUMBER DESCRIPTION CITY. UNIT PRICE DISC PRICE TOTAL PRICE 1 6 0 1- 2 2 3 1 0 1 1- 0 1 X Series ® Manual Monitor/Defibrillator $14,995 4 $40,020.00 $28,814.40 $115,257.60 with 4 trace tri-mode display monitor/ defibrillator/ printer, comes with Real CPR Help@, advisory algorithm, advanced communications package (Wi-Fi, Bluetooth, USB cellular modem capable) USB data transfer capable and large 6.5"( 16.5cm) diagonal screen, full 12 ECG lead view with both dynamic and static 12-lead mode display. Accessories Included: • Six (6) foot 3- Lead ECG cable MFC cable • MFC CPR connector • A/C power adapter/ battery charger • A/C power cord • One (1) roll printer paper • 6.6 Ah Li -ion battery • Carry case • Declaration of Conformity • Operator's Manual • Quick Reference Guide • One (1)-year EMS warranty Advanced Options: Real CPR Help Expansion Pack $995 CPR Dashboard quantitive depth and rate in real time, release indicator, interruption timer, perfusion performance indicator (PPI) • See - Thru CPR artifact filtering ZOLL Noninvasive Pacing Technology: $2,550 This quote is made subject to ZOLL's standard commercial terms and conditions (ZOLL T's + C's) which accompany this quote. Any purchase order (P.O.) issued in response to this quotation will be deemed to incorporate ZOLL T's + C's. Any modification of the ZOLL T's + C's must be set forth or referenced in the customer's P.O. No commercial terms or conditions shall apply to the sale of goods or services governed by this quote and the customer's P.O unless set forth in or referenced by either document. 1. DELIVERY WILL BE MADE 60-90 DAYS AFTER RECEIPT OF ACCEPTED PURCHASE ORDER. 2. PRICES QUOTED ARE VALID FOR 60 DAYS. 3. APPLICABLE TAX WILL BE ADDED AT THE TIME OF INVOICING. 4. ALL PURCHASE ORDERS ARE SUBJECT TO CREDIT APPROVAL BEFORE ACCEPTABLE BY ZOLL. 5. FAX PURCHASE ORDER AND QUOTATION TO ZOLL CUSTOMER SUPPORT AT 978-421-0015 OR EMAIL TO ESALES@ZOLL.COM. 6. ALL DISCOUNTS OFF LIST PRICE ARE CONTINGENT UPON PAYMENT WITHIN AGREED UPON TERMS. 7. PLACE YOUR ACCESSORY ORDERS ONLINE BY VISITING www.zollwebstore.com. Page 1 Subtotal $115,257.60 Caroline Guibord EMS Territory Manager 773-425-0710 Page 1 Packet Pg. 75 ZOL 1111 c, TO: Buffalo Grove Fire Department 1051 Highland Grove Drive Buffalo Grove, IL 60089 Attn: Wendy Durkin email: wdurkin(cilvbg.org Tel: 847-537-0995 8.F.c ZOLL Medical Corporation Worldwide HeadQuarters 269 Mill Rd Chelmsford, Massachusetts 01824-4105 t�C (978) 421-9655 Main (800) 348-9011 «s (,) (978) 421-0015 Customer Support 41 FEDERAL ID#: 04-2711626 N QUOTATION 233535 V:2 DATE: January 05, 2017 TERMS: Net 30 Days FOB: Shipping Point FREIGHT: Free Freight ITEM MODEL NUMBER DESCRIPTION CITY. UNIT PRICE DISC PRICE TOTAL PRICE Masimo Pulse Oximetry SP02 & SpCO $4,540 • Signal Extraction Technology (SET) • Rainbow SET ( for SpCO & SpMet) NIBP Welch Allyn includes: $3495 • Smartcuff 10 foot Dual Lumen hose • SureBP Reusable Adult Medium Cuff End Tidal Carbon Dioxide monitoring (ETCO2) $4,995 Oridion Microstream Technology: Order required Microstream tubing sets separately Interpretative 12- Lead ECG: $8,450 • 12-Lead one step ECG cable- includes 4- Lead limb lead cable and removable precordial 6- Lead set 2 8 0 0 0- 0 3 4 1 Sp02/SpCO/SpMet Rainbow Resuable Patient 4 $245.00 $176.40 $705.60 Cpble: Connects to Single Use Sensors (4 ft) 3 8 0 0 0- 0 0 0 3 7 1 Sp02/SpCO/SpMet Rainbow DCI Adult Reusable 4 $845.00 $608.40 $2,433.60 Sensor with connector (3 ft) 4 8 0 0 0- 0 3 3 9 Sp02/SpC0/SpMet Rainbow Single use Sensors: 1 $795.00 $572.40 $572.40 PPtIgnts 10-50 kg (10 per case) This quote is made subject to ZOLL's standard commercial terms and conditions (ZOLL T's + C's) which accompany this quote. Any purchase order (P.O.) issued in response to this quotation will be deemed to incorporate ZOLL T's + C's. Any modification of the ZOLL T's + C's must be set forth or referenced in the customer's P.O. No commercial terms or conditions shall apply to the sale of goods or services governed by this quote and the customer's P.O unless set forth in or referenced by either document. 1. DELIVERY WILL BE MADE 60-90 DAYS AFTER RECEIPT OF ACCEPTED PURCHASE ORDER. 2. PRICES QUOTED ARE VALID FOR 60 DAYS. 3. APPLICABLE TAX WILL BE ADDED AT THE TIME OF INVOICING. 4. ALL PURCHASE ORDERS ARE SUBJECT TO CREDIT APPROVAL BEFORE ACCEPTABLE BY ZOLL. 5. FAX PURCHASE ORDER AND QUOTATION TO ZOLL CUSTOMER SUPPORT AT 978-421-0015 OR EMAIL TO ESALES@ZOLL.COM. 6. ALL DISCOUNTS OFF LIST PRICE ARE CONTINGENT UPON PAYMENT WITHIN AGREED UPON TERMS. 7. PLACE YOUR ACCESSORY ORDERS ONLINE BY VISITING www.zollwebstore.com. Page 2 Subtotal $118,969.20 Caroline Guibord EMS Territory Manager 773-425-0710 Page 2 Packet Pg. 76 ZOL 1111 c, TO: Buffalo Grove Fire Department 1051 Highland Grove Drive Buffalo Grove, IL 60089 Attn: Wendy Durkin email: wdurkin(cilvbg.org Tel: 847-537-0995 8.F.c ZOLL Medical Corporation Worldwide HeadQuarters 269 Mill Rd Chelmsford, Massachusetts 01824-4105 t�C (978) 421-9655 Main (800) 348-9011 «s (,) (978) 421-0015 Customer Support 41 FEDERAL ID#: 04-2711626 N QUOTATION 233535 V:2 DATE: January 05, 2017 TERMS: Net 30 Days FOB: Shipping Point FREIGHT: Free Freight ITEM MODEL NUMBER DESCRIPTION CITY. UNIT PRICE DISC PRICE TOTAL PRICE 5 8 0 0 0- 0 5 8 0- 0 1 Six hour rechargeable Smart battery 8 $495.00 $356.40 $2,851.20 6 8 3 0 0- 0 2 5 0- 0 1 SurePower Charger Adapter 4 $295.00 $212.40 $849.60 7 8 0 0 0 - 0 8 9 5 Cuff Kit with Welch Allyn Small Adult, Large Adult and 4 $157.50 $113.40 $453.60 Thigh Cuffs 8 8 0 0 0- 0 0 2 0 0 5- 0 1 Cable Sleeve, Prepaq / X Series, ZOLL Blue 4 $49.95 $35.96 $143.84 9 8 3 0 0- 0 5 2 0- 0 1 Filterline Set Adult/Pediatric, Case of 25 1 $275.00 $198.00 $198.00 10 8 3 0 0 - 0 5 2 4 - 0 1 Smart CapnoLine Plus 02 Adult (02 tubing), Case of 1 $355.00 $255.60 $255.60 25 11 8 0 0 0- 0 0 0 9 0 1- 0 1 ECG plain white paper- 80mm (pack of 6 rolls) 4 $24.00 $17.28 $69.12 12 8 9 0 0 - 0 4 0 0 CPR stat•padz HVP Multi -Function CPR Electrodes - 8 1 $560.00 $403.20 $403.20 pair/case This quote is made subject to ZOLL's standard commercial terms and conditions (ZOLL T's + C's) which accompany this quote. Any purchase order (P.O.) issued in response to this quotation will be deemed to incorporate ZOLL T's + C's. Any modification of the ZOLL T's + C's must be set forth or referenced in the customer's P.O. No commercial terms or conditions shall apply to the sale of goods or services governed by this quote and the customer's P.O unless set forth in or referenced by either document. 1. DELIVERY WILL BE MADE 60-90 DAYS AFTER RECEIPT OF ACCEPTED PURCHASE ORDER. 2. PRICES QUOTED ARE VALID FOR 60 DAYS. 3. APPLICABLE TAX WILL BE ADDED AT THE TIME OF INVOICING. 4. ALL PURCHASE ORDERS ARE SUBJECT TO CREDIT APPROVAL BEFORE ACCEPTABLE BY ZOLL. 5. FAX PURCHASE ORDER AND QUOTATION TO ZOLL CUSTOMER SUPPORT AT 978-421-0015 OR EMAIL TO ESALES@ZOLL.COM. 6. ALL DISCOUNTS OFF LIST PRICE ARE CONTINGENT UPON PAYMENT WITHIN AGREED UPON TERMS. 7. PLACE YOUR ACCESSORY ORDERS ONLINE BY VISITING www.zollwebstore.com. Page 3 Subtotal $124,193.36 Caroline Guibord EMS Territory Manager 773-425-0710 Page 3 Packet Pg. 77 ZOL 1111 c, TO: Buffalo Grove Fire Department 1051 Highland Grove Drive Buffalo Grove, IL 60089 Attn: Wendy Durkin email: wdurkin(cilvbg.org Tel: 847-537-0995 8.F.c ZOLL Medical Corporation Worldwide HeadQuarters 269 Mill Rd Chelmsford, Massachusetts 01824-4105 t0C (978) 421-9655 Main (800) 348-9011 «s (,) (978) 421-0015 Customer Support 41 FEDERAL ID#: 04-2711626 N QUOTATION 233535 V:2 DATE: January 05, 2017 TERMS: Net 30 Days FOB: Shipping Point FREIGHT: Free Freight ITEM MODEL NUMBER DESCRIPTION CITY. UNIT PRICE DISC PRICE TOTAL PRICE 13 8 9 0 0- 0 8 1 0- 0 1 pedi•padz@ H Pediatric Multi -Function Electrodes - 4 $95.00 $68.40 $273.60 Designed for use with the AED Plus. The AED recognizes when pedi•padz II are connected and automatically proceeds with a pediatric ECG and adjusts energy to pediatric levels. Twenty four (24) month shelf -life. One pair. 14 8 0 0 0 - 0 3 3 0 Sp02 Rainbow Reusable Patient Cable: Connects 4 $295.00 $212.40 $849.60 to LACS Single Use and Reusable Sensors (4 ft) 15 8 0 0 0 - 0 2 9 4 Sp02 LNCS Adult Reusable Sensor (1 each) 4 $295.00 $212.40 $849.60 16 5 0 0 1- 9 9 2 8 ZOLL E Series w/Pading, 12 lead + 3 parameters or 4 ($1,000.00) ($4,000.00) mor? Trade -In **Trade -In Value valid if all equipment purchased is in good operational and cosmetic condition, and includes all standard accessories. Customer assumes responsibility for shipping trade-in equipment to ZOLL Chelmsford within 60 days of receipt of new equipment. Customer agrees to pay cash value for trade-in equipment not shipped to ZOLL on a timely basis. *Pricing valid with a signed execution of the Silver Cross Emergency Medical System's Pricing Contract. The initial order must be accompanied with a signed copy of the Silver Cross Emergency Medical System's Pricing Contract. This quote is made subject to ZOLL's standard commercial terms and conditions (ZOLL T's + C's) which accompany this quote. Any purchase order (P.O.) issued in response to this quotation will be deemed to incorporate ZOLL T's + C's. Any modification of the ZOLL T's + C's must be set forth or referenced in the customer's P.O. No commercial terms or conditions shall apply to the sale of goods or services governed by this quote and the customer's P.O unless set forth in or referenced by either document. 1. DELIVERY WILL BE MADE 60-90 DAYSAFTER RECEIPT OFACCEPTED PURCHASE ORDER. 2. PRICES QUOTED ARE VALID FOR 60 DAYS. 3. APPLICABLE TAX WILL BE ADDED AT THE TIME OF INVOICING. 4. ALL PURCHASE ORDERS ARE SUBJECT TO CREDIT APPROVAL BEFORE ACCEPTABLE BY ZOLL. 5. FAX PURCHASE ORDER AND QUOTATION TO ZOLL CUSTOMER SUPPORT AT 978-421-0015 OR EMAIL TO ESALES@ZOLL.COM. 6. ALL DISCOUNTS OFF LIST PRICE ARE CONTINGENT UPON PAYMENT WITHIN AGREED UPON TERMS. 7. PLACE YOUR ACCESSORY ORDERS ONLINE BY VISITING www.zollwebstore.com. TOTAL 1 $122,166.16 Caroline Guibord EMS Territory Manager 773-425-0710 Page 4 Packet Pg. 78 ZOLL QUOTATION GENERAL TERMS & CONDITIONS 8.F.c 1. ACCEPTANCE. This Quotation constitutes an offer by ZOLL Medical Corporation to sell to the Customer the equipment (including a license to use certain software) listed in this Quotation and described in the specifications either attached to or referred to in this Quotation (hereinafter referred to as Equipment). Any acceptance of such offer is expressly limited to the terms of this Quotation, including these General Terms and Conditions. Acceptance shall be so limited to this Quotation notwithstanding (i) any conflicting written or oral representations made by ZOLL Medical Corporation or any agent or employee of ZOLL Medical Corporation or (ii) receipt or acknowledgement by ZOLL Medical Corporation of any purchase order, specification, or other document issued by the Customer. Any such document shall be wholly inapplicable to any sale made pursuant to this Quotation, and shall not be binding in any way on ZOLL Medical Corporation. Acceptance of this Quotation by the Customer shall create an agreement between ZOLL Medical Corporation and the Customer (hereinafter referred to as the "Contract" the terms and conditions of which are expressly limited to the provisions of this Quotation including these Terms and Conditions. No waiver change or modification of any of the provisions of this Quotation or the Contract shall be binding on ZOLL Medical Corporation unless such waiver, change or modification (i) is made in writing (ii) expressly states that it is a waiver, change or modification of this Quotation or the Contract and (iii) is signed by an authorized representative of ZOLL Medical Corporation. 2. DELIVERY AND RISK OF LOSS. Unless otherwise stated, all deliveries shall be F.O.B. ZOLL Medical Corporation's facility. Risk of loss or damage to the Equipment shall pass to the Customer upon delivery of the Equipment to the carrier. 3. TERMS OF PAYMENT. Unless otherwise stated in its Quotation payment by Customer is due thirty (30) days after the ship date appearing on ZOLL Medical Corporation invoice. Any amounts payable hereunder which remain unpaid after the date shall be subject to a late charge equal to 1.5 % per month from the due date until such amount is paid. 4. CREDIT APPROVAL. All shipments and deliveries shall at all times be subject to the approval of credit by ZOLL Medical Corporation. ZOLL Medical Corporation may at any time decline to make any shipment or delivery except upon receipt of payment or security or upon terms regarding credit or security satisfactory to ZOLL Medical Corporation. 5. TAXES & FEES. The pricing quoted in its Quotation do not include sales use, excise, or other similar taxes or any duties or customs charges, or any order processing fees. The Customer shall pay in addition for the prices quoted the amount of any present or future sales, excise or other similar tax or customs duty or charge applicable to the sale or use of the Equipment sold hereunder (except any tax based on the net income of ZOLL Medical Corporation), and any order processing fees that ZOLL may apply from time to time. In lieu thereof the Customer may provide ZOLL Medical Corporation with a tax exemption certificate acceptable to the taxing authorities. 6. WARRANTY. (a) ZOLL Medical Corporation warrants to the Customer that from the earlier of the date of installation or thirty (30) days after the date of shipment from ZOLL Medical Corporation's facility, the Equipment (other than accessories and electrodes) will be free from defects in material and workmanship under normal use and service for the period noted on the reverse side. Accessories and electrodes shall be warranted for ninety (90) days from the date of shipment. During such period ZOLL Medical Corporation will at no charge to the Customer either repair or replace (at ZOLL Medical Corporation's sole option) any part of the Equipment found by ZOLL Medical Corporation to be defective in material or workmanship. If ZOLL Medical Corporation's inspection detects no defects in material or workmanship, ZOLL Medical Corporation's regular service charges shall apply. (b) ZOLL Medical Corporation shall not be responsible for any Equipment defect failure of the Equipment to perform any specified function, or any other nonconformance of the Equipment caused by or attributable to (i) any modification of the Equipment by the Customer, unless such modification is made with the prior written approval of ZOLL Medical Corporation: (ii) the use of the Equipment with any associated or complementary equipment accessory or software not specified by ZOLL Medical Corporation, or (iii) any misuse or abuse of the Equipment: (iv) exposure of the Equipment to conditions beyond the environmental, power or operating constraints specified by ZOLL Medical Corporation, or (v) installation or wiring of the Equipment other than in accordance with ZOLL Medical Corporation's instructions. (c) Warranty does not cover items subject to normal wear and burnout during use, including but not limited to lamps, fuses, batteries, cables and accessories. (d) The foregoing warranty does not apply to software included as part of the Equipment (including software embodied in read-only memory known as "firmware'). (e) The foregoing warranty constitutes the exclusive remedy of the Customer and the exclusive liability of ZOLL Medical Corporation for any breach of any warranty related to the Equipment supplied hereunder. THE WARRANTY SET FORTH HEREIN IS EXCLUSIVE AND ZOLL MEDICAL CORPORATION EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES WHETHER WRITTEN, ORAL, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO ANY WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. 7. SOFTWARE LICENSE. (a) All software (the "Software" which term shall include firmware) included as part of the Equipment is licensed to Customer pursuant to a nonexclusive limited license on the terms hereinafter set forth, (b) Customer may not copy, distribute, modify, translate or adapt the Software, and may not disassemble or reverse compile the Software, or seek in any manner to discover, disclose or use any proprietary algorithms, techniques or other confidential information contained therein, (c) All rights in the Software remain the product of ZOLL Medical Corporation, and Customer shall have no right or interest therein except as expressly provided herein. (d) Customer's right to use the Software may be terminated by ZOLL Medical Corporation in the event of any failure to comply with terms of this quotation, (e) Customer may transfer the license conferred hereby only in connection with a transfer of the Equipment and may not retain any copies of the Software following such transfer. (f) ZOLL Medical Corporation warrants that the read-only memory or other media an which the Software is recorded will be free from defects in materials and workmanship for the period and on terms set forth in section 6. (g) Customer understands that the Software is a complex and sophisticated software product and no assurance can be given that operation of the Software will be uninterrupted or error -free, or that the Software will meet Customer's requirements. Except as set forth in section 7(f), ZOLL MEDICAL CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE SOFTWARE AND IN PARTICULAR DISCLAIMS ANY IMPLIED WARRANTIES OR MERCHANTABILITY OR FITNESS OF A PARTICULAR PURPOSE WITH RESPECT THERETO. Customer's exclusive remedy for any breach of warranty or defect relating to the Software shall be the repair or replacement of any defective read-only memory or other media so that it correctly reproduces the Software. This License applies only to ZOLL Medical Corporation Software. 8. DELAYS IN DELIVERY. ZOLL Medical Corporation shall not be liable for any delay in the delivery of any part of the Equipment if such delay is due to any cause beyond the control of the ZOLL Medical Corporation including, but not limited to acts of God, fires, epidemics, floods, riots, wars, sabotage, labor disputes, governmental actions, inability to obtain materials, components, manufacturing facilities or transportation or any other cause beyond the control of ZOLL Medical Corporation. In addition ZOLL Medical Corporation shall not be liable for any delay in delivery caused by failure of the Customer to provide any necessary information in a timely manner. In the event of any such delay, the date of shipment or performance hereunder shall be extended to the period equal to the time lost by reason of such delay. In the event of such delay ZOLL Medical Corporation may allocate available Equipment among its Customers on any reasonable and equitable basis. The delivery dates set forth in this Quotation are approximate only and ZOLL Medical Corporation shall not be liable for or shall the Contract be breached by, any delivery by ZOLL Medical Corporation within a reasonable time after such dates. Page 5 9. LIMITATIONS OF LIABILITY. IN NO EVENT SHALL ZOLL MEDICAL CORPORATION BE 1 11— FOR INDIRECT SPECIAL OR CONSEQUENTIAL DAMAGES RESULTING FROM ZOLL MEE CORPORATIONS PERFORMANCE OR FAILURE TO PERFORM PURSUANT TO THIS QUOTA V OR THE CONTRACT OR THE FURNISHING, PERFORMANCE, OR USE OF ANY EQUIPMEN tt3 SOFTWARE SOLD HERETO, WHETHER DUE TO A BREACH OF CONTRACT, BREACF WARRANTY, THE NEGLIGENCE OF ZOLL MEDICAL CORPORATION OR OTHERWISE. L 10. PATENT INDEMNITY. ZOLL Medical Corporation shall at its own expense defend any suit that be instituted against the Customer for alleged infringement of any United States patents or copy related to the parts of the Equipment or the Software manufactured by ZOLL Medical Corpor provided that (i) such alleged infringement consists only in the use of such Equipment or the Softws itself and not as a part of or in combination with any other devices or parts, (ii) the Customer gives Medical Corporation immediate notice in writing of any such suit and permits ZOLL Medical Corpoi through counsel of its choice, to answer the charge of infringement and defend such suit, and (ii Customer gives ZOLL Medical Corporation all requested information, assistance and authority at Medical Corporation's expense, to enable ZOLL Medical Corporation to defend such suit. In the case of a final award of damages for infringement in any such suit, ZOLL Medical Corporatic pay such award, but it shall not be responsible for any settlement made without its written consent. Section 10 states ZOLL Medical Corporation's total responsibility and liability's, and the Customer': remedy for any actual or alleged infringement of any patent by the Equipment or the Software or an, thereof provided hereunder. In no event shall ZOLL Medical Corporation be liable for any inc special, or consequential damages resulting from any such infringement. 11. CLAIMS FOR SHORTAGE. Each shipment of Equipment shall be promptly examined b Customer upon receipt thereof. The Customer shall inform ZOLL Medical Corporation of any shorts any shipment within ten (10) days of receipt of Equipment. If no such shortage is reported within ter day period, the shipment shall be conclusively deemed to have been complete. 12. RETURNS AND CANCELLATION. (a) The Customer shall obtain authorization from ZOLL Mf Corporation prior to returning any of the Equipment. (b) The Customer receives authorization from Medical Corporation to return a product for credit, the Customer shall be subject to a restocking cl of twenty percent (20%) of the original list purchase price, but not less than $50.00 per product. (c such change in delivery caused by the Customer that causes a delivery date greater than six (6) m from the Customer's original order date shall constitute a new order for the affected Equipme determining the appropriate list price. 13. APPLICABLE LAW. This Quotation and the Contract shall be governed by the substantive la the Commonwealth of Massachusetts without regard to any choice of law provisions thereof. 14. COMPLIANCE WITH LAWS. (a) ZOLL Medical Corporation represents that all goods and sei delivered pursuant to the Contract will be produced and supplied in compliance with all applicable and federal laws and regulations, including the requirements of the Fair Labor Standards Act of 19' amended. (b) The Customer shall be responsible for compliance with any federal, state and local and regulations applicable to the installation or use of the Equipment furnished hereunder, and will c any permits required for such installation and use. 15. NON -WAIVER OF DEFAULT. In the event of any default by the Customer, ZOLL M4 Corporation may decline to make further shipments or render any further warranty or other ser without in any way affecting its right under such order. If despite any default by Customer, ZOLL Mf Corporation elects to continue to make shipments its action shall not constitute a waiver of any defa the Customer or in any way affect ZOLL Medical Corporation's legal remedies regarding any default. No claim or right arising out of a breach of the Agreement by the Customer can be discharc whole or in part by waiver or renunciation of the claim or right unless the waiver or renunciati supported by consideration and is in writing signed by ZOLL Medical Corporation. 16. ASSIGNMENT. This Quotation, and the Contract, may not be assigned by the Customer withoi prior written consent of ZOLL Medical Corporation, and any assignment without such consent sh null and void. 17. TITLE TO PRODUCTS. Title to right of possession of the products sold hereunder shall remair ZOLL Medical Corporation until ZOLL Medical Corporation delivers the Equipment to the Carrie agrees to do all acts necessary to perfect and maintain such right and title in ZOLL Medical Corpor Failure of the Customer to pay the purchase price for any product when due shall give ZOLL Mf Corporation the right, without liability to repossess the Equipment, with or without notice, and to itself of any remedy provided by law. 18. EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION. VETERAN'S EMPLOYMENT - If this order is subject to Executive Order 11710 an rules, regulations, or orders of the Secretary of Labor issued thereunder the contract clause as set at 41 CFR 60-250.4 is hereby included as part of this order. EMPLOYMENT OF HANDICAPPED - if this order is subject to Section 503 c Rehabilitation Act of 1973, as amended and the rules, regulations or orders of the Secretary of Lat issued thereunder, the contract clause at 41 CFR 60-741.7 is hereby included as part of this order. EQUAL OPPORTUNITY EMPLOYMENT - if this order is subject to the provisio Executive Order 11246, as amended, and the rules, regulations or orders of the Secretary of I issued thereunder, the contract clause set forth at 41 CFR 60-1.4 (a) and 60-1.4 (b) are hereby inc as a part of this order and Seller agrees to comply with the reporting requirements set forth at 41 60-1.7 and the affirmative action compliance program requirements set forth as 41 CFR 60-1.40. 19. VALIDITY OF QUOTATION. This Quotation shall be valid and subject to acceptance b Customer, in accordance with the terms of Section 1 hereof for the period set forth on the face h� After such period, the acceptance of this Quotation shall not be binding upon ZOLL Medical Corpoi and shall not create a contract, unless such acceptance is acknowledged and accepted by ZOLL M< Corporation by a writing signed by an authorized representative of ZOLL Medical Corporation. T M 00 Tmm C O L L() M LA M M N LL 0 m L O O 3 CY i O r+ O 2 V L LO U Lf) CD -L CD 20. GENERAL. Any Contract resulting from this Quotation shall be governed by and interpret O accordance with the laws of the Commonwealth of Massachusetts. This constitutes the � N agreement between Buyer and Supplier with respect to the purchase and sale of the Products desc in the face hereof, and only representations or statements contained herein shall be binding Supplier as a warranty or otherwise. Acceptance or acquiescence in the course of perforrr d rendered pursuant hereto shall not be relevant to determine the meaning of this writing even thous accepting or acquiescing party has knowledge of the nature of the performance and opportuni E objection. No addition to or modification of any of the terms and conditions specified herein sh, V binding upon Supplier unless made in writing and signed by a duly authorized representative of Sur tp The terms and conditions specified shall prevail notwithstanding any variance from the term: ram+ conditions of any order or other form submitted by Buyer for the Products set forth on the face c Q Agreement. To the extent that this writing may be treated as an acceptance of Buyer's prior offer, acceptance is expressly made conditional on assent by Buyer to the terms hereof, and, without limitation, acceptance of the goods by Buyer to the terms hereof, and, without limitation, acceptance of the goods by Buyer shall constitute such assent. All cancellations and reschedule days notice. Packet Pg. 79 ZOLL Medical Corporati 8.G Action Item : Waiver of Bids and Authorization to Purchase Ronnie Drive Storm Sewer Improvement ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff received three bids from three qualified contractors that were over the $20,000 amount that requires Board Action to approve. Due to the small scale of the project and the timeline desired to replace before the spring Staff recommends a waiver of bids and authorization to approve a contract with Mark Meade Excavating, Inc. SUMMARY: Staff recommends waiving the bidding requirement and approval of a contract with Mark Meade Excavating, Inc., subject to Village Attorney approval of the contract. ATTACHMENTS: • RonnieDriveQuotes (PDF) • Ronnie dr Drainage -24X36 (PDF) Trustee Liaison Stein Monday, February 27, 2017 Staff Contact Darren Monico, Public Works Updated: 2/23/2017 4:38 PM Page 1 Packet Pg. 80 8.G.a Proposal # - 5314 MARK MEADE EXCAVATORS, INC. 31446 N. Alleghany Road Unit 4 • Grayslake, IL 60030 Tel: (847) 223-9114 • Fax: (847) 223-7366 PROPOSAL AND ACCEPTANCE To: Village of Buffalo Grove Job Location: Proposed Drainage 50 Raupp Blvd. Buffalo Grove IL 60089 Ronnie Drive Buffalo Grove IL We hereby propose to furnish the materials, labor, and equipment necessary to: Install 320 ft. of 8" N12 with (2) 18" drain basins, (5) inline drains, and (10) sump pump connections. Topsoil, seed and blanket 450 sy.................................................$25,525.00 Note 1: No permanent road restoration included in this proposal Payment to be made within thirty days of completion or from approved construction loan. Past due invoices may be subject to an 18% APR finance charge. All material is guaranteed to be as specified. All work to be completed in a substantial and workmanlike manner according to specifications submitted, per standard practices. Any alteration or deviation from above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents, or other delays beyond our control. Owner to carry fire, tornado, or other necessary insurance. Our workers are fully covered by worker's Compensation Insurance. This proposal may be withdrawn if not accepted within 60 days. STANDARD EXCLUSIONS ARE ATTACHED AND MADE A PART OF THIS PROPOSAL Respectfully submitted, ACCEPTED: MARK MEADE EXCAVATORS, INC. Lion Date: By�._._. m_.w_.w._..w.w..w ..........._ __._.� Date: February 3, 2017 Packet Pg. 81 Copenhaver Construction 75 Kopple Drive Gilberts, IL 60136 Aothcxiiedby AtilhorLeed by Quote Dole I Packet Pg. 82 1 B.G.a inclie Co Inc. Village of Buffalo Grove 50 Raupp Blvd. Buffalo Grove, IL 60089 ATTN: Mark Biederwolf JOB: Ronnie Dr. Rear Yard Drainage Improvement Project RE: Quote January 20, 2017 TOTAL Es36,08, 0 Exclusions: Bond, staking & layout, permits, pavement patching or replacement, utility relocation, curb or sidewalk replacement, erosion control, tree trimming or removal street sweeping. DeVinci will provide certified payroll records to the Village of Buffalo Grove when the project is completed that will be fully compliant whith the requirements of the Illinois Prevailing Wage Act Authorized and Approved This . _,... _._ _ day of .. ., . ...._._,_._._.ww._._..w._ _..w_---- .----- 2017 By: P. O. Box 4716 Oak Brook, IL 60522 Phone 630-548-3400 Fax 630-548-3402 Packet Pg. 83 px„g w,, ,Q ..,—,y o,..! !...... rue sr!9).—!':pc ) se%p2-abe,i ,r ery..,:n 11 0 w 0 N Y Z O oo+E S P oS+Z ��rrYrYo O 00+2 ti Y Z� O J pm�9� 00+1 L) a'o 2ii z Imo > W O'a� zz �W�$v z Ld 3 os+o a s Ld s oow 8.H Action Item : Award of Bid for Portable Power and Lighting ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: Staff recommends an award of bid to Gen Power Inc., the lowest responsive and responsible bidder, in an amount not to exceed $7,615.00. ATTACHMENTS: • Memo - Power 2017 (DOCX) • BIDTAB Portable Power 2017 (PDF) Trustee Liaison Trilling, Stein Monday, February 27, 2017 Staff Contact Brett Robinson, Finance Updated: 2/21/2017 3:18 PM Page 1 Packet Pg. 85 8.H.a 1,1 F �13UFFALO GROVE DATE: February 6, 2017 TO: Dane Bragg, Village Manager FROM: Brett Robinson, Purchasing Manager RE: Portable Power and Lighting Background Information Is The current contract for power and lighting for Buffalo Grove Days expired in 2016, as such, staff sought bids for portable power and lighting for Buffalo Grove Days. The new bid and contract documents allow for increased power to meet the changing needs of the new location. Gen Power has provided portable generator power and lighting for the Buffalo Grove Days event for the past several years and staff has been satisfied with their service. Recommendation Based on the review of the bids staff recommends the Village Board authorize staff to execute an agreement for portable power and lighting to the lowest responsive and responsible bidder, Gen Power Inc., for a cost not to exceed $7,615.00. Staff will monitor the response and quality of service for the first year. Extension of the contract will be based on the performance of the contractor during this period. Staff will provide the Village Board with an evaluation of the contractor's performance and a recommendation at the end of this contract period for the optional contract extensions. Page 1 of 1 Packet Pg. 86 2 (6u11461-1 pue JOMOd elge:Pod PIS 30 paeMV : 9Z80 LOZ JOMOd elge:POd E 0 0 0 0 S L D7 J 'O 0 0 A O a O O O ry m C a° N 10 N O O o o jp fD O 0] O � E O O O O O O M In In In O O O O O O O In O In In O O In O O O O T In 11J V t0 W O N V tD O V en en en ea e» n n n n e» A Ip a w 3 0 tt 9 v U Q Z } } } E O O O O O O N O (O O O O O o 0 0 0 0 o N A o 0 0 o O O O O O O OJ O V O N N N N ry N � 4A Y3 f9 fPr fR ER YT Y3 Y3 <A V3 V3 V� W E o E m E 0 O c � N W !p LLJ O N f6 f0 U U CO O O f0 y Of @ @ @ } m Y C_ O a` a W U c c U E U U ry U U W s y N N N (D N d O N N (D (D LL ~ O c7 � O F F LL LL o O m m m o Q Ib'1a18:;uauay3ellV Fl-o 8.1 Action Item : GHA Construction Management ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: Staff seeks authorization to execute an agreement with Gewalt Hamilton Associates, Inc. for resident engineering and construction staking services in an amount not to exceed $73,500. ATTACHMENTS: • 2016.CS119 Buffalo Grove Utility Improvements RE & Staking (PDF) • 2017 Con Management Memo (DOCX) Trustee Liaison Trilling Monday, February 27, 2017 Staff Contact Darren Monico, Public Works Updated: 2/21/2017 3:20 PM Page 1 Packet Pg. 88 February 1, 2017 Mr. Kyle E. Johnson, P.E. Civil Engineer II Village of Buffalo Grove 51 Raupp Boulevard Buffalo Grove, IL 60089 Re: Construction Phase Services Resident Engineering & Construction Staking 2017 Utility Improvement Projects GHA Proposal No. 2016.CS119 Dear Mr. Johnson: CONSULTING ENGINEERS 625 Forest Edge :Drive, Vernon Hills, IL 60061 TEL 847.478.9700 0 Fax 847,478.9701 www.gha-eiigincers.com Thank you for considering Gewalt Hamilton Associates, Inc. for the Resident Engineering and Construction Staking services for the 2017 Utility Improvement Projects which includes the Linden Avenue Forcemain Replacement and Mohawk Court Water Main Replacement. Our firm is well qualified to perform this work and is quite interested in continuing to serve the Village of Buffalo Grove. If you should have any questions or require additional information, please do not hesitate to contact me Sincerely, Gewalt Hamilton Associates, Inc. Leo X. Morand, P.E. Associate, Senior Engineer Imorandagha-engineers.com Encl.: GHA Proposal No. 2016.CS119 6601 Stephens Station Road, Unit 107, Columbia, MO 65202' "tt-m 573.397.6900 0 FAx 573.397.6901, Packet Pg. 89 Resident Engineering & Construction Staking 625 Forest Edge Drive, Vernon Hills, IL 60061 2017 Utility Improvement Projects TEL 847.478.9700 0 FAx 847,478.9701 GHA Proposal No. 2016.CS119 www.gha-engineers.com Village of Buffalo Grove (Client), 51 Raupp Boulevard, Buffalo Grove, IL 60089, and Gewalt Hamilton Associates, Inc. (GHA), 625 Forest Edge Drive, Vernon Hills, IL 60061, agree and contract as follows: 0 I. Project Understanding L The Village of Buffalo Grove is planning to award two (2) utility improvement projects in 2017 that will c require full-time resident engineering and construction staking. The two projects are commonly referred to as the Linden Avenue Forcemain Replacement Project and the Mohawk Court Water Main Replacement = Project. �o rn A construction schedule has been developed by the Village which anticipates the two projects running concurrently. Construction is anticipated to begin on or about March 13, 2017 and end on or about April 28, 2017. Construction of the projects will utilize Village funds. Although full IDOT documentation will not be required, documentation of daily activities and quantities will be provided. II. Scope of Services The scope of services is based upon our knowledge of the Village, our familiarity with the project, and our experience in performing resident engineering services on comparable improvement projects for area communities. A. Pre -Construction Meeting GHA will attend a pre -construction meeting with the Village and the Contractor for each project. GHA will also prepare meeting minutes for distribution to the Village and Contractor. B. Construction Staking Services Pavement and Curbs — GHA will set stakes on a 3-foot offset with a cut/fill to final grade. Curb points will be set at a maximum of 50-foot intervals on straight lines and at grade breaks, and at a maximum of 25-foot intervals on curved lines. If a curved radius is less than 5', we will set the radius point only. For curves with a radius between 6' and 25', we will set the radius point with a minimum of two (2) points on the curve. For curves with a radius greater than 25', we will set the beginning and end of curve and grade breaks on curve at maximum interval of 25'. No radius point will be set on curves with a radius greater than 50'. It is anticipated that there will be a minimal amount of curb staking. Underground Utilities — GHA will set stakes for all manholes, catch basins, inlets, valve vaults, and valve boxes. Centerline of structure and two (2) reference stakes (15- and 25-foot offsets) 6601 Stephens Station Road, Unit 107, Columbia, MO 65202' "tttm 573.397.6900 0 FAx 573.397.6901, Packet Pg. 90 will be set at the points, one of which will contain a cut/fill, and the elevation. Structures located in the curb line will be staked at the back of curb. Turf Grading — If any major change in the side slopes of the roadway green space is necessary, GHA will provide necessary stakes to grade these areas. C. NPDES Compliance Monitoring GHA will perform Designated Erosion Control Inspection (DECI) services on a weekly basis and following a qualifying rain event of 0.5" or more within a 24-hour period. The inspections will meet Lake County SMC requirements. The RE will serve as the DECI and will conduct weekly inspections as part of the Construction Phase Services. The RE will inspect the relevant construction activity, document, report, and photograph the findings, and make recommendations for improvement of any best management practices. The report will be provided weekly and will be suitable to be maintained in a log onsite as required by the regulations. The Contractor shall be responsible for implementing the necessary erosion control practices and making modifications to the plan to reduce erosion to acceptable standards. We note that Lake County requires 90% vegetation establishment in order to consider the site stabilized. GHA will make every effort to time the weekly inspection with a qualifying rain event that may be occurring during the period. A per -visit fee will be applied only to site visits conducted following a rain event which does not coincide with the ongoing construction observation. The per -visit fee will be $300.00. D. Resident Engineering and Management 1. Shop Drawing Review — Prior to construction commencement, GHA will review the shop drawings per the contract, plans and specifications. We will also work with the Village to ensure the Contractor submitted drawings are in conformance with Village standards. Utility Coordination — GHA will make observations of the utility marks provided by the JULIE system, and address potential conflicts with the Contractor. 3. Construction Observation a. Full-time construction observation is estimated to be 50 hours per week and is anticipated for the duration of the projects. b. GHA will provide full-time construction observation of the construction operations and processes in order to ensure that all materials and procedures are in conformance with the contract, plans, and specifications. c. We will adhere to general IDOT requirements regarding inspection rates, including, but not limited to, depth checks, suitable sub -base, yield requirements, and quality procedures. d. If a field change is required, whether force account or change order, GHA will notify and advise the Village prior to making any decisions that would affect the budget. e. The GHA team will attend the pre -construction meeting and schedule necessary field meetings for each project. f. The GHA team will attend and coordinate weekly meetings with the Village and Contractor, as necessary, for each project. February 1, 2017 GHA Proposal No. 2016.CS119 P Packet Pg. 91 g. Our field personnel will maintain a photo log of the construction process. 4. Documentation a. We recognize the importance of proper documentation. We will measure, record, and provide source documentation on a daily basis for all quantities of work for which payment will be made. GHA will keep a project box on site, including all the necessary up-to-date documentation. Our field staff will keep quantities and will conduct daily field verifications with the Contractor to ensure a timely project closeout. b. GHA will process all pay estimates and provide recommendations for pay requests to the Village. III. Additional Services and Services not Included We would be pleased to provide additional assistance beyond the scope described. GHA will monitor our estimated work hours versus Contractor progress. If we see that there is a potential issue with the estimated manhours due to lack of Contractor progress, extended work weeks, etc., we will notify the Village and discuss the situation. No additional work will be performed without prior Village authorization. The following services may be provided at the request of the Village of Buffalo Grove as an additional service in accordance with Section V. Compensation for Services: Meetings with public officials, Village staff, agencies, homeowners, or consultants beyond those identified in the scope; attendance at public hearings. 2. Additional surveying services beyond that noted in the scope of work, such as investigation of underground utilities and/or physical location of them. Construction staking of improvements other than those noted. 4. As -Built drawings. 5. QC/QA testing. 6. Permit fees, review fees, or utility locate fees. IV. Proposed Engineering Staff Mr. Leo X. Morand, P.E. will function as the Project Manager. Ms. Sarah A. Ronan, PEI will function as the Resident Engineer. Additional professional and technical staff will provide support as needed. V. Compensation for Services In accordance with the contract documents and anticipated schedule, we have assumed 7 weeks of full- time construction at an average of 50 hours per week for the RE. An additional 50 hours are included for project start-up and close-out documentation for a total of 400 hours for the RE. A total of 110 hours of project management and coordination by the Project Manager and Construction Supervisor are also included. Additional staff will assist as needed and are included in our budget. February 1, 2017 GHA Proposal No. 2016.CS119 P Packet Pg. 92 Based on the scope of services outlined above, we propose billing on a time -and -materials (T&M) basis a not -to -exceed (NTE) fee, as follows. Service NTE Fee Pre -Construction Meeting $1,500.00 Construction Staking $5,000.00 Resident Engineering $66,000.00 Estimated Reimbursable Expenses $1,000.00 NTE Fee + Reimbursables $73,500.00 Reimbursable expenses, such as printing, messenger service, mileage etc., will be billed to the Client without markup. All services, including any additional services beyond those outlined in Section II: Scope of Services, will be billed in accordance with the attached GHA Hourly Rates. Invoices will be submitted on a monthly 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. Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the Client or GHA. GHA's services under this Agreement are being performed solely for the Client's benefit, and no other party or entity shall have any claim against GHA because of this Agreement or the performance or nonperformance of services hereunder. In no event shall GHA be liable for any loss of profit or any consequential damages. GHA shall not have control of and shall not be responsible for construction means, methods, techniques, sequences or procedures, or for job site safety measures. Such control is the sole responsibility of the Client's contractor. The Client, and not GHA, is responsible for ensuring that the contractor implements the Storm Water Pollution Prevention Plan (SWPPP), including maintenance and/or repair of soil erosion and sediment control measures for compliance with the General NPDES Permit for Storm Water Discharges from Construction Site Activities. GHA assumes no liability for any actions by the Illinois Environmental Protection Agency (IEPA) resulting from the contractor's failure to comply with SWPPP or the requirements of the General Permit. February 1, 2017 GHA Proposal No. 2016.CS119 P Packet Pg. 93 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 GHA Hourly Rates Village of Buffalo Grove Name: Title: Date: February 1, 2017 GHA Proposal No. 2016.CS119 P Packet Pg. 94 ATTACHMENT A TO GEWALT HAMILTON ASSOCIATES, INC. PROFESSIONAL SERVICES AGREEMENT 1. Standard of Care. The services provided by Gewalt Hamilton Associates, Inc., (GHA) under this Agreement will be reasonal performed consistent with the generally accepted standard of care for the Scope of Basic Services called for herein at the time when and 1 place where the services are provided. 2. Duration of Proposal. The terms of this Agreement are subject to renegotiation if not accepted within 60 calendar days of the d; indicated on this Agreement. Requests for extension beyond 60 calendar days shall be made in writing prior to the expiration date. The 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 subject to revision at that time, or any time thereafter if GHA gives written notice to the other party at least 60 calendar days prior to I requested date of revision. In the event that the parties fail to agree on the new rates or other revisions, either party may terminate this Agreemf 0) as provided for herein. y 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 contractors and subcontractors, without independently verifying that information. 2 4. Payment. The Client shall make payments pursuant to the Illinois Local Government Prompt Payment Act (50 ILCS 50511 et se c 5. Instruments of Service. The Client acknowledges GHA's plans and specifications, including field data, notes, calculations, and v documents or electronic data, are instruments of service. GHA shall retain ownership rights over all original documents and instruments service. All instruments of service provided by GHA shall be reviewed by Client within 10 calendar days of receipt. Any deficiencies, errc in 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 o provide such notice shall constitute a waiver. The Client shall not reuse or make, or permit to be made any modifications to the instruments Q service without the prior written authorization of GHA. The Client waives all claims against GHA arising from any reuse or modification Z the instruments of service not authorized by GHA. The Client agrees, to the fullest extent permitted by law, to defend and indemnify and lit GHA harmless from any liability, damage, or cost, including attorneys' fees, arising from the unauthorized reuse or modification of 1 eo instruments of service by any person or entity. The parties agree that if elements of the Scope of Basic Services identified in this Agreemt F. 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 assumes responsibility for interpretation of the instruments of service and construction observation, and waives all claims against GHA for a Y 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. 06 6. Electronic Files. The Client acknowledges that differences may exist between the electronic files delivered and the print w 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 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. m 7. Applicable Codes. The Client acknowledges that applicable laws, codes and regulations may be subject to various, and possil 0 contradictory, interpretations. Client accepts that GHA does not warrant or guarantee that the Client's project will comply with interpretatic Q- of applicable laws, codes, and regulations as they may be interpreted to the project. Client agrees that GHA shall not be responsible for add E 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 d such interpretations. Client shall also compensate GHA for additional fees required to revise the instruments of service if Client changes t o project scope after GHA's completes its instruments of service. 0 8. Utilities and Soils. When the instruments of service include information pertaining to the location of underground utility facilit o or soils, such information represents only the opinion of the engineer as to the possible locations. This information may be obtained frt visible surface evidence, utility company records or soil borings performed by others, and is not represented to be the exact location or nati 3 of these utilities or soils in the field. Client agrees that GHA may reasonably rely on the accuracy and completeness of information furnish rn by third parties respecting utilities, underground conditions and soils without performing any independent verification. Contractor is soli responsible for utility locations, their markings in the field and their placement on the plans based on information they provided. Client agrt V 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 c to provide test holes and exact utility locations, GHA may incorporate that information into the design and reasonably rely upon it. If t N included in the Scope of Basic Services, such work will be compensated as additional services. 9. Opinion of Probable Construction Costs. GHA's Scope of Basic Services may include the preparation of an opinion of probal E construction costs. Client acknowledges that GHA has no control over the costs of labor, materials, or equipment, or over the contracto 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 Q accuracy and completeness of which GHA may rely upon), and represent GHA's reasonable judgment. Client accepts that GHA does 1 guarantee or warrant that proposals, bids, or the actual construction costs will not vary from opinions of probable cost prepared for the Clie GHA shall not be liable for cost differentials between the bid and/or actual costs and GHA's opinion of probable construction costs. Cliff agrees it shall employ an independent cost estimator if, based on its sole determination, it wants more certainty respecting construction cost 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 1 Packet Pg. 95 responsible for the supervision and coordination of Client's construction contractors, subcontractors, materialmen, fabricato 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 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] be named as an additional insured on the Contractor's and subcontractors' general liability insurance policy. Client warrants that this into shall be included in the Client's agreement with all prime contractors. If the responsible prime contractor's agreement fails to comply with 1 0 Client's intent, then the Client agrees to assume the duty to defend and indemnify GHA for claims arising out of the Contractor's E subcontractors' negligence, errors or omissions in the performance of their work. 11. Contractor Submittals. Shop drawing and submittal reviews by GHA shall apply only to the items in the submissions that conc( GHA's scope of Basic Services and only for the purpose of assessing if, upon successful incorporation in the project, they are genera 2 consistent with the GHA's Instruments of Service. Client agrees that the Contractor is solely responsible for the submissions and for compliar c with the Instruments of Service. Owner agrees that GHA's review and action in relation to the submissions does not constitute the provision v means, methods, techniques, sequencing or procedures of construction or extend to jobsite or worker safety. GHA's consideration o- L 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, contamma V 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 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 eo 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, I dispute shall be submitted to mediation as a condition precedent to litigation. Mediation shall take place in Chicago, Illinois unless the Chi and GHA mutually agree otherwise. The fees and costs of the mediator shall be apportioned equally between the parties. If mediation Y unsuccessful, litigation shall be the form of dispute resolution and shall be filed in the jurisdiction where the project was pending. T controlling law shall be the law of the jurisdiction where the project was located. Client agrees that all causes of action under this Agreem( shall be deemed to have accrued and all statutory limitations periods shall commence no later than the date of GHA's services being substantia w completed. Client agrees that any claim against GHA arising out of this Agreement shall be asserted only against the entity and not agai_ W GHA's owners, officers, directors, shareholders, or employees, none of whom shall bear any liability and may not be subject to any claim. 15. Miscellaneous. Either Client or GHA may terminate this Agreement without penalty at any time with or without cause by givi 0 the other party ten (10) calendar days prior written notice. The Client shall, within thirty (30) calendar days of termination pay GHA for > services rendered and all costs incurred up to the date of termination in accordance with compensation provisions of this Agreement. Clio 0- shall not assign this Agreement without GHA's prior written consent. There are no third -party beneficiaries to this Agreement. QL Attachment A — Buffalo Grove, April, 2016 Page 2 of 2 1 Packet Pg. 96 GEWAff HAM ASSOCIATES, 625 Forest Edge Drive„ Vernon Hills, 11., 60061 TP',L, 847.478.9700 0 FAx 847.478.9701. www.glia-eiigineers.com m Hourly Billing Rates Gewalt Hamilton Associates, Inc. The following rates will remain in effect until December 31, 2017, at which time they are subject to an annual increase. Category Rates Principal $198.00 Civil Engineer VI $172.00 Civil Engineer V $170.00 Civil Engineer IV $168.00 Civil Engineer III $148.00 Civil Engineer II $138.00 Civil Engineer I $118.00 Land Surveyor IV $140.00 Land Surveyor II $116.00 Land Surveyor I $114.00 Engineering Technician V $168.00 Engineering Technician IV $124.00 Engineering Technician III $114.00 Engineering Technician II $100.00 Engineering Technician I $74.00 GIS Professional I $122.00 Environmental Consultant I $114.00 Administrative I $62.00 Services provided under this Agreement will be billed according to the rates in effect at the time services are rendered. 6601 Stephens Station Road, Unit 107, Columbia, MO 65202 a "'lm, 573.397.6900 a FAx 573.397.6901 Packet Pg. 97 VILIAGE OF TO: DANE C. BRAGG, VILLAGE MANAGER FROM: DARREN MONICO, VILLAGE ENGINEER SUBJECT: 2017 CONSTRUCTION ENGINEERING AND STAKING DATE: FEBRUARY 3RD, 2017 CC: MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS 11 The Engineering Division is proposing utility improvements as the Linden Avenue Force Main Replacement and 2017 Water Main Improvements (Mohawk Ct.). These improvements have been bid and are on the February 27t", 2017 Village Board agenda for construction approval. Gewalt Hamilton Associates, Inc. (GHA) has submitted a Professional Services Contract for construction management and staking to be performed in 2017 for these two projects. By contracting with one company for the two projects the Village is saving the contract administration charges for two separate contracts. In addition, contracting with GHA for both projects ensures their responsibility to provide adequate construction engineering of both projects despite possible delays or changing daily responsibilities that may require multiple representatives. Staff recommends approval of the GHA contract. Packet Pg. 98 8.J Action Item : GHA Bernard Survey for Phase 1 Study ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: Staff seeks authorization to execute an agreement with Gewalt Hamilton Associates, Inc. for survey and base plan preparation services in an amount not to exceed $49,300. ATTACHMENTS: 2017.CS017 Bernard Dr - Navajo Tr - Crestview Terr Survey (PDF) • Board Memo - GHA Phase I Survey (DOCX) Trustee Liaison Stein Monday, February 27, 2017 Staff Contact Kyle Johnson, Engineering Updated: 2/23/2017 4:41 PM Page 1 Packet Pg. 99 February 16, 2017 Mr. Kyle Johnson, P.E. Engineer Village of Buffalo Grove 51 Raupp Boulevard Buffalo Grove, IL 60089 Re: Professional Surveying Services Bernard Dr, Navajo Tr & Crestview Terr & St. Mary's Pkwy Buffalo Grove, Illinois GHA Proposal No. 2017.CS017 Dear Mr. Johnson: CONSULTING ENGINEERS 625 Forrest Edge Drive, Vernon hills, 11, 60061 `1'rr, 847.47&9700 m FAx 847,478.9701. www.gha-engincers.com Thank you for considering Gewalt Hamilton Associates, Inc. (GHA) for the topographic survey, ROW survey and base plan preparation in support of the upcoming Phase 1 Engineering Study and Utility Study of the project area. Our firm is well qualified to perform this work and is quite interested in continuing to serve the Village of Buffalo Grove. If you should have any questions or require additional information, please do not hesitate to contact me Sincerely, Gewalt Hamilton Associates, Inc. Leo X. Morand, P.E. Associate/Senior Engineer I.MgL qd gLa..en2iineers„com Encl.: GHA Proposal No. 2017.CS017 6601 Stephens Station Road, Unit 107, Columbia, MO 65202 a TEL 573.397.6900 0 Fax 573.397.6901 Packet Pg. 100 Professional Surveying Services Bernard Dr, Navajo Tr & Crestview Terr & St. Mary's Pkwy Buffalo Grove, Illinois GHA Proposal No. 2017.CS017 fil GEWALT HAM 1 ASSOCIATES, CONSULTING 625 Forest Edge Drive, Vernon Hills, IL 60061 TEI, 847.478.9700 N FAx 847.478.9701 www.gha-eiigineers.com Village of Buffalo Grove (Client), 51 Raupp Boulevard, Buffalo Grove, IL 60089, and Gewalt Hamilton Associates, Inc. (GHA), 625 Forest Edge Drive, Vernon Hills, IL 60061, agree and contract as follows: Project Understanding Gewalt Hamilton Associates, Inc. (GHA) will provide Professional Surveying Services in anticipation of the upcoming Phase 1 Engineering Study and Utility Study. The Phase 1 Engineering Study will be performed on Bernard Drive, between Arlington Heights Road and Buffalo Grove Road. It is anticipated that the Utility Study will include the limits of the Phase 1 study as well as: • Navajo Trail between Bernard Drive and St. Mary's Parkway, • The storm sewer easement of Navajo Trail extended between St. Mary's Parkway and the creek, • St. Mary's Parkway between Buffalo Grove Road and Crestview Terrace, and • Crestview Terrace between St. Mary's Parkway and the creek. All side streets along the survey will be surveyed for a length of 150' from the centerline of the main road Please refer to the attached Survey Limits exhibit. Note that GHA has already performed the existing conditions and topographic survey work, but not the Right of Way survey, on Bernard Drive between Raupp Boulevard and Buffalo Grove Road under a separate contract. II. Scope of Services All work will be performed in accordance with current IDOT and Village standards and guidelines. Based on the anticipated scope of work and possible need for easement / Right of Way acquisition, we are anticipating that the project will be processed as a State Approved Categorical Exclusion (formerly CE-1 with report) generally following IDOT form BLR 22211. GHA will prepare the existing conditions topographic survey and ROW survey for the project limits in accordance with IDOT standards. A. Topographic Survey Horizontal coordinates shall be referenced to the State Plane Coordinate System, Illinois East Zone, NAD83 adjustment. Vertical elevations shall be referenced to the North American Vertical Datum of 1988 (NAVD88). All units shall be U.S. Survey feet and decimal parts thereof. 6601 Stephens Station Road, Unit 107, Columbia, MO 65202 a TEL 573.397.6900 0 FAx 573.397.6901 Packet Pg. 101 8.J.a Topographic and ROW survey will be necessary to fully evaluate the potential of wider lanes and to fully identify the potential limits of easement and ROW impacts. The survey information will include the following features: a. Topographic and cross-section survey of the roadways. b. Coordinate with private utility companies to obtain the most recent copies of available atlases for inclusion into our survey. c. Include the location, size, and inverts of all visible drainage structures, cross culverts, drive and street culvert structures with flow directions. d. Identify all visible/substantial site improvements including pavement, pavement markings, driveways, fences, walls, buildings, sidewalks, traffic signals, etc. e. Identify the location and size of existing vegetation and landscaping elements. a. Existing ROW will be reviewed and verified. B. Right of Way Research & Survey 1. Obtain existing Plats of Highway. 2. Survey and establish the roadway centerlines based on recovered monumentation and research of available plats and property records. 3. Locate and survey the existing property monumentation in the project area and confirm the position of the property lines within the project limits. 4. Plat ROW including identification and dimensions & bearings of the frontage of adjacent parcels. 5. Identify preliminary ROW needs, including permanent/temporary easements. C. Base Plan Preparation Establish alignment and stationing of roadways based on record information and field surveys, and develop alignment and stationing for intersecting streets. Prepare cross sections on station and at 50-foot intervals including cross sections at all intersections, cross streets and driveways, extending from ROW to ROW. Cross sections will extend up each intersecting public side streets as previously noted. III. Additional Services & Services not Included We would be pleased to provide additional assistance beyond the delineated scope of services described These services may be provided at the request of the Village of Buffalo Grove as an additional service. 1. Meetings with public officials, Village staff, agencies, homeowners, or consultants, or attendance at public hearings. 2. Performing additional surveying, mapping, and topographic work beyond that noted in the scope of work, including investigation of underground utilities. 3. Wetland delineations and jurisdictional determinations. February 16, 2017 GHA Proposal No. 2017.CS017 P Packet Pg. 102 8.J.a IV. Proposed Schedule and Engineering Staff GHA is prepared to commence work immediately upon receipt of written authorization from the Client. Topographic and ROW survey data collection will typically commence within 2 weeks of authorization. Mr. Leo Morand P.E., an Associate of the firm and Senior Engineer, will function as the Project Manager. Mr. Jonathan Past, PLS will oversee the survey work. Additional GHA professional and technical staff will provide support as needed V. Compensation for Services GHA proposes to complete the above work on a time -and -materials (T&M) basis for not to exceed (NTE) fee as follows: Task Fee Bernard Drive Survey $35,300.00 Utility Survey $12,500.00 Estimated Reimbursable Expenses $1,500.00 T&M NTE Fee $49,300.00 For all services, including any additional services beyond those outlined in Section II: Scope of Services, the Client shall pay GHA in accordance with the attached GHA Hourly Rates. Invoices will be submitted on a monthly basis 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. 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. February 16, 2017 GHA Proposal No. 2017.CS017 P packet Pg. 103 8.J.a 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 Village of Buffalo Grove Name: Title: c L M� W Date: a 0 M 00 Encl.: Attachment A GHA Hourly Rates Survey Limits CO L L d 3 a� February 16, 2017 GHA Proposal No. 2017.CS017 P Packet Pg. 104 8.J.a f 'r JAI c I� .. itAf4a ^rar r^ Rd `. rrrl D b aA � ix r<rl 10 TMwF0. a r, A x `` �^ + C > w v^ Y rsa, J ti 7 r!, R L. v� 64'.+.a Afrlr r`71vC[ &�Fiu�'A�r [Ib�,cfl f"Cm 6ARCf riF✓rd ° � > x m � } P,UAA Q M � y a r 9 t^a'q C� FYte7vr d;+, F",tetrxr'r IX M b �p 5+co v . C7 S, "� Lurr::62Yir iav to r;rt7 ;r an rr Ara AI yoftrw V'm m n 1. 7`I 0 lnn�rlv"fr'd 0, ti T„ xf G1 Well �. l"u'hlwe 4rl,u,^ Rd i p.. iC I Y NNr ✓e, Cy4�N"s. � Wall c: z i� x`f✓fie, fa rr� L c'r m 0Ni � N a x A`s ro 21 a ai G1 .2 L Y^d Pu'.'dtt't rburu Nh r,64'`h r 6"a,l r„ m Qu; , I r x,r, r`- x r .w prm� a• a�9 QD CY "3 Packet Pg. 105 GEWAff HAM ASSOCIATES, 625 Forest Edge Drive„ Vernon Hills, 11., 60061 TP',L, 847.478.9700 0 FAx 847.478.9701. www.glia-eiigtneers.com m Hourly Billing Rates Gewalt Hamilton Associates, Inc. The following rates will remain in effect until December 31, 2017, at which time they are subject to an annual increase. Category Rates Principal $198.00 Civil Engineer VI $172.00 Civil Engineer V $170.00 Civil Engineer IV $168.00 Civil Engineer III $148.00 Civil Engineer II $138.00 Civil Engineer I $118.00 Land Surveyor IV $140.00 Land Surveyor II $116.00 Land Surveyor I $114.00 Engineering Technician V $168.00 Engineering Technician IV $124.00 Engineering Technician III $114.00 Engineering Technician II $100.00 Engineering Technician I $74.00 GIS Professional I $122.00 Environmental Consultant I $114.00 Administrative I $62.00 Services provided under this Agreement will be billed according to the rates in effect at the time services are rendered. 6601 Stephens Station Road, Unit 107, Columbia, MO 65202 a "'lm, 573.397.6900 a FAx 573.397.6901 Packet Pg. 106 ATTACHMENT A TO GEWALT HAMILTON ASSOCIATES, INC. PROFESSIONAL SERVICES AGREEMENT 1. Standard of Care. The services provided by Gewalt Hamilton Associates, Inc., (GHA) under this Agreement will be reasonal performed consistent with the generally accepted standard of care for the Scope of Basic Services called for herein at the time when and 1 place where the services are provided. 2. Duration of Proposal. The terms of this Agreement are subject to renegotiation if not accepted within 60 calendar days of the d; indicated on this Agreement. Requests for extension beyond 60 calendar days shall be made in writing prior to the expiration date. The 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 j, 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 M 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 Zn' 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 Cn may rely, without liability, on the accuracy and completeness of the information Client provides, including that of its other consultan a contractors and subcontractors, without independently verifying that information. L 4. Payment. The Client shall make payments pursuant to the Illinois Local Government Prompt Payment Act (50 ILCS 50511 et se 0 5. Instruments of Service. The Client acknowledges GHA's plans and specifications, including field data, notes, calculations, and documents or electronic data, are instruments of service. GHA shall retain ownership rights over all original documents and instruments i� service. All instruments of service provided by GHA shall be reviewed by Client within 10 calendar days of receipt. Any deficiencies, errc ( j 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 m GHA harmless from any liability, damage, or cost, including attorneys' fees, arising from the unauthorized reuse or modification of 1 2 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 c reduced and/or eliminated services. If GHA's Scope of Basic Services does not include construction administration phase services, Clip 00 assumes responsibility for interpretation of the instruments of service and construction observation, and waives all claims against GHA for a act, omission or event connected thereto. Unless included in GHA's Scope of Basic Services, GHA shall not be liable for coordination with the services of Client's other design professionals. 6. Electronic Files. The Client acknowledges that differences may exist between the electronic files delivered and the print j instruments of service. In the event of a conflict between the signed / sealed printed instruments of service prepared by GHA and the electrol L files, the signed / sealed instruments of service shall control. GHA's electronic files shall be prepared in the current software GHA uses a H will follow GHA's standard formatting unless the Scope of Basic Services requires otherwise. Client accepts that GHA makes no warranty tl 3 its software will be compatible with other systems or software. °1 7. Applicable Codes. The Client acknowledges that applicable laws, codes and regulations may be subject to various, and possil y 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 U 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 o of GHA's instruments of service. Client shall compensate GHA for additional fees required to revise the instruments of service to comply w j such interpretations. Client shall also compensate GHA for additional fees required to revise the instruments of service if Client changes t z project scope after GHA's completes its instruments of service. L 8. Utilities and Soils. When the instruments of service include information pertaining to the location of underground utility facilit 0 or soils, such information represents only the opinion of the engineer as to the possible locations. This information may be obtained frt '0,- visible surface evidence, utility company records or soil borings performed by others, and is not represented to be the exact location or nati c of these utilities or soils in the field. Client agrees that GHA may reasonably rely on the accuracy and completeness of information furnish m by third parties respecting utilities, underground conditions and soils without performing any independent verification. Contractor is soli m responsible for utility locations, their markings in the field and their placement on the plans based on information they provided. Client agrt c GHA is not liable for damages resulting from utility conflicts, mistaken utility locates, unfavorable soils, and concealed or unforesc V conditions, including but not limited to added construction costs and/or project delays. If the Client wishes to obtain the services of a contrac to provide test holes and exact utility locations, GHA may incorporate that information into the design and reasonably rely upon it. If t c included in the Scope of Basic Services, such work will be compensated as additional services. N 9. Opinion of Probable Construction Costs. GHA's Scope of Basic Services may include the preparation of an opinion of probal construction costs. Client acknowledges that GHA has no control over the costs of labor, materials, or equipment, or over the contracto E methods of determining prices, or over competitive bidding or market conditions. Opinions of probable costs, shall be made on the basis U experience and qualifications applied to the project scope contemplated by this Agreement as well as information provided by Client (1 20 accuracy and completeness of which GHA may rely upon), and represent GHA's reasonable judgment. Client accepts that GHA does 1 Q guarantee or warrant that proposals, bids, or the actual construction costs will not vary from opinions of probable cost prepared for the Clie GHA shall not be liable for cost differentials between the bid and/or actual costs and GHA's opinion of probable construction costs. Cliff agrees it shall employ an independent cost estimator if, based on its sole determination, it wants more certainty respecting construction cost 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 1 Packet Pg. 107 responsible for the supervision and coordination of Client's construction contractors, subcontractors, materialmen, fabricato 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 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] be named as an additional insured on the Contractor's and subcontractors' general liability insurance policy. Client warrants that this into M shall be included in the Client's agreement with all prime contractors. If the responsible prime contractor's agreement fails to comply with I Zn' 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. Cn 11. Contractor Submittals. Shop drawing and submittal reviews by GHA shall apply only to the items in the submissions that conc( s 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 0 with the Instruments of Service. Owner agrees that GHA's review and action in relation to the submissions does not constitute the provision means, methods, techniques, sequencing or procedures of construction or extend to jobsite or worker safety. GHA's consideration o- i� component does not constitute acceptance of an assembled item. C j 12. Hazardous Materials. Client agrees that GHA has no responsibility or liability for any hazardous or toxic materials, contamina -0, or pollutants. 13. Record Drawings. If required by the Scope of Basic Services, record drawings will be prepared which may include unverif a`)' information compiled and furnished by others, the accuracy and completeness of which GHA may reasonably rely upon. Client accepts tl Q GHA shall not verify the information provided to it and agrees GHA will not be responsible for any errors or omissions in the record drawer = due to incorrect or incomplete information furnished by others to GHA. 0 14. Disputes. All disputes arising out of or relating to this Agreement shall first be negotiated between the parties. If unresolved, I c dispute shall be submitted to mediation as a condition precedent to litigation. Mediation shall take place in Chicago, Illinois unless the Chi 00 and GHA mutually agree otherwise. The fees and costs of the mediator shall be apportioned equally between the parties. If mediation unsuccessful, litigation shall be the form of dispute resolution and shall be filed in the jurisdiction where the project was pending. T controlling law shall be the law of the jurisdiction where the project was located. Client agrees that all causes of action under this Agreem( shall be deemed to have accrued and all statutory limitations periods shall commence no later than the date of GHA's services being substantia j completed. Client agrees that any claim against GHA arising out of this Agreement shall be asserted only against the entity and not agai- L GHA's owners, officers, directors, shareholders, or employees, none of whom shall bear any liability and may not be subject to any claim. 15. Miscellaneous. Either Client or GHA may terminate this Agreement without penalty at any time with or without cause by givi 3 the other party ten (10) calendar days prior written notice. The Client shall, within thirty (30) calendar days of termination pay GHA for °1 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. U H Attachment A— Buffalo Grove, April, 2016 Page 2 of 2 1 Packet Pg. 108 8.J.b VILIAGE OF TO: DANE C. BRAGG, VILLAGE MANAGER FROM: DARREN MONICO, VILLAGE ENGINEER SUBJECT: BERNARD DRIVE PHASE I SURVEY DATE: FEBRUARY 17, 2017 CC: MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS 11 The Engineering Division is proposing beginning a Phase 1 Engineering Study on Bernard Drive after it was approved as a collector route under IDOT's Functional Class Groups. The survey contract includes a topographic survey of the project limits, right of way research and survey and base plan preparation. The project limits are being extended to include potential utility improvements and drainage impact improvements that may not be funded through the federal process, but rather will allow for shared overhead and restoration costs on project improvements the Village needs. Through the federal funding process, facilitated by the Illinois Department of Transportation and Northwest Council of Mayors, it is anticipated funding for Construction Engineering and Project Construction will be split 70/30 through Surface Transportation Program funds. After creating fund allocations, Board approval will be sought for each continued steps in this process. This survey contract allows the Phase 1 Engineering Study to begin later in 2017 pending the availability of funds and Board approval. Through analysis of the current roadway conditions and past construction methods, the Engineering Division anticipates staggering of work over the length of the roadway. This staggering will depend on the progression of the funding and design process, development of work needed, the availability of local share funds and Board approval. Staff recommends approval of the Gewalt Hamilton contract. Packet Pg. 109 8.K Action Item : Baxter & Woodman Support Services ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: Staff requests authorization to execute an agreement with Baxter & Woodman Control Systems Integration, LLC., for supervisory control and data acquisition maintenance services and software maintenance support in an amount not to exceed $79,000, pending final review and approval of the agreement by the Village Attorney. ATTACHMENTS: • Memo - Support Sery 2017 (DOCX) • 161221.00 Support Services Agreement 2017-rev1 (PDF) Trustee Liaison Staff Contact Stein Brett Robinson, Finance Monday, February 27, 2017 Updated: 2/23/2017 4:44 PM Page 1 Packet Pg. 110 8.K.a 1,1 F �13UFFALO GROVE DATE: February 21, 2017 TO: Dane Bragg, Village Manager FROM: Brett Robinson, Purchasing Manager RE: Baxter & Woodman Support Services Background Information Is The Public Works Department is again this year seeking to engage the services of Baxter & Woodman Control Systems Integrations for the purposes of supporting and enhancing the supervisory control and data acquisition(SCADA) systems in use at the various lift stations and pump stations. The SCADA systems are used to automate, control and monitor the water pumping facilities as well as the sewerage lift stations. Baxter and Woodman have provided this service for the past few years and staff is satisfied with their performance. Staff will continue to monitor the performance of this consultant closely. It should be noted that $18, 228.00 of the $79,000.00 will be directed to software ; maintenance costs. These costs would need to be paid by the Village regardless of whether 00 or not the Village engages the services of Baxter Woodman. co As a reminder, both Engineering and Information Technology services are listed professional services in Section 2.08.40 of the Buffalo Grove Municipal Code. Recommendation Staff requests authorization to execute an agreement with Baxter & Woodman Control Systems Integration, LLC., for supervisory control and data acquisition maintenance services and software maintenance support in an amount not to exceed $79,000, pending final review and approval of the agreement by the Village Attorney. Page 1 of 1 Packet Pg. 111 Support Services Agreement 2017 Owner: Village of Buffalo Grove BWCSI Job No. 161221.00 B&W Control Systems Integration, LLC (BWCSI) agrees to enter into a support agreement with the Owner to provide support services based on the "Services" indicated below and in agreement with the Terms and Conditions, Service Definitions, and Service Details. Services & Fees • Fixed Fee Services denotes a fixed scope. Since the scope will not change, we are able to fix the price at the beginning of the contract. Approval for Fixed Fee Services is given at contract signing. Retained Services denotes a variable scope determined by the client. Since the scope cannot be fixed at the outset of the contract, the fee is a lump sum amount against which labor will be billed on the basis of standard hourly billing rates for actual work time performed plus reimbursement of out-of-pocket expenses including travel costs. Labor rates differ for BWCSI staff members. Retained Services are approved by a responsible representative of the client when requested on a case by case basis. o BWCSI will plan to have a staff member on -site to perform Retained Services every Tuesday. In the event that a scheduled day is missed, it will be rescheduled within the following two (2) weeks. • If the Retained Services billing limit is reached prior to the end date of the contract, additional budget may be purchased in increments of $1,000. • Unused Retained Services budgets can be applied as a credit toward the following year's support agreement budget. However, cash refunds of unused budgets will not be offered. • Under this agreement, there is a fixed discount on Retained Services labor of 5% off our standard hourly billing rates. Descri !ion Included ....................................... Fee ..... Fixed FeeIIIlServices $3400 Project Management Proactive &Preventative Maintenance Third -Party Support Renewals Retained Services pp $46,600 Break - Fix (Repairs) Improvements Consulting & Planning Training Parts &Materials Total Fee $79,000 T.- le 00 zo Packet Pg. 112 The current standard hourly billing rates for the expected BWCSI team members working on this support agreement are listed below. Larry Kravets, IT Consulting Manager $170.00/hour Jim Gramhofer, Automation Consulting Manager $150.00/hour Jessica Kuiper, Associate Project Manager $120.00/hour Charlie Gale, IT Technician $105.00/hour James Narofsky, IT Technician $ 95.00/hour Chris Howard, Systems Integrator $115.00/hour Other members of our staff will be utilized as needed and their services will be similarly billed according to the discount described in the Services & Fees section of this Agreement. Please note that the rates listed above are current rates and may increase during the project. Time Period and Payment Start Date: January 1, 2017 End Date: December31, 2017 Payment to be made in four (4) equal payments of $19,750 upon being invoiced: Payment 1: January 2017 Payment 2: April 2017 Payment 3: July 2017 Payment 4: October 2017 The fee for services that are not included in this contract will be invoiced on a monthly basis. Authorization The undersigned hereby enter into the agreement as described herein: Owner: Authorization By BWCSI: Date Authorization By 2/17/17 Date le 00 il Packet Pg. 113 a, STANDARD TERMS & CONDITIONS (REV 4) 1. The submitted proposal and these Standard Terms & Conditions constitute and are herein referred to as the Agreement. 2. B&W Control Systems Integration, LLC is herein referred to as BWCSI, and the party with whom BWCSI is entering into this Agreement with is to a)V herein referred to as OWNER. 3. BWCSI may submit requests for periodic progress payments for services rendered. Payments shall be due and owing by the OWNER upon receipt of BWCSI's invoice for services. Payments to BWCSI after (60) consecutive calendar days from the date of BWCSI's invoice for services d shall include an additional late payment charge computed at an annual rate of twelve percent (12%) from date of BWCSI's invoice; and BWCSI N may, after giving seven (7) days written notice to the OWNER, suspend services under this Agreement until BWCSI has been paid in full all amounts due for services, expenses, and late payment charges. O 4. This Agreement may be terminated, in whole or in part, by either party if the other parry substantially fails to fulfill its obligations under this CL Agreement through no fault of the terminating party; or the OWNER may terminate this Agreement, in whole or in part, for its convenience. O However, no such termination may be effected unless the terminating party gives the other party: (1) not less than ten (10) calendar days written O N notice by certified mail of intent to terminate, and (2) an opportunity for a meeting with the terminating party before termination. If this Agreement is terminated by either party, BWCSI shall be paid for services performed to the effective date of termination, including reimbursable expenses. !C In the event of contract termination, the OWNER shall receive reproducible copies of Drawings, Custom Developed Applications and other E documents completed by BWCSI. M 5. BWCSI agrees to hold harmless and indemnify the OWNER and each of its officers, agents and employees from any and all liability claims, O losses, or damages, to the extent that such claims, losses, or damages are caused by BWCSI's negligence in the performance of the services O under this Agreement, but not including liability that may be due to the sole negligence of the OWNER or other consultants, contractors or subcontractors working for the OWNER, or their officers, agents and employees. In the event claims, losses, or damages are caused by the joint OAS or concurrent negligence of BWCSI and the OWNER they shall be borne by each party in proportion to its negligence. i 6. The OWNER acknowledges that BWCSI is a Limited Liability Company and not a Professional Service Corporation, and further acknowledges +; that the corporate entity, as the party to this contract, expressly avoids contracting for individual responsibility of its officers, directors, or X employees. m 7. The OWNER and BWCSI agree that any claim made by either party arising out of any act of the other party, or any officer, director, or employee , , of the other party in the execution or performance of the Agreement, shall be made solely against the other party and not individually or jointly against such officer, director, or employees. le 8. For the duration of the project, BWCSI shall procure and maintain insurance for protection from claims under worker's compensation acts, claims for damages because of bodily injury including personal injury, sickness or disease or death of any and all employees or of any person other than 00 .� such employees, and from claims or damages because of injury to or destruction of property including loss of use resulting therefrom, alleged to arise from BWCSI's negligence in the performance of services under this Agreement. The OWNER shall be named as an additional insured on d BWCSI's general liability insurance policy. The limits of liability for the insurance required by this Subsection are as follows: i Workers Compensation: Statutory Limits Excess Umbrella Liability: $5,000,000 per claim and aggregate ti General Liability: $1,000,000 per claim / $2,000,000 aggregate Professional Liability: $5,000,000 per claim N Automobile Liability: $1,000,000 combined single limit $5,000,000 aggregate 9. Notwithstanding any other provision of this Agreement, and to the fullest extent permitted by law, the total liability, in the aggregate, of BWCSI 41 and their officers, directors, employees, agents, and any of them, to the OWNER and anyone claiming by, through or under the OWNER, for any d and all claims, losses, costs or damages whatsoever arising out of, resulting from or in any way related to the project or the Agreement from any d cause or causes, including but not limited to the negligence, professional errors or omissions, strict liability or breach of contract or warranty L expressed or implied of BWCSI or their officers, directors, employees, agents or any of them, hereafter referred to as the "OWNER's Claims", shall not exceed the total insurance proceeds available to pay on behalf of or to BWCSI by their insurers in settlement or satisfaction of OWNER's N Claims under the terms and conditions of BWCSI's insurance policies applicable thereto, including all covered payments made by those insurers d for fees, costs and expenses of investigation, claims adjustment, defense and appeal. v 10. BWCSI is responsible for the quality, technical accuracy, timely completion, and coordination of all Designs, Drawings, Custom Developed it Applications and other services furnished or required under this Agreement, and shall endeavor to perform such services with the same skill and d judgment which can be reasonably expected from similarly situated professionals. N 11. The OWNER may, at any time, by written order, make changes within the general scope of this Agreement in the services to be performed by i BWCSI. If such changes cause an increase or decrease in BWCSI's fee or time required for performance of any services under this Agreement, 0 whether or not changed by any order, an equitable adjustment shall be made and this agreement shall be modified in writing accordingly. No CL tZ service for which an additional compensation will be charged by BWCSI shall be furnished without the written authorization of the OWNER. O 12. All Drawings, Custom Developed Applications, and other documents prepared orfurnished by BWCSI pursuant to this Agreement are instruments (q of service in respect to the project, and BWCSI shall retain the right of reuse of said documents and electronic media by and at the discretion of p BWCSI whether or not the project is completed. Electronic copies of BWCSI's documents for information and reference in connection with the Q use and occupancy of the project by the OWNER and others shall be delivered to and become the property of the OWNER; however, BWCSI's documents are not intended or represented to be suitable for reuse by the OWNER or others on additions or extensions of the project, or on any N other project. Any such reuse without verification or adaptation by BWCSI for the specific purpose intended will be at the OWNER's sole risk and without liability or legal exposure to BWCSI, and the OWNER shall indemnify and hold harmless BWCSI from all claims, damages, losses and expenses including attorneys' fees arising out of or resulting therefrom. 13. Any provision or part thereof of this Agreement held to be void or unenforceable under any law shall be deemed stricken, and all remaining +' C provisions shall continue to be valid and binding upon the parties. The parties agree that this Agreement shall be reformed to replace such stricken y provision or part thereof with a valid and enforceable provision which comes as close as possible to expressing the intention of the stricken provision. 14. This Agreement contains and embodies the entire and integrated agreement between parties hereto and supersedes all prior negotiations, representations, or agreements, either written or oral. ++r, Q Page 3 o packet Pg. 114 Service Definitions Project Management Plan, schedule, and coordinate the activities that must be performed to complete the project and provide support services. Third -Party Support Renewals The supported system includes hardware and software that may have applicable support and extended warranty agreements that are provided by a third -party, such as the manufacturer or vendor/supplier. Once the initial installation's support/ warranty period has expired, it is recommended that these agreements are maintained and renewed on a regular basis. If listed in the Included Services & Fees section of this agreement, BWCSI will provide the renewals listed in the Third -Party Support Renewal list on Page 8. Proactive & Preventative Maintenance General All services described within this "Proactive & Preventative Maintenance" Section will be provided by BWCSI for the specified fee regardless of actual hours of work performed. Proactive and Preventative Maintenance is provided for hardware quantities that appear in the Hardware List on page 7, if applicable. Proactive Monitoring BWCSI will monitor certain aspects of the IT infrastructure (detailed in "Service Details" section of this proposal) in order to minimize unexpected system shutdowns by resolving issues before they reach a critical nature. Service Frequency Included: Proactive Monitoring Deliverable Bi-Weekly Annually 111�������� ����� 1 mai I I Check of Perfornce/Windows Server jjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjljjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjljjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjj,jjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjjlI Monitoring as listed below: • SCADA Services (if applicable) • Performance / Windows Server Monitoring o Disk has a Bad Block - Alerts when "bad block" related strings are found in the logs that are collected (e.g., "found a bad block on disk" or "read error at block" or "has a bad block") o Windows Services Not Running o Windows Out of Memory - Alerts when memory Service exceeds a threshold (percent) usage of physical Desk memory Incident & E El El El o Windows Automatic Service Not Running - Email/Phone Alerts when any service with Startup Type of Call "automatic" is not running Discussion o Windows CPU Usage overThreshold-Alerts when average CPU utilization exceeds a specified threshold (percent) for a specified number of minutes o Computer Shutdown or Reboot was Unexpected - Alerts when the server reboots or is shut down unexpectedly. o Windows Disk Free below a Percentage - Alerts when free disk space is below a specified ercentage on directly attached hard disk drives le 00 C E t il Page 4 o packet Pg. I IS Preventative Maintenance BWCSI will perform periodic routine scheduled maintenance (detailed in "Service Details" section of this proposal). Upon completion of the scheduled service, BWCSI will provide the documentation as specified for that service. Scheduled services will be provided during Standard Hours if service does not significantly impact network performance. Scheduled services that may significantly impact network performance, and are not urgently needed to maintain network security, will be scheduled during other hours as agreed upon by BWCSI and the Owner. Service Frequency Included: Preventative Maintenance Deliverable Bi-Weekly Monthly Quarterly Annually Fi rewal I Maintenance • upgrade firmware El El El El review security logs & backup configuration Radio Maintenance - Check signal strength El ❑ ® ❑ & backup configuration.... Backup NAS • upgrade firmware & check free El El® El • check. and back up configuration ,........ Servers, Workstations, Computers, & Laptops: • Perform updates for BIOS, drivers, firmware, etc. • Review Windows system logs Service Apply Windows updates Desk El El ® El Check drive free space Incident with Verify & Update Anti -Virus Recommend Software ations Verify Backups, if applicable Backup SCADA Applications Check UPS Operation PLC, OI & Control Panel Maintenance tenance Check Battery & Control Panel UPS Backup Program • Check status of fuses, circuit breakers, & surge protectors ❑ ❑ ® ❑ • Check control panel thermal management • Check for environmental issues with water, moisture, dirt, dust, etc. ,,,,,,,,,,,,,,, Documentation,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, • Copy programs, configurations, & Updated ❑ ❑ ® ❑ applications to BWCSI Server documents. • Veri& U date network dia ram Improvements Occasionally, staff identify small changes to the system that can have large impacts on operational efficiency, safety, and quality. These improvements can be easily designed and built without use of Consulting & Planning services. T.- le 00 zo Page 5 o packet Pg. 116 Break - Fix (Repairs). Provide as -needed service up to the fee specified on the Support Services Agreement. This service will be provided 24 hours a day, 7 days per week for the length of this agreement regardless of standard working hours. BWCSI's daytime and after-hours phone number is 815-788-3600. BWCSI staff typically answers the phone during standard business hours. A call center answers the phone after hours or when staff is not available to answer. BWCSI will return any phone calls for urgent service within 30 minutes from when the phone call is placed, and dispatch a staff member within 60 minutes if a site visit is required. The Owner may purchase Reactive Maintenance Support any time during this agreement. Consulting & Planning Through consulting and planning efforts, a system can be effectively maintained, improved, 0 and upgraded. This service will provide for design services as it relates to IT infrastructure, Od instrumentation & controls, and Supervisory Control and Data Acquisition (SCADA). Careful consulting and long term planning can be used to guide decisions and budget planning for x those large improvements. m Consulting and Planning - Annual Deliverable Included? 00 Renew Third -Party Support Contracts Contracts from OEM/Supplier i Budget Planning & Cost Preparation (for following fiscal Budgetary Letter ® i ear , zo Page 6 o packet Pg. 117 Hardware List If Proactive & Preventative Maintenance is included as part of this Support Services Agreement, BWCSI will proactively support the following quantities of hardware: Hardware Description Quantity Server (including physical and virtual) 8 Desktop PC Laptop PC Tablet Firewall Managed Switch Unmanaged Switch Router (including wired and wireless) x Network Attached Storage (NAS) m Storage Area Network (SAN) 00 Operator Interface Terminal (OIT) 4 Programmable Logic Controller (PLC) 8 SCADA Radios zo Page 7 o packet Pg. 118 Third -Party Support Renewals If Third -Party Support Renewals are included as part of this Support Services Agreement, renewals will be processed as listed in the table below: Warranty Included? Coverage Period Qty Total TOP Server ff ® l 12/30/2016 - 12/29/2017 1 ( f 993 1 1 Remote Support ® 1/1/2017 - 12/31/2017 1 $680 WonderWare Customer First 1/16/2017 - 1/15/2018 1 $14,453 A reement Specter WIN-911 Maintenance 4/9/2017 - 4/8/2018 1 477 Support Program 11XT077 Dell Precision Warranty (Service tags: HRDYK02, ® 4/16/2017 - 4/15/2018 7 $945 HRFKK02, 799RR22, 799TR22, 799SR22, 79BRR22, 799VR22 Mozy 100GB Backup Support ® 11/1/2017 - 10/31/2018 1 $680 ® ff l Total $18,228 le 00 zo Page 8 o Packet Pg. 119 8.L Information Item : Proclamation Recognizing May 1, 2017 as Global Love Day ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends proclamation. Proclamation recognizing May 1, 2017 as Global Love Day ATTACHMENTS: • Love Day Proc (DOC) Trustee Liaison Sussman Monday, February 27, 2017 Staff Contact Dane Bragg, Office of the Village Manager Updated: 2/23/2017 4:15 PM Page 1 Packet Pg. 120 8.L.a r7 11 . Or n�f";°�Ilill:teit�laaI611° "I '4 l,y r t !t , .i )"IIl Village of Buffalo Grove PROCLAMATION RECOGNIZING MAY 1st, 2017 AS GLOBAL LOVE DAY Whereas, The Love Foundation, Inc., a non-profit organization, has announced Global Love Day to facilitate in establishing LOVE & PEACE on our planet, and Whereas, Global Love Day will establish a worldwide focus towards "unconditionally loving each other as we love ourselves"; and Whereas, We are One Humanity on this planet; and Whereas, All life is interconnected and interdependent; and Whereas, All share in the Universal bond of love; and Whereas, Love begins with self -acceptance and forgiveness; and Whereas, With respect and compassion we embrace diversity; and Whereas, Together we make a difference through love; and Whereas, The Love Foundation, Inc. invites mankind to declare May 1, 2017 as Global Love Day, a day of forgiveness and unconditional love. Global Love Day will act as a model for; and NOW THEREFORE, BE IT RESOLVED that I, Beverly Sussman, President for the Village of Buffalo Grove hereby dedicate and proclaim May 1st, 2017 as: Global Love Day in the Village of Buffalo Grove and invite all citizens to observe this day, which honors the public cause for Global Love, World Peace, and Universal Joy. Proclaimed this 27th day of February 2017. Beverly Sussman, Village President 0 L a 0 m 0 J co 0 L a 0 a� 0 J c d E z ca a Packet Pg. 121 9.A Ordinance No. 0-2017-4 : An Ordinance Amending Chapter 5.44, Massage Establishments, of the Buffalo Grove Municipal Code ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. Staff and the Village Attorney have presented at two Committee of the Whole meetings several options to regulate massage establishments where there is criminal activity. The Village Board directed the Village Attorney to draft an ordinance. The proposed ordinance states that when any massage establishment license is revoked for any cause, no license shall be granted to any person for twenty-four (24) months following the revocation for the conduct of a massage establishment in the premises described in the revoked license. The Village Attorney is recommending the revocation be for "any cause" to be consistent with other sections of the municipal code related to licensing authority and revocation. ATTACHMENTS: • Ordinance (DOC) Trustee Liaison Berman Monday, February 27, 2017 Staff Contact Jenny Maltas, Office of the Village Manager Updated: 2/23/2017 4:44 PM Page 1 Packet Pg. 122 9.A.a Underlined = addition c*,.� = deletion 02/07/2017 #682756 ORDINANCE NO. 2017 - AN ORDINANCE AMENDING CHAPTER 5.44, MASSAGE ESTABLISHMENTS, OF THE BUFFALO GROVE MUNICIPAL CODE 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. The foregoing recital is hereby adopted and incorporated into and made a part of this Ordinance as if fully set forth herein. Section 2. Section 5.44.100, License -Revocation or suspension, of the Buffalo Grove Municipal Code is hereby amended to read as follows: 5.44.100 License — Revocation or suspension A. Any suspension or revocation of massage establishment license shall be pursuant to the suspension, revocation and appeal procedures set forth in Chapter 1.12 of this Code. B. When any massage establishment license is revoked for any cause, no license shall be granted to any person for twenty-four (24) months following the revocation for the conduct of a massage establishment in the premises described in the revoked license. Section 3. If any section, paragraph, clause or provision of this Ordinance shall be held invalid, the invalidity thereof shall not affect any other provision of this Ordinance. Section 4. This Ordinance shall be in full force and effect from and after its passage, approval and publication. This Ordinance may be published in pamphlet form. a) U c c L 0 c as E s U a Packet Pg. 123 9.A.a AYES: NAYES: ABSENT: PASSED: , 2017 APPROVED: , 2017 PUBLISHED: ATTEST: Janet Sirabian, Village Clerk #682756 2017 APPROVED: Beverly Sussman, Village President Packet Pg. 124 Action Item : Authorization to Purchase a Replacement Vehicle through the Suburban Purchasing Cooperative ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. Staff recommends that the replacement vehicle be acquired through the Suburban Purchasing Cooperative program in accordance with the Illinois Governmental Joint Purchasing Act (30 ILCS 525/0.01 et seq.) in a total not to exceed amount of $31,128.70. This vehicle will be funded through the vehicle reserve. ATTACHMENTS: • 2017 Department of Public Works Building Maintenance Fleet Request With Cost (DOCX) • SPC_Contract_-156_SignedLetter • 2017 Promaster mark up (PDF) • 2017 Promaster Up Fit(PDF) Trustee Liaison Stein Monday, February 27, 2017 (PDF) Staff Contact Michael Reynolds, Public Works Updated: 2/22/2017 4:18 PM Page 1 Packet Pg. 125 11.A.a VILLAGEF: 11 F I 0 GROVE MEMORANDUM TO: Brett Robinson, Purchasing Manager FROM: Robert Whalen, Fleet Manager DATE: February 15, 2017 RE: Department of Public Works Building Maintenance Section Fleet Replacement 2017 Background Pursuant to the Fleet Replacement Outlook for 2017 1 am requesting on behalf of the Department of Public Works Building Maintenance one fleet replacement for the 2017 fiscal year. The needs and scope of Building Maintenance assignments is evolving, this evolution requires a change in equipment to meet the increasing demands of the Section. The current unit a 2002 Chevrolet four wheel drive pick up with 76056 miles showing on the odometer is showing its fifteen year age. Replacing the unit with a van gives the Section greater on -site capabilities, a more extensive selection of tools and materials which will be on hand at work sites eliminating additional trips to our shop or suppliers for necessary supplies and tools. This will allow the Section to be better equipped and be more agile in its response to maintenance issues. The price point for this change in equipment will be equal or less than a like replacement pick up style vehicle Total cost of the unit proposed as optioned will not exceed $31,128.70 Recommendation Staff recommends that a 2017 Ram Promaster 1500 136" WB High Roof Van, equipped and optioned for assignment be acquired through the Suburban Purchasing Cooperative program in accordance with the Illinois Governmental Joint Purchasing Act (30 ILCS 525/0.01 et seq.) in a total not to exceed amount of $31,128.70. Attachments: contract extension, orders, and options Packet Pg. 126 Options I i01!�IiluVuIVVIIIulldll(�!� �1�lil�� IIIII � � . ul0��m,���,���,���,� VV4 �ru °°1iY1tl,'�°Y11 @ � �� r,�a°�"" OEM CMSGarlTlllCIK-2017Pro nrtiaster'Aan 1.0000 Each 21604.0000j $2160400'PW CAC3iTI LICk- IJ pO ra de B a s e to 136".-Airgh 1.0000 Each.... 2,473.0000 $2473.00 PIW'd CartTrurl� � iatieins 97 Vinyl Bucket Seats 1.0000 Each 89.0000 $09.00, PVJ CarMUCKOlOtien^ RA2 Radio Licnnnect 1.0000 Each 485.0000 $485.00 PW CarMucl.i;7phan, LCPLED GarogaArea 1.0000 Each 254.0000 525400 PrdV CailTrUbl0Ptiran, MI F pray In Floor Liner 1.0000 Each 761.0000 $761 00 P4M CarMUCI.OPhrJns - BAJ 220 AmpAlternator 1.0000 Each 174.0000 $17400PWW Carr'Trur,:p CPUGnS 1,1FP @r9ud Flaps Front 1.0000 Each 89.0000 $89 00 PI Ca�Trura.Crptions GTRPower Folding ldi 1.0000 Each 218.0000 $218.00PW Gari'Trucl.Options AHTTrailer T+an Gnaup 1.00,00 Each 521.0000 $521.00' Phu CarlTrLJ&OptirnU CColerBroom Yellow 1.0000 Each 0.0000 5000'PW Car UC6 Cptiuns MUMI iPal Plates {Alith 1.0000 Each 130.0000 $130 00 Pyur CarTrucl.Option. Plumbers Interior Par. 1.0000 Each 3196.5900 $3 196 59 PW Car7-rrU& CPtlr,:rnS - Emergency Lighting, T 1.0000 Each 1,134.1100 $1 134.11 PIN Packet Pg. 127 11.A.b a A Joint Purchasing Program SUBURBAN PURCHASING For Local Government Agencies December 9, 2016 Napleton Fleet Group Ms. Kristen N. Hrones Manager 1 E. Oak Hill Drive, Suite 100 Westmont, IL 60559 Dear Ms. Hrones, This letter is to inform you that the Suburban Purchasing Cooperative's Governing Board has approved the award of SPC Contract #156 for the 2016 Dodge Ram ProMaster 1500 Cargo Van Vehicle plus Options to Napleton Fleet Group, Westmont, IL based on your response being found to be in compliance with all bid specification requirements. Napleton Fleet Group has been a responsive and responsible SPC vendor for the past four years. With acceptance of this contract, Napleton Fleet Group, Westmont, IL agrees to all terms and conditions set forth in the specifications contained within the Request for Proposals to which you responded. Napleton Fleet Group Westmont IL will handle all billing. Each vehicle purchased will be assessed a S120.00 administrative fee per vehicle which shall be paid directly by the vendor to the SPC on a quarterly basis. The SPC looks forward to another productive year working with Napleton Fleet Group, Westmont, IL. Please sign and date this agreement below, retaining copies for your files and returning the original to my attention. The duration of the contract is December 10, 2015 through December 9, 2016. The SPC reserves the right to extend this contract for up to (3) three additional one-year terms upon mutual agreement of the both the vendor and the SPC on a negotiated basis. Sincerely, ,C.UJII- I�✓�� f ,UyL� Ellen Dayan, CPPB Program Manager for Purchasing Northwest Municipal Conference 12/09/ l 5 & lallo `J Name: Ellen Dayan Date ame: klisten N. Hrones Dat Northwest Municipal Conference Napleton Fleet Dul'age Mayors & Managers Conference 1220 Oak Brook Rood Oak Brook. 11. 60523 Stcette Qttintell Phone: (630) 571-0480 Fax: (630) 571-0484 Northwest Municipal Conference 1600 East Go J Rd.. Suite 0700 Des Plaines, IL 60016 Ellett Daran.CPPB Phone: (847) 296-9200 Fax: (847) 296-9207 South Suburban Ma}ors And Managers Association 1904 West 174`" Street East Hozel Crert, IL 60429 Ed P(lesel !'hone: (708) 206-1155 Fax: (708) 206-1133 zo Will County Governmental League 3180 Theodore Street. Suite 101 Joliet. IL 60435 Cherie Belotn Phone: (815) 729-353 5 Fox: (815 Packet Pg. 128 *> Napleton Fleet Group 2017 Ram ProMaster 1500 Cargo Van Contract #156 Price List and Order Form Napleton Fleet Group NWMC Suburban Purchasing Cooperative www.nwmc-cog.org Please contact Bob Barr at 630-455-2911 or.rbarr(cD-napletonfleet.com prior to purchase order issuance and order placement. Final Order Date for the 2017 Ram ProMaster is 3/9/17 Please check -mark the options needed: SPC Code Description Class Contract Price VF11_11 21A Base Van $21,604 ProMaster 1600 Base Cargo Van, 118" wb, Low Roof Engine: 3.61- Gas V6 24V VVT Transmission: 6-Speed Automatic 62TE 3.16 Axle Ratio GVWR: 8,550 lbs Includes Factory Destination Charge F] VF1L12 21A OPT (331) Credit to Upgrade Base Van to 136" wb, Low Roof (other specifications same as Base Van above) Z VF1L13 21A OPT 2,473 Additional Cost to Upgrade Base Van to 136" wb, High Roof (other specifications same as Base Van above) ❑ VFIL12 23A OPT 10,958 VF11_13 23A OPT 8,958 Additional Cost to Upgrade Gas Engine to 3.OL 14 Diesel Engine: 3.OL 14 Eco Diesel Selective Catalytic Reduction (Urea) Transmission: 6-Speed Dual Active Drive (other specifications same as Base Van above) Wheels & Tires: TU4 Tires: 226/76R16C BSW All Season STD N/C WCS Wheels: 16" x 6.0" Steel STD N/C WH8 Wheel Center Cap Delete OPT N/C F] W6A 16" Wheel Covers OPT 174 WDVV Wheels: 16" x 6.0" White Painted Steel OPT 89 Deletes Wheel Center Caps F] TBF Spare Tire Delete OPT (27) Includes (XAH) Tire Sealant & Air Compressor XAH Tire Sealant & Air Compressor OPT 85 0 3: U CL .2 04 Ul) 00 CL E M E 0 L. CL ti CD 04 E Page 1 1 Packet Pg. 129 Seating: A7 Cloth Bucket Seats STD NIC F,/J B7 Vinyl Bucket Seats OPT 89 [] CIDL Driver 6-Way Adjustable Lumbar Seat OPT 129 F] CDU Driver/Passenger 6-Way Adjustable Lumbar Seats OPT 174 F] CXX Driver Suspension Seat OPT 307 F] CEA Driver Swivel Seat OPT 530 Requires CHR F] CIMB Heated Driver Seat OPT 151 Requires CDI.. or CDU E] CHIR Passenger Swivel Seat OPT 530 Requires CEA CIVIC Heated Passenger Seat OPT 151 Requires CDU and CMB CD9 Passenger Seat Delete OPT (267) Deactivate Passenger Air Bag Delete Seat Belt Mount F] CAA Passenger Double Seat OPT 263 Radio & Navigation: RH3 Radio: AM/FM/MP3 STD N/C Z RA2 Radio: Uconnect 6.0 OPT 485 4 Speakers 5.0" Touchscreen Display GPS Antenna Input Media Input Hub Integrated Voice Command w/Bluetooth Steering Wheel Mounted Audio Controls F] JLN GPS Navigation OPT 352 Requires RA2 radio RSD SIRIUSXM Satellite Radio OPT 174 Requires RA2 radio F] RA9 Radio: Wiring Prep OPT -0- 4 Speakers, Media Input Hub RA8 Radio Delete OPT (45) Cargo Area: Z LCIP Cargo Area LED Lighting OPT 254 CWC Cargo Partition OPT 307 XJ 1 Cargo Partition with Sliding Window OPT 441 HDG Rear Heater - A/C Prep Package OPT 129 Page 2 W 0 3: U IL ea .2 a. C14 Ln le 00 CIL z .M E E 0 L- a. r— C4 E I Packet Pg. 130 1 Cargo Area (onn1invod): [] CMG Side Wall Paneling, Lower OPT 174 [] CTE Side Wall Paneling, Upper &Lower OPT 174 C� XMFSpray-On Floor Liner OPT 761 Late availability �l CME Wood Floor OPT 396 Functional: APA Monotone Paint STD NxC | | GXK Two Additional Key Fnhm(for total offour) OPT 111 F JKP 12VRear Auxiliary Power Outlet OPT 40 Z B8J 22nAmp Alternator OPT 174 For gas engine only, standard with Diesel Engine [l HCD Air Conditioning Delete OPT (185) �l gC1 Auxiliary Battery Prep OPT 85 | | LHL Auxiliary Switches OPT 85 Late availability [] LMK Daytime Running Head|amps OPT 45 [l ACL DOT Certified Roadside Safety Kit OPT 147 NHK EnQineB|onkMwa\er—GueEnginm OPT 85 Fl NHK EngineB|ockMeaoer—Dieae|EnUine ()PT 174 F] GKB Fixed Glass inRight Sliding Cargo Door OPT 174 �l GLB Fixed Glass |nRear Cargo Doors OPT 174 �l GFA Rear Window Defroster OPT 174 Requires aLo Rear Cargo ovur Glass [7 AN interior convenience Group OPT 263 Locking Glove Box Shelf Above Roof Trim unuersemtStorage Tray Windshield Document Holder MEP Mud Flaps, Front and Rear OPT 89 F] MKN Splash Guards, Front and Rear OPT 131 [l XAA ParksmnmeRear Park Assist System OPT 263 �l XAC Parhv|evvRear Back -Up Camera OPT 236 Requires nx2radio Z GTR Power Folding/Heated Mirrors OPT 218 a. CD a. a. co � � C14 .. LO le 00 IL � � � CD C4 Functional (continued): [] ALU Premium Appearance Group OPT 307 Fog Lamps Silver Grille [] CGR Rear Assist Handles OPT ' 134 [] LSA Security Alarm OPT 441 NHM Speed Control OPT 263 Z AHT Trailer Tow Group OPT 521 Class vReceiver Hitch 7&^Pin Wiring Harness [l GTB Wide Power Heated Mirrors OPT 174 e6^Extended Exterior Mirror Interior Color: AA Gray STD N/C Exterior Color: PVV7 Bright White C|earcoat(White Knuckle) OPT N/C PX8 Black C|ea,uoat(Pitch Black) OPT N/C P82 Bright Silver Metallic C|earcoat OPT N/C P67 Broom Yellow OPT N/C pRP Deep Cherry Red Crysta|Pmadcuut OPT N/C PR4 Flame Red C|eamonat OPT N/C PAV Granite Crystal Metallic C|ea,onat OPT N/C PF8 SmndszonwPoadcoat OPT N/C [] PBU True Blue Pmurinoat(B|uByYou) OPT N/C Delivery: | | Within 50Mi}ea ofDealership (zip code OO5s9) STD N/C Fl Gea0ar1han5Omiles from Dealership OPT 175 License and Title Options: | | NoPlates (customer does L&T) STD STD | | Temporary Tag provided byNap|etonFleet (customer does L&T) OPT -O- Munioipo|P|otes(Map|etonP|cutdoamL&Tforouatomer) OPT 130 F-1 Municipal PoUoePlates (Nap|ekonFleet does L&Tfor customer) OPT 130 ���� ����� ��� ���� � ��� W�� Total Vehicle Cost per selected options ------------- $ , ' � CO � 04 .. LO le 00 CL M Cn � 04 Service Information (Windows operating system only, not compatible with Mae): ❑ 2017 Service Manual on CD (subject to late availability) OPT Municipality: Contact Name: Phone Number: Email: Date: Village of Buffalo Grove Robert Whalen 847.366.8029 — rwhalen@vbg.org Fiat Chrysler Automobiles Ram ProMaster 1500 Factory Warranty Basic.....36 months/ 36,000 miles Powertrain .... 60 months/100,000 miles Corrosion Perforation.....All Panels, 36 months Corrosion Perforation ..... Outer Panels, 60 months Please scan and email to rbarrenapletonfleet.com or print and fax to 630-530-0562 • •0711111 � IgIIIIIIIII 111111 • 135 Page 5 I Packet Pg. 133 1 2017 RAM ProMaster 1500 Cargo Var 118" wb, Low Roof Standard Equipment Powertrain 3.13L V-6 DOHC SMPI 24 valve engine with variable valve control 180 amp alternator 700 amp 95 amp hours battery with run down protection Engine oil cooler, transmission oil cooler 6-speed electronic sequential shift control automatic transmission with overdrive, lock -up, driver selection Front -wheel drive Brake actuated limited slip differential, ABS & driveline traction control 3.16 axle ratio Stainless steel exhaust Steering and Suspension Hydraulic power -assist rack and pinion steering 4-wheel disc brakes with front and rear vented discs Electronic stability control with anti -roll Independent front suspension Front strut suspension Front anti -roll bar Front coil springs Gas -pressurized front shocks Rigid rear axle Rear leaf suspension Rear leaf springs Gas -pressurized rear shocks Front and rear 16.0" x 6.00" silver steel wheels with hub covers 225/75R1 6.0 BSW AS Underbody mounted full-size steel spare wheel Safety 4-wheel anti -lock braking system Dual airbags, seat mounted driver and passenger side -impact airbags, curtain 1st row overhead airbag Front height adjustable seatbelts with front pre-tensioners Immobilizer Comfort and Convenience Air conditioning AM/FM stereo, seek -scan, external memory control, 4 speakers, integrated roof antenna Power door locks with 2 stage unlock, key fob (all doors) keyless entry, tailgate/rear door lock included with power door locks One 12V DC power outlet, driver foot rest -Analog instrumentation display includes tachometer, engine temperature gauge, in -dash clock, exterior temp, trip computer, Trip odometer Warning indicators include oil pressure, engine temperature, battery, low oil level, low coolant, lights on, key, low fuel, Lighting malfunction, door ajar, trunk/lift gate ajar, service interval, brake fluid, tire specific low tire pressure, brake pad wear Steering wheel with telescopic adjustment Power front windows with light tint, driver and passenger 1 -touch down None front windshield wipers Day -night rearview mirror Interior lights include dome light with fade, front reading lights, illuminated entry Glove box, front cup holder, instrument panel bin, dashboard storage covered, driver and passenger door bins Cargo tie downs, cargo light Page 6 I Packet Pg. 134 1 Seating and Interior Seating capacity of 2 Bucket front seats with fixed head restraints 4-way adjustable driver seat 4-way adjustable passenger seat Cloth faced front seats with vinyl back material Front cloth headliner, front vinyl/rubber floor covering, Urethane gear shift knob Exterior Features Side impact beams, fully galvanized steel body material Gray body side molding, gray fender flares Black side window moldings Black door handles Gray grille 3 doors with sliding rear passenger's side door split swing -out rear cargo door Trailer sway control Driver and passenger manual black convex spotter folding trailer outside mirrors with turn signal indicators Front and rear gray bumpers, with rear step Aero-composite halogen headlamps with multiple headlamps Additional exterior lights include cab clearance lights Clear coat monotone paint Dimensions and Capacities Output ..... ............ - ......... ......... ......... ..... 280 hp @ 6,400 rpm Torque ...................................................258 lb.-ft. @ 4,175 rpm 1 st gear ratio .......... __ ....... ........... .................................. 3.900 2nd gear ratio ................................... _._ ...... .................. 2.690 3rd gear ratio ........ ..................................... Z160 4th gear ratio.. ................................. .................... ........ 1.370 5thgear ratio..,.. .................................................. .............. _950 6thgear ratio ... __ ......................... .................................... _650 Reverse gear ratio ........................ ................ ..... 3.040 Curb weight ... .............................. ........... 4,551 lbs. GVWR ....... .......... ....... lbs. Front GAWR Weight ... ....................... ........ 4,630 lbs. Rear GAWR Weight ................................................... 5,004 lbs, Payload.. ... .... _ ....... ........................ ........... 3,990 lbs, Front curb weight ... ......... ........... ...... 2,920 lbs. Rear curb weight ........................................................ 1,632 lbs. Front axle capacity ............ ...................................... ­ 4,600 lbs. Rear axle capacity... ... ........ _ ...... ___ .... __ ............ 5,250 lbs. Towing capacity ..... .... ... __ ............................. 5,100 lbs. Front legroom ........................ ..... ___ ... - .... - ................ 38.8 Front shoulder room........... .... ........................ 74.8 Length.......................... _ ................ ..................... ......... 195.4 Bodywidth. .......... ...................... ................................ . 80.7 Bodyheight .............................. ........................ 88,7 Wheelbase .... ................... ............... - ................... 118.0 Cabto axle .......... ............... .................................... ___ 88.7 Axle to end of frame ....................................... ......... __40.0 Fronttrack ....... ........................................ ....................... 71,3 Reartrack ....... ...... ....................... ............. ... 70.5 Turning radius. .......... ___ ....... ___ ...... ___ ........... ......... 36.3, Fuel tank ......... ...................................... ....... 24.0 gal Interior cargo volume ..................... - .... ........ - .......... 259.0 cuft Page 7 I Packet Pg. 135 1 ROAD, LOMBARD, ILLINOIS 60148 980 N. LOMBARD Phone 630-652-1200 Toll Free $00-377.5652 - Fax 630-652-0002 I Bill To I Napleton fleet Group One Oak Brook'Verrace Suite 515 Oakbrook Terrace, IL 60181 Phone # 630-530-0250 Fax# 630-530-0562 Date 2/15/2017 I Ship To I Napleton Fleet Group One Oak Brook Terrace Suite 515 Oakbrook Terrace, 11. 60181 Attn: Bob/Greg Salesman Quote # CCS 80351 City Item # Description Unit Price Extended Price WG-600-84421, I W696 142-3-01 BULKHE ' AD, ProMaster - screen 377.48 377,48 1 WG90901-3-01 DOOR (.,()NVI: ' RSION KIT 01.60 61,00 I W69391-3-03 Shelfunit for Secure Storage Modules, 42 111 N 60 in x 16 in 254.10 254 10 I W69365-3-03 Adjustable 4 Shelf Unit, 52 in x 60 in N 16 in 374,38 374.38 1 WG9360-3-03 Adjustable 4 Shelf Unit, 60 in x 60 in x 16 in 441.62 441,62 1 WG9045-3-02 5 DRAWER sfA, tm-- s,roRAGEI 376,01 376 01 I WG9504-3-01 S1 I F LF DOOR STD 11441 1111,111 I W(i9604-3-02 Accessory Back Panel, 42" 30A4 30,44 1 WG9704-3-02 RETAINER 1-11) STI) 4T20 47,20 1 WG9705-3-01 RETAINER 1,11) VIT) 50.40 50A0 I WG9706-3-01 RETAINER LIT' LONG 54.40 54,40 1 WG9912-3-02 2 Drawer Cabinet 16 in x 14 in x 12 in 177.60 177,60 I W69919-3-02 Parts Cabinet 19 Bill 32 in N 12 in x 12 in 244,13 2,14 13 1 W69855-7-01 MED 13IN S[�.T 117,61 117 o I I WG9974-7-01 CAN ORGANIZEIZ 21,60 21.60 1 W69978-7-01 C,1,I:ANING STATION 53.01 5.3 6 1 ProMa:ter Number package 2,790 59 1 Install Labor Installation Charge 400,00 4(10.00 Thank you lot- \ our business. Subtotal $3,196,59 NVILL BE HONORED FOR 30 DAYS Sales Tax (0.0%) $ (). 0 0 Total S3,1 W59 to 0 a. M a. L) a. 04 LO LL Q. 0 L- ti CD CN E M I Packet Pg. 136 1 2 Ar 980 N. LOMBARD ROAD, LOMBARD, ILLINOIS 60148 Phone 630-652-1200 Toll Free 800-377.5652 - Fax 630-662-0002 EitiB 'ro );ddijoclk 'I ci r,icc. 11, 001 S' I Dci t , . I Ship 'T'o I NaplLttm Flect ( I't,M111 Oric (:)al' Hllm4' 'I clrlcc Suite � I � Oakbrmflr Tcrracc, H 00 IS I AIM: l"ll) (ire d salosirlan Quote N 6 0y Hem if Do4;rnpl�wti Unit pricei Extended flm;f' lw'1�111 I thol 4,11 SO tn"'d I S"pph," Olp I lm I l"o t l P i lot I Mov Acl I atM I itak Cow tol I or I ii alw' 12 I SUbtotal ' H, QA I LN 111 BVI I 10NOIZE 1) 1 OR 31) DA S Sales Tax (0.0%) Total llj'�4 i� 0 3: .2 a. m a. .2 2 U a. C/) ti CD C*4 L0 00 LL M U) m E 0 CL ti CD C14 O I Packet Pg. 137 1 Action Item : Award of Bid for Linden Avenue Force Main Replacement ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: The Linden Avenue Force Main Replacement Project was bid on February 2nd, 2017 and the lowest responsible and responsive bid was R.A. Mancini, Inc. Staff recommends approval of the contract to R.A. Mancini, Inc. In the amount of $238,000. ATTACHMENTS: • R.A. Mancini Bid Award Memo (DOCX) • 4798.017 Bid Tabulation (PDF) • 4798.017 Bid Recommendation 2-7-17(PDF) Trustee Liaison Stein Monday, February 27, 2017 Staff Contact Kyle Johnson, Engineering Updated: 2/23/2017 4:31 PM Page 1 Packet Pg. 138 11.B.a VILIAGE OF TO: DANE C. BRAGG, VILLAGE MANAGER FROM: DARREN MONICO, VILLAGE ENGINEER SUBJECT: LINDEN AVENUE FORCE MAIN REPLACEMENT PROJECT AWARD OF BID DATE: FEBRUARY 3, 2017 CC: MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS 11 The Linden Avenue Force Main Replacement Project was advertised for bids and opened on February 2nd 2017. The lowest bid was in the amount of $170,775.00 from Copenhaver Construction. Copenhaver Construction requested a withdrawal of their bid based on bidding errors and an inability to complete the job at that cost. Staff accommodated this request under the stipulation that Copenhaver Construction willingly signed a letter of understanding to not bid on any Village of Buffalo Grove work until April 30, 2018 as a penalty. The lowest, responsive and responsible bid was in the amount of $228,000.00 from R.A. Mancini, Inc. The contract stipulates a $10,000.00 contingency for Village use with this project making the proposed contract sum $238,000. Attached is a copy of the Tabulation of Bids for the program indicating the bid results described above. Staff concurs with the review and recommendation by Gewalt Hamilton Associates, Inc., and further recommends that the Village Board award the contract to R. A. Mancini, Inc. because the firm is the lowest responsive and responsible bidder for the work proposed. Packet Pg. 139 »f E § / �\ E /\- 2 { df \ } \ \ \\ »$« _ `C \ k kG ) / ! £ \ \® o § §\3 k \�� 3 )( Lu75 / \ 3/ {\ )00 � >\ \� \\ - f$ u & ; E ( ) « z ! ® ~ �( / \ ® ) E [# _ %\ \� \ -- j \ § E ( CL J � 2 § 0 U- 0 a � § � c � Packet Pg. 14 February 7, 2017 Mr. Darren Monico, PE Village Engineer Village of Buffalo Grove 51 Raupp Blvd Buffalo Grove, IL 60089 Re: Linden Avenue Force Main Replacement Bid Recommendation Dear Mr. Monico: � A f CONSULTING ENGINEERS 625 Forest Edge Drive, Vernott. Hills, IL 60061 TEI, 847.478.9700 K FAx 847.478.9701 www.gha-engineers.com On Thursday February 2, 2017, nine bids were received for the Linden Avenue Force Main Replacement Project. The bids ranged from $170,775.00 to $529,900.00. The apparent low bidder was Copenhaver Construction of Gilbert, IL with a bid of $170,775.00. The Engineers Opinion of Probable Cost for the project was $357,728.00. Enclosed for your use is a bid summary of the bidders along with the engineer's opinion of probable cost. Shortly after the bid opening we were contacted by Copenhaver Construction. They requested that their bid be withdrawn due to an error on their part in missing the scope of work included on sheet five of the engineering plans. Given their request and alleged mistake, we do not believe that Copenhaver Construction is the lowest responsible and responsive bidder. We also reviewed the bid proposal from the second lowest bidder, RA Mancini of Lakemoor, IL, and find it satisfactory. We therefore recommend that RA Mancini, the lowest responsible and responsive bidder, be awarded the Linden Avenue Force Main Replacement Project in the amount of $238,000.00. Thank you for the opportunity to work with the Village. If we can be of further assistance please do not hesitate to contact us. Sincerely, GEWALT HAMILTON ASSOCIATES, INC. Leo X. Morand, P.E. Associate / Senior Engineer Encl.: Bid Summary 4798.017 Bid Recommendation 2-7-47 Packet Pg. 141 Action Item : Award of Bid for 2017 Water Main Improvements ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: The 2017 Water Main Improvement Project was bid on February 2nd, 2017 and the lowest, qualified bid was Patnick Construction, Inc. Staff recommends approval of the contract to Patnick Construction, Inc. In the amount of $189,061.95. ATTACHMENTS: • Patnick Bid Award Memo (DOCX) • 4798.021 Bid Recommendation 2-7-17(PDF) • 4798.021 Bid Tabulation (PDF) Trustee Liaison Stein Monday, February 27, 2017 Staff Contact Kyle Johnson, Engineering Updated: 2/23/2017 4:32 PM Page 1 Packet Pg. 142 11.C.a j ...AGE OF TO: DANE C. BRAGG, VILLAGE MANAGER FROM: DARREN MONICO, VILLAGE ENGINEER SUBJECT: 2017 WATER MAIN IMPROVEMENT PROJECT AWARD OF BID DATE: FEBRUARY 3, 2017 CC: MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS 11 The 2017 Water Main Improvement Project was advertised for bids and opened on February 2nd 2017. The lowest, qualified bid was in the amount of $180,059.00 from Patnick Construction, Inc. The project includes water main replacement and restoration efforts on Mohawk Ct. Attached is a copy of the Tabulation of Bids for the program indicating the lowest, qualified bid of $180,059.00 by Patnick Construction, Inc. Staff concurs with the review and recommendation by Gewalt Hamilton Associates, Inc., and further recommends that the Village Board award the contract to Patnick Construction, Inc. because the firm is the lowest qualified bidder for the work proposed. Due to the size and scope of the project, staff recommends a contingency fund be created and controlled by the Village in the amount of $9,002.95 (5.0% of the project cost). As bids came in below the engineers estimate Engineering staff will consult with the Village Manager prior to exceeding the low bid price of $189,061.95 due to the economic climate of the State of Illinois. Packet Pg. 143 February 7, 2017 Mr. Darren Monico, PE Village Engineer Village of Buffalo Grove 51 Raupp Blvd Buffalo Grove, IL 60089 Re: 2017 Water Main Improvements Bid Recommendation Dear Mr. Monico: � A f CONSULTING ENGINEERS 625 Forest Edge Drive, Vernon. Hills, IL 60061 TEI, 847.478.9700 K FAx 847.478.9701 www.gha-engineers.corn On Thursday February 2, 2017, fifteen bids were received for the 2017 Water Main Improvements Project. The bids ranged from $180,059.00 to $282,245.00. The apparent low bidder was Patnick Construction of Franklin Park, IL with a bid of $180,059.00. The Engineers Opinion of Probable Cost for the project was $258,260.00. Enclosed for your use is a bid summary of the bidders along with the engineer's opinion of probable cost. We have reviewed the bid proposal from Patnick Construction and find it satisfactory. We therefore recommend that Patnick Construction be awarded the 2017 Water Main Improvements Project. Thank you for the opportunity to work with the Village. If we can be of further assistance please do not hesitate to contact us. Sincerely, GEWALT HAMILTON ASSOCIATES, INC. Leo X. Morand, P.E. Associate / Senior Engineer Encl.: Bid Summary 4798.021 Bid Recommendation 2-6-17 Packet Pg. 144 o N Z .o f I I I I I a Packet Pg. 145 11.c.c I I I I . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Packet Pg. 146 Action Item : Authorization to Procure Architectural Services ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. Staff requests authorization to execute an agreement with Wold Architects and Engineers for Architectural Services, pending final review and approval of the agreement by the Village Attorney. This is a one year agreement with four possible one year extensions. ATTACHMENTS: • Memo - Arch Services 2017 (DOCX) • Arch Scoring (PDF) • SoP Wold - Exhibit A (PDF) Trustee Liaison Stein Monday, February 27, 2017 Staff Contact Brett Robinson, Finance Updated: 2/23/2017 4:33 PM Page 1 Packet Pg. 147 11.D.a 1,1 F �13UFFALO GROVE DATE: February 21, 2017 TO: Dane Bragg, Village Manager FROM: Brett Robinson, Purchasing Manager RE: Architectural Services Background Information Is On December 1, 2016 staff published a request for proposals seeking architects to help design, specify, and provide documentation for the bidding of projects related to facility improvements and repairs ("Architectural Services") Staff received proposals from a total of eleven architectural firms, unfortunately two of the firms did not supply all of the required documentation or did so improperly. A RFP evaluation team made up of members from the Office of the Village Manager, Fire, Police and Public Works departments, evaluated the remaining nine firms submissions. After evaluations were completed, staff opened the pricing from each of the competing firms and compiled the attached Response Evaluation matrix and summary shown below. Three finalists: BKV Group, FGM Architects, and Wold Architects and Engineers were selected to provide a presentation to staff. RFP Review Summary Aptus Baily Edward BKV Group FGM Architects Hezner JTS Architects Prairie Forge Group Robert Juris & Assoc. Wold RFP review Review w/cost 50.50 70.50 50.00 70.00 47.67 72.67 47.67 72.67 sz.v After the presentations by the three selected firms, staff's strong preference and recommendation was to negotiate a contract with Wold Architects and Engineers. Costs have been provided for known projects at the time of release of the RFP back in December of last year. Two new projects have been brought to the attention of staff, the first being the replacement of the HVAC unit at Public Works with multiple units the second being a Facility Planning/Space Needs Analysis report. Both of these projects would seem to be well suited to be performed by Wold. Page 1 of 2 Packet Pg. 148 11.D.a As shown in the attached Schedule of Prices the pricing set forth in the agreement is a fixed fee model. Even with the addition of two more projects staff does not expect the costs of the agreement to exceed $100,000 in Fiscal Year 2017. As a reminder, Architectural Services are a listed professional service in Section 2.08.40 of the Buffalo Grove Municipal Code. Recommendation Staff requests authorization to execute an agreement with Wold Architects and Engineers for Architectural Services, pending final review and approval of the agreement by the Village Attorney. This is a one year agreement with four possible one year extensions. Page 2 of 2 Packet Pg. 149 C O f0 7 W N C O Q cc d K N U N f6 u U N :! 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(.1Jwdtfl.e (.A` P rk (. r,s 11.D.c ........................................................................................................................................................................................................................................ NO. � IIII fixed AIpproadhi Wold provides a comprehensive package of professional design and management services for each of our clients. All engineering and consultant services are included in our basic fee. We do not deliver our services a la carte, nor do we "nickel and dime" our clients for assistance calls. These fees are the same for all of our clients/ We look at each business relationship as long term and therefore strive to earn our commissions through sustained performance and client satisfaction. Wold proposes fixed rates to all our clients based on the type of project. Our fees are established at the beginning of the design process and are based on the construction budget for each project. Wold believes that fixes fees provide the client with maximum services without surprises. Our public sector clients are accustomed to working with fixed budgets, and so are we. This fixed fee would include all consultant and Wold costs, except reinbursables. We provied fixed fees to our clients based on the following: Project Cost < $100,000 $100,000 - 500,000 $500,000 - $2,000,000 > $2,000,000 > $10,000,001 Type of Work New Construction, Renovations and New Renovations New Renovations New Renovations New Renov, an Additions Construction and Additions Construction and Additions Construction and Additions Construction Addit Negotiated Fixed Fee % of Cost Based on 6.5% 8.5% 6.25% 8.0% 6.0% 7.75% 6.0% 7.5 Anticipated Scope Negotiated fixed fees not to exceed 6.5% for new construction, and 8.5% for renovations and additions. IIII iiir h,i bs, IIII IIII aiir ,s afri SrnlllIIIII irojecllsl Some project assignments may not fit into the proposed schedule of fixed fees based on estimated construction cost. For these types of projects, Wold still prefers to work within a fixed fee agreement. Based on input from the client, Wold will develop a fixed fee proposal based on the estimated effort (meetings, staff time, deliverables, etc.) and present it to the client for approval. Our goal is to make sure there are no surprises for our clients. We will work within the agreed upon fee, and will not "nickel and dime" you for additional services. Illf iuroj ( DtIllf iir ° II ri IIby IiG'I ci For a typical design project, Wold utilizes the following breakdown of the overall fixed fees by phase.Wold will invoice based on progress to date. If a project is suspended or canceled prior to completion, Wold will only request payment up to the current status of the project. Project Phase % Total Fixed Fee Schematic Design 15% Design Development 20% Contract Documents 40% Bidding/Negotiations 5% Construction Administration 20% Packet Pg. 155 11.D.c MEMORANDUM To: Brett Robinson From: Roger Schroepfer I RS Date: February 22, 2017 Comm. No: 9999 Subject: Buffalo Grove Architectural Services Explanation of Fee Proposals a) As discussed at our meeting on February 6, 2017, the following is an explanation of how Wold used in our standard fixed fee approach (as described in our Schedule of Prices) to "back into" the fees we ,70 proposed for the projects identified in the RFP. a� Project A: Combined Area Fire Training (CAFT) Building Replacement Q 3,900 SF Estimated Building Square -Footage 04 x $ 183/SF Estimated Construction Cost Per Square -Foot (excl. site development) 00 $ 714,400 Estimated Construction Cost x 6.25% A/E Fee Percentage (New Construction) Q $ 44,650 A/E Fixed Fee s x w Project B: Police Headquarters Jail Interlock 0 16 Approximate Number of Doors to be Controlled a x $ 8,272/ea Estimated Budget per Door for Security Upgrades (incl. head -end equip.) i° $ 132,350 Estimated Construction Cost x 8.5% A/E Fee Percentage (Renovation) E $ 11,250 A/E Fixed Fee U �a Project C: Buffalo Grove Fire Station 26 Administrative Remodeling Q 1,500 SF Estimated Square -footage of Area to be Remodeled x $ 87/SF Estimated Construction Cost Per Square -Foot $ 129,900 Estimated Construction Cost x 8.5% A/E Fee Percentage (Renovation) $ 11,040 A/E Fixed Fee Wold Architects and Engineers 1.10 North Brockway Street, Suite 220 Palatine, 1:L 60067 woldae.com 1 847 241 6100 PLANNERS ARCHITECTS ENGINEERS Packet Pg. 156 11.D.c MEMORANDUM Page 2 of 2 Project D: Buffalo Grove Fire Station 26 Brick Repair Given the undefined construction scope, Wold's fee proposal for this project was not calculated using our standard fee percentages. As an example of how Wold approaches studies, reports, and other atypical project assignments, we have proposed a fixed fee of $4,400 based on an estimate of the effort that will be involved to investigate the existing conditions, development and review solutions with the Village, and prepare a small bid package for the anticipated masonry repairs. We are thankful for the opportunity to present this explanation of our fees, and we are extremely excited for the opportunity to partner with the Village of Buffalo Grove. Please feel free to contact me with any questions. cc: Matt Bickel, Wold JB/Promo/CI_BuffaloGrove/crsp/feb17 Packet Pg. 157 Action Item : Award of Bid Golfview Lift Station Reconstruction ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. As noted in the attached memo from Ciorba Group, after a review of all bid submittals, Bolder Contractors was determined to be the lowest responsible bidder. Staff recommends that the Village Board award the bid for Golfview Lift Station Reconstruction to the lowest and responsive and responsible bidder, Bolder Contractors, in an amount not to exceed $818,100.31, pending final review and approval of the contract documents by the Village Attorney. This project is included in the 2017 Capital Improvement Program and will be paid from the Water and Sewerage Fund. ATTACHMENTS: • 2017-02-10 Golfview Bid Evalutation (PDF) • BIDTAB Golfview LS (PDF) Trustee Liaison Staff Contact Stein Brett Robinson, Finance Monday, February 27, 2017 Updated: 2/23/2017 4:46 PM Page 1 Packet Pg. 158 CIORBA GROUP Consulting Engineers 5507 N. Cumberland Avenue, Chicago, Illinois 60656-1471 IN Tel 773.775.4009 10 Fax 773.775.4014 10 www.ciorba.com February 10, 2017 Mr. Michael K ••- NaL4iytj lirecttr 0 ?11YA)Ii&4`if#rks Village of Buffalo Grove 51 •• Boulevard Buffalo Grove, Illinois 60089 The Village received bids until 10:00 a.m. on Tuesday, February 7 th for the Golfview Lift Station Reconstruction Project. Five (5) bids were received for the project and publically opened and read aloud. All Bidders included acknowledgement of Addendum No. 1, 5% Bid Bond, Affidavit of Non -Collusion, and Bidder Certifications and are deemed to be responsive. The apparent low bidder is Bolder Contractors, with a bid amount of $818,100.31 (see bid summary below), Bidder Total Bid Price Bolder Contractors $818,100.31 Martarn Construction $827,131.31 Marc Kresmery $839,970.31 Berger Excavating $896,246.31 Kovilic Construction $1,139,004.31 Ciorba Group contacted the Villages of Hoffman Estates and Deerfield to discuss similar projects completed by Bolder Contractors. Ciorba Group is also providing construction inspection for the Village of Schaumburg on two lift stations of similar scope, being completed by Bolder Contractors. Based on our review, we find Bolder Contractors to be the lowest responsible bidder. Bolder Contractors bid was found to be 6% higher than the engineer's estimate of $771,019.31. An analysis of the bid found the primary difference to be in the civil works items (earthwork, concrete work, soil retention). Post -bid inquiries were made to local suppliers of pre -cast concrete items. Pricing, compared to supplier quotes prepared during the design in 2016, were found to be 15 - 20% higher, citing recent increases in the cost of steel and concrete. Bid pricing was also discussed with the low bidder, Bolder Contractors. Excavation considerations of the wet well, including proximity to the road, water table, and sand seam at the bottom of the excavation, contributed to a higher estimate of construction effort, which is reflected in the bid results. The spread of the base bid cost of the three lowest bidders was a minimal I Packet Pg. 159 1 Mr. Michael K. Skibbe Village of Buffalo Grove Page 2 $20,000. Similar bidding patterns were observed with the second two lowest bids as with the Bolder Cottors �)id. For these reasons, Ciorba Group recommends that the Village award the Golfview Lift Station Reconstruction to Bolder Contractors, 316 Cary Point Drive, Cary, IL, in the amount of $818,100.31. Please contact us with any comments or questions. Sincerely, CIORBA GROUP, INC. LukZeA. Mattson, P.E. Municipal Project Manager V-9 CIORBA GROUP Consulting Engineei's I Packet Pg. 160 w (o|,� q uo oUugm)S m]ee|mRO @e 10 pem¥:680 S]mmA110e 8 l � k � f S !!7 . a a � CIL / 0 \ \ \ 0E 9 E \ \ § \) / 3 j } } / [ : Fiala ]uemLloe n¥ F�—� a \ a