2017-07-17 - 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 - Jun 19, 2017 7:30 PM
3. Approval of Warrant
A. Approval of Warrant #1278 (Trustee Johnson) (Staff Contact: Scott Anderson)
4. Village President's Report
5. Village Manager's Report
A. Oath of Office for Firefighter/Paramedics Cody Kruse and Gary Steadman (Trustee
Ottenheimer) (Staff Contact: Mike Baker)
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-2017-23 Resolution Relating to the Semi -Annual Review of Closed Session Minutes
(Clerk Sirabian) (Staff Contact: Julie Kamka)
SUMMARY: The Corporate Authorities have determined that the following set of closed
session minutes no longer require confidential treatment and are available for public
inspection.
B. Award of Contract Office Supplies (Trustee Johnson) (Staff Contact: Brett Robinson)
SUMMARY: Staff recommends the Village Board authorize the Village manager to
execute an agreement with Logsdon Office Supply (Logsdon Stationers, Inc.) for office
supplies. This contract is a one year contract with four possible one year extensions.
Staff will monitor the vendor's service levels and make a recommendation to the board as
to whether or not the contract should be extended for subsequent years.
C. Tree Planting Contract Change Order (Trustee Stein) (Staff Contact: Brett Robinson)
SUMMARY: Staff recommends the Village Board approve a $41,190.40 reduction in the
total contract amount, pending the Village Manager's determination that the change is in
the best interest of the Village of Buffalo Grove.
D. ComEd Improvements Pumpstation # 7 Project Change Order (Trustee Stein) (Staff
Contact: Brett Robinson)
SUMMARY: Staff recommends that the Village Board approve a change order for the
ComEd Improvements Pumpstation # 7 project pending the Village Manager's
determination that the change is in the best interest of the Village of Buffalo Grove, as
detailed in the attached memos. This change order reflects the addition of 100 calendar
days to the schedule for the reasons noted in the attached memo from AECOM.
E. Approve Plat of Easement (Trustee Stein) (Staff Contact: Darren Monico)
SUMMARY: The developer of the proposed Goddard School on Barclay Boulevard is
providing an easement for utilities.
F. Sidewalk Replacement Project Change Order (Trustee Stein) (Staff Contact: Darren
Monico)
SUMMARY: Staff recommends that the Village Board approve a change order for the
Sidewalk Program to replace 2,700 square feet of sidewalk as a result of a large water
main break along Buffalo Grove Road, pending the Village Manager's determination that
the change is in the best interest of the Village of Buffalo Grove, as detailed in the
attached memo.
G. Authorization to Seek Proposals for Computer Aided Dispatch Software (Trustee
Ottenheimer) (Staff Contact: Brett Robinson)
SUMMARY: Staff recommends taking part in a joint RFP through the North West Central
Dispatch agency to procure a computer aided dispatch (CAD) software package. This
software will be used by all Northwest Central Dispatch communities. The current CAD
software has not kept pace with the available services that other companies offer and has
become problematic as the service volume of the member communities of Northwest
Central Dispatch is exceeding the capacity of the software and the vendor. The software
does not have a records keeping function which is considered an important component of
emergency record keeping.
H. Authorization to Waive Bids and Seek Proposals for Golf Cart Leasing Services (Trustee
Johnson) (Staff Contact: Brett Robinson)
SUMMARY: Staff seeks authorization to waive bids and seek proposals for golf cart
leasing services. Staff is recommending a request for proposal method of procurement
for this service as the quality of cart and level of service is a key component in the final
selection of a provider for this service.
9. Ordinances and Resolutions
A. 0-2017-24 An Ordinance Amending Chapter 10 of the Village of Buffalo Grove
Municipal Code (Trustee Berman) (Staff Contact: Darren Monico)
10. Unfinished Business
11. New Business
A. Waiver of Bid for Surface Supplied Air System (Trustee Ottenheimer) (Staff Contact:
Brett Robinson)
B. Authorization to Seek Proposals for Website Design and Hosting Services (Trustee
Weidenfeld) (Staff Contact: Brett Robinson)
C. Cartegraph Software Agreement (Trustee Weidenfeld) (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 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, JUNE 19, 2017
CALL TO ORDER
President Sussman called the meeting to order at 7:31 P.M. Those present stood and pledged allegiance to
the Flag, as Eagle Scouts from Troops 140, 79 and 100 presented the Colors.
ROLL CALL
Roll call indicated the following present: President Sussman; Trustees Berman, Trilling, Stein,
Ottenheimer, and Johnson. Trustee Weidenfeld was absent. N
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Also present were: Dane Bragg, Village Manager; William Raysa, Village Attorney; Jennifer Maltas,
Deputy Village Manager; Scott Anderson, Director of Finance; Andrew Brown, Deputy Finance Director;
Art Malinowski, Director of Human Resources; Brett Robinson, Director of Purchasing; Christopher 0
Stilling, Director of Community Development; Mike Reynolds, Director of Public Works; Darren Monico, j
Village Engineer; Geoff Tollefson, Director of Golf Operations; Police Chief Casstevens; and Fire Chief o
Baker. a
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APPROVAL OF MINUTES
Moved by Berman, seconded by Ottenheimer, to approve the minutes of the May 15, 2017 Regular
Meeting. Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 — Weidenfeld
Motion declared carried.
Moved by Berman, seconded by Johnson, to approve the minutes of the June 5, 2017 Committee of the
Whole Meeting. Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 — Weidenfeld
Motion declared carried.
WARRANT #1277
Mr. Anderson read Warrant #1277. Moved by Bennan, seconded by Johnson, to approve Warrant #1277 in
the amount of $6,331,660.77, authorizing payment of bills listed. Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSTAIN: 1 — Weidenfeld
Motion declared carried.
VILLAGE PRESIDENT'S REPORT
President Sussman congratulated Trustee Berman on being chosen to become the next President of the
Lake County Bar Foundation.
Packet Pg. 4
2.A
Trustee Berman read a Commendation to Trustee Steven Trilling for his dedicated service to the citizens
of the Village of Buffo Grove, and extending sincere well wishes to Trustee Trilling and his family for the
future. Trustee Berman also noted that Trustee Trilling has served as a Trustee for the past 15 years with
class, distinction and honor and will be missed by all.
Trustee Trilling noted that his service to the Village has been very rewarding and encouraged all residents
to become involved in the community.
President Sussman recognized and introduced several Eagle Scouts representing Boy Scouts of America
who are present tonight. Each of the Scouts then briefly described their individual Eagle Scout project.
Trustee Stein commented on the Eagle Scout program.
VILLAGE MANAGER'S REPORT
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Paulette Greenberg provided an update on both Buffalo Grove Days and the Buffalo Grove Farmer's 3
Market.
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REPORTS FROM TRUSTEES O
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There were no Trustee Reports. o
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CONSENT AGENDA Q
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
of the items on the Consent Agenda.
Ordinance No. 2017-27 — 303 Gardenia Drive
Motion to pass Ordinance No. 2017-27, approving a Special Use for a Child day Care Home at 303
Gardenia Drive.
Resolution No. 2017-21— Just Compensation Award
Motion to pass Resolution No. 2017-21, approving Disclaimer of Interest in Just Compensation Award.
Approval of Resolution Disclaimer of Interest in Just Compensation Award in the case of IDOT v. DREF
Grove LLC, Village of Buffalo Grove, by reason of Document No. 246007, et al., Case No. 17 ED 12.
Resolution No. 2017-22 — NCH Paramedic Agreement
Motion to pass Resolution No. 2017-22, Northwest Community Hospital Paramedic Preceptor Agreement.
The Buffalo Grove Fire Department has been a paramedic preceptor provider with Northwest Community
Hospital. Being a paramedic preceptor organization allows paramedic students to ride along and gain
valuable experience in medical assessment and intervention.
Motion to recognize Senior Celebration Day.
Proclamation — Senior Celebration Day
Bike Path/Parking Lot
Motion to approve Bike Path and Parking Lot Change Order. Staff recommends that the Village Board
approve a passthrough change order for the Bike Path and Parking Lot project in the amount of $20,000.00
pending the Village Manager's determination that the change is in the best interest of the Village of Buffalo
Grove.
Packet Pg. 5
2.A
Plan Review/Inspection Services
Motion to authorize staff to seek proposals for Plan Review and Inspection Services. The Community
Development Department is seeking to have supplemental services in place to maintain continuity of
service in the case of long term illness or other unforeseen staffing shortages.
Tree Removal Services
Motion to authorize bid for Tree Removal Services. Staff recommends taking part in a joint bid through
the Municipal Partners Initiative (MPI) for Tree Removal Services for a small number of elm trees and for
emergency removals.
Replacement Vehicle
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Motion to authorize purchase of a Replacement Vehicle through the Suburban Purchasing Cooperative in 3
an amount not to exceed $32,508.00. This vehicle will be funded through the vehicle reserve.
E-Citation Proposal O
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Motion to approve E-Citation Proposal. The Police Department is requesting approval to purchase a
software and printing equipment, pending final review and approval of the software agreement by the a
Village Attorney, for an electronic citation program for traffic related offenses that are processed through Q
the Lake County Clerk's office. 2
Moved by Ottenheimer, seconded by Berman, to approve the Consent Agenda. Upon roll call, Trustees
voted as follows on the Consent Agenda:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 - Weidenfeld
Motion declared carried.
ORDINANCE NO. 2017-25 — 350 McHENRY Road
Moved by Stein, seconded by Johnson, to pass Ordinance No. 2017-25, variations to the Sign Code for
Multiple Wall Signs for Bowlero at 350 McHenry Road, in accordance with information contained in
Board packets.
Mr. Stilling reviewed the proposed ordinance, details of which are contained in his memo to the Board of
June 15, 2017.
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 - Weidenfeld
Motion declared carried.
ORDINANCE NO. 2017-26 —1050 BARCLAY BOULEVARD
Moved by Stein, seconded by Johnson, to pass Ordinance No. 2017-26, approving a Special Use with
Variations to the Sign Code for a Childcare Center at 1050 Barclay Boulevard, in accordance with
materials contained in Board packets.
Mr. Stilling reviewed the proposed ordinance, details of which are contained in his memo to the Board of
June 15, 2017.
Packet Pg. 6
2.A
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 - Weidenfeld
Motion declared carried.
ORDINANCE NO.2017-28 — FEES
Moved by Trilling, seconded by Berman, to pass Ordinance No. 2017-28, Emergency Medical Service and
Transnortation Fees.
Chief Baker reviewed the proposed ordinance, details of which are contained in his memo to the Board of y
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June 7, 2017. Chief Baker confirmed that there is never an out of pocket cost to Buffalo Grove residents. 3
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Upon roll call, Trustees voted as follows:
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AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson >
NAYS: 0 — None o
ABSENT: 1 - Weidenfeld a
Motion declared carried. Q
RESOLUTION NO.2017-20 — BUFFALO GROVE DAYS
Moved by Johnson, seconded by Trilling, to pass Resolution No. 2017-20, approving an Agreement with
the Chamber of Commerce for Buffalo Grove Days 2017.
Ms. Maltas reviewed the proposed agreement. Ms. Maltas confirmed that there would be a Chamber
member on site and available during the times that the food tent is open.
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 - Weidenfeld
Motion declared carried.
GODDARD SCHOOL
Moved by Trilling, seconded by Berman, to approve the Goddard School Development Improvement
Agreement near the southwest corner of Busch Parkway and Barclay Boulevard.
Mr. Monico reviewed the agreement, details of which are contained in his memo of June 8, 2017 to Mr.
Bragg. Mr. Raysa confirmed that he has approved the agreement.
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 - Weidenfeld
Motion declared carried.
SHOREWOOD
Packet Pg. 7
2.A
Moved by Trilling, seconded by Johnson, to approve the Shorewood Development Improvement
Agreement subject to Village Attorney review and final engineering plan.
Mr. Monico reviewed the agreement, details of which are contained in his memo of June 8, 2017 to Mr.
Bragg.
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 - Weidenfeld
Motion declared carried.
MILWAUKEE/DEERFIELD
Moved by Trilling, seconded by Berman, to approve and accept the Plat of Subdivision for the 25 acre
property at the northwest and southwest comers of Milwaukee Avenue and Deerfield Parkway.
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Mr. Stilling reviewed the agreement, details of which are contained in his June 15, 2017 memo to the
Board.
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Ti ustees Trilling and Berman amended the motion to make it subject to the approval of the Village Q
Attorney and the Village Engineer.
Mr. Stilling confirmed that, other than changes that may be required by IDOT and Lake County, the
documents are acceptable to the Village Attorney and the Village Engineer.
Upon roll call, Trustees voted as follows on the amended motion:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 - Weidenfeld
Motion declared carried.
SIGN EQUIPMENT
Moved by Stein, seconded by Ottenheimer, to approve waiver of bid and authorization to negotiate
purchase of Sign Equipment for the Public Works Street Section in an amount not to exceed $45,920.00
and in accordance with materials contained in Board packets.
Mr. Reynolds reviewed the proposal, details of which are contained in his June 15, 2017 memo to the
Board.
Trustee Berman thanked Mr. Reynolds and staff for the comprehensive memo detailing the rationale as to
why the bid waiver is requested, and also the economic benefit breakdown of the purchase.
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 - Weidenfeld
Motion declared carried.
SNOW PLOW TRUCKS
Packet Pg. 8
2.A
Moved by Stein, seconded by Johnson, to approve waiver of bid for the purpose of upgrading snow plow
trucks in an amount not to exceed $30,900.00 and in accordance with materials contained in Board packets.
Mr. Reynolds reviewed the proposal, details of which are contained in the May 25, 2017 memo to him.
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 - Weidenfeld
Motion declared carried.
STREAM BANK STABILIZATION
Moved by Trilling, seconded by Ottenheimer, to approve a Grant Agreement with IL EPA for Stream Bank
Stabilization Work in the Buffalo Grove Nature Preserve.
Mr. Monico reviewed the proposal, details of which are contained in his May 31, 2017 memo to the Board.
Upon roll call, Trustees voted as follows:
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 - Weidenfeld
Motion declared carried.
MANHARD CONSULTING
Moved by Trilling, seconded by Berman, to approve the Manhard Consulting Ltd. Design contract for the
Buffalo Creek Nature Preserve Stream Bank Stabilization Project pursuant to the proposed Federal 319
Grant.
Trustee Johnson recused herself from discussion due to the fact that she has a family member working for
Manhard Consulting.
Mr. Monico reviewed the proposal, details of which are contained in his May 31, 2017 memo to Mr. Bragg.
Upon roll call, Trustees voted as follows:
AYES:
4 — Berman, Trilling, Stein, Ottenheimer
NAYS:
0 — None
RECUSED:
1— Johnson
ABSENT:
1 - Weidenfeld
Motion declared carried.
SERVER ROOM HVAC
Moved by Ottenheimer, seconded by Johnson, to approve bid waiver and authorization for staff to execute
an agreement for installation of a replacement IT Server Room HVAC Unit, pending final review and
approval of the contract by the Village Attorney.
Mr. Robinson reviewed the proposal, details of which are contained in the June 16, 2017 memo to Mr.
Bragg.
Upon roll call, Trustees voted as follows:
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2.A
AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson
NAYS: 0 — None
ABSENT: 1 - Weidenfeld
Motion declared carried.
UESTIONS 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 requests
EXECUTIVE MEETING
Moved by Stein, seconded by Berman, to move to Executive Meeting to discuss Section 2(C)(21) of the
Illinois Open Meetings Act: Discussion of Minutes of Meetings Lawfully Closed Under This Act, Whether
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for Purposes of Approval by the Body of the Minutes or Semi -Annual Review of the Minutes as Mandated
by Section 2.06, and 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 0
of the Public Body or Against Legal Counsel for the Public Body to Determine Its Validity. Upon roll call, j
Trustees voted as follows: o
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AYES: 5 — Berman, Trilling, Stein, Ottenheimer, Johnson Q
NAYS: 0 — None 2
ABSENT: 1 - Weidenfeld a
Motion declared carried. M
The Board moved to Executive Meeting from 8:27 P.M. to 9:34 P.M.
ADJOURNMENT
Moved by Johnson, seconded by Stein, to adjourn the meeting. Upon voice vote, the motion was
unanimously declared carried. The meeting was adjourned at 9:37 P.M.
Janet M. Sirabian, Village Clerk
APPROVED BY ME THIS 17t" DAY OF July 2017
Village President
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3.A
Action Item : Approval of Warrant #1278
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
Staff recommends approval of Warrant #1278 which totals $3,144,893.83.
ATTACHMENTS:
• W#1278 SUMMARY (PDF)
Trustee Liaison
Johnson
Monday, July 17, 2017
Staff Contact
Scott Anderson, Finance
Updated: 7/13/2017 9:06 AM
Page 1
Packet Pg. 11
3.A.a
VILLAGE OF BUFFALO GROVE WARRANT #1278
17-Jul-17
General Fund:
601,691.49
Parking Lot Fund:
0.00
Motor Fuel Tax Fund:
0.00
Debt Service Fund:
0.00
School & Park Donations
0.00
Capital Projects -Facilities:
55,829.08
Capital Projects -Streets:
853,653.48
Health Insurance Fund:
0.00
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Facilities Development Debt Service Fund:
0.00
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Retiree Health Savings (RHS):
0.00
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Water Fund:
333,006.55
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Buffalo Grove Golf Fund:
70,475.65
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Arboretum Golf Fund:
96,481.24
Refuse Service Fund:
58,634.71
00
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Information Technology Internal Service Fund:
81,756.92
Central Garage Internal Service Fund:
30,999.85
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Building Maintenance Internal Service Fund:
30,096.16
2,212,625.13
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PAYROLL PERIOD ENDING 06/29/17
932,268.70
932,268.70
TOTAL WARRANT #1278 3,144,893.83
APPROVED FOR PAYMENT BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF BUFFALO GROVE, ILLINOIS
Village Clerk
Village President
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5.A
Information Item : Oath of Office for Firefighter/Paramedics Cody
Kruse and Gary Steadman
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends presentation.
Cody Kruse and Gary Steadman will take the oath of office as a Firefighter/Paramedic with the Buffalo
Grove Fire Department.
Trustee Liaison
Ottenheimer
Monday, July 17, 2017
Staff Contact
Mike Baker, Fire
Updated: 7/11/2017 10:54 AM
Page 1
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8.A
Resolution No. R-2017-23 : Resolution Relating to the Semi -Annual
Review of Closed Session Minutes
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: The Corporate Authorities have determined that the following set of closed session minutes
no longer require confidential treatment and are available for public inspection.
ATTACHMENTS:
• RESOLUTION Closed Session 2017 (DOC)
Trustee Liaison
Ms. Sirabian
Monday, July 17, 2017
Staff Contact
Julie Kamka, Community Development
Updated: 6/12/2017 1:18 PM
Page 1
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8.A.a
RESOLUTION No. 2017-
Resolution Relating to the Semi -Annual Review of Closed Session Minutes
BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS,
pursuant to Section 2.06 of the Open Meetings Act:
SECTION ONE: The Corporate Authorities of the Village determine that the following sets of
closed session minutes of the Corporate Authorities no longer require confidential treatment and
are available for public inspection:
Augustly, 2016
October 13, 2016
January 13, 2017
March 20, 2017
September 19, 2016
January 9, 2017
March 06, 2017
SECTION TWO: The Corporate Authorities of the Village determine that the need for
confidentiality still exists as to all closed session minutes not listed in Section One above or not
previously released, and the same shall not be released for public inspection.
SECTION THREE: This Resolution shall be in full force and effect from and after its passage
and approval.
AYES:
NAYS:
ABSENT:
PASSED AND APPROVED this day of , 2017
ATTEST:
Village Clerk
Village President
1
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8.B
Action Item : Award of Contract Office Supplies
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: Staff recommends the Village Board authorize the Village manager to execute an agreement
with Logsdon Office Supply (Logsdon Stationers, Inc.) for office supplies. This contract is a one year
contract with four possible one year extensions. Staff will monitor the vendor's service levels and make a
recommendation to the board as to whether or not the contract should be extended for subsequent years.
ATTACHMENTS:
• OS Memo (DOCX)
• Office Supply Scoring (PDF)
Trustee Liaison
Johnson
Monday, July 17, 2017
Staff Contact
Brett Robinson, Finance
Updated: 7/13/2017 3:47 PM
Page 1
Packet Pg. 16
8.B.a
A1, L AGE )F
MEMORANDUM
DATE: July 13, 2017
TO: Dane Bragg, Village Manager
FROM: Brett Robinson, Purchasing Manager
SUBJECT: Office Supply RFP
Background
Dane, as has been past practice staff sought proposals for office supply services in an effort control
costs. In the past this has been an informal process as the cost each year has been less than the bid
threshold. The estimated spend on office supplies for 2016 was $18,000.
Staff sought to follow a more formal process this year and took into consideration: cost, vendors supply
chain, delivery time, and other special services. After reviewing pricing and interviewing three vendors
staff felt that Logsdon was able to provide the best value to the Village. Logsdon Office Supply, has very
good pricing, next day delivery and will be able to supply the Village with a Vendor Managed Inventory
(VMI).
Based upon the criteria set forth in the RFP, and as shown on the attached rating sheet, Logsdon has
been determined by staff to be the best value for this service for the Village of Buffalo Grove.
The VMI sets forth minimum and maximum order quantities that the Logsdon is responsible for
maintaining at each facility. This type of program will significantly reduce the amount of staff time
required to inventory and order items. In addition the VMI should also reduce under and over stocking of
items which reduces the need for "emergency" purchases when items run out and should also prevent
items sitting on shelves for long periods unused.
Recommendation
Staff recommends the Village Board authorize the Village Manager to execute an agreement with
Logsdon Office Supply for office supplies. This contract is a one year contract with four possible one year
extensions. Staff will monitor the vendor's service levels and make a recommendation to the board as to
whether or not the contract should be extended for subsequent years.
Packet Pg. 17
8.B.b
Score
Possible Total
Percent of Total
Total Points
Te ra
Customer Service
5.00
15.00
0.33
5.00
5.00
15.00
0.33
5.00
p
0.00
10.00
0.00
0.00
Cost on Selected Items
35.00
40.00
0.88
35.00
Cost on All Other Items
20.00
20.00
1.00
20.00
Tota I
Score
Possible Total
Percent of Total
Total Points
Twist
Customer Service
15.00
15.00
1.00
15.00
15.00
15.00
1.00
15.00
Mlror�ir,
10.00
10.00
1.00
10.00
Cost on Selected Items
35.00
40.00
0.88
35.00
Cost on All Other Items
10.00
20.00
0.50
10.00
Tota I
85.00
Score
Possible Total
Percent of Total
Total Points
Quill
Customer Service
15.00
15.00
1.00
15.00
12.00
15.00
0.80
12.00
p
0.00
10.00
0.00
0.00
Cost on Selected Items
40.00
40.00
1.00
40.00
Cost on All Other Items
20.00
20.00
1.00
20.00
Tota I
87.00
Score
Possible Total
Percent of Total
Total Points
Logsdon
Customer Service
15.00
15.00
1.00
15.00
15.00
15.00
1.00
15.00
MIR"Mir,
10.00
10.00
1.00
10.00
Cost on Selected Items
40.00
40.00
1.00
40.00
Cost on All Other Items
15.00
20.00
0.75
15.00
Tota I
Score
Possible Total
Percent of Total
Total Points
Staples
Customer Service
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8.0
Action Item : Tree Planting Contract Change Order
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: Staff recommends the Village Board approve a $41,190.40 reduction in the total contract
amount, pending the Village Manager's determination that the change is in the best interest of the Village
of Buffalo Grove.
ATTACHMENTS:
• Tree CO (DOCX)
• Tree CO memo (DOCX)
Trustee Liaison
Stein
Monday, July 17, 2017
Staff Contact
Brett Robinson, Finance
Updated: 7/13/2017 3:47 PM
Page 1
Packet Pg. 19
8.C.a
A1, L AGE )F
MEMORANDUM
DATE: July 13, 2017
TO: Dane Bragg, Village Manager
FROM: Brett Robinson, Purchasing Manager
SUBJECT: Tree Planting Contract
Background
As the Village Board is aware, Subsection 9 of Article 33E, Public Contract, of the Illinois Criminal Code
(720 ILCS 5/33E-9) makes it a Class 4 felony to approve a change order for an increase or decrease in
either the cost of a public contract by a total of $10,000 or more or the time of completion by a total of 30
days or more without first obtaining from the Village Board, or from a designee authorized by the Village
Board, a determination in writing that (1) the circumstances said to necessitate the change in
performance were not reasonably foreseeable at the time the contract was signed, or (2) the change is
germane to the original contract as signed, or (3) the change order is in the best interest of the unit of
local government.
Brancato Landscaping, Inc. completed planting the trees scheduled for replacement as part of the
emerald ash borer infestation. Due to a reduction in the overall number of replacements and as the c
watering provision in the contract was not used as extensively as predicted the Village will have a c
deductive change order in the amount of $41,190.40.
O
Recommendation v
d
d
L
Staff is recommending the Village board approve a $41,190.40 reduction in the total contract amount,
pending the Village Manager's determination that the change is in the best interest of the Village of
m
Buffalo Grove. E
Packet Pg. 20
8.C.b
A1, L AGE )F
MEMORANDUM
DATE: July 7, 2017
TO: President Beverly Sussman and Trustees
FROM: Dane Bragg, Village Manager
SUBJECT: Tree Planting Contract
I, Dane Bragg, Village Manager of the Village of Buffalo Grove, pursuant to being authorized as a
designee by the Village Board of the Village of Buffalo Grove and after reviewing the facts presented to
me by staff, as detailed in the memo prepared by staff dated July 6, 2017, do hereby determine that the
deductive change order in the amount of $41,190.40 is in the best interests of the Village of Buffalo
Grove.
Packet Pg. 21
8.D
Action Item : ComEd Improvements Pumpstation # 7 Project
Change Order
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: Staff recommends that the Village Board approve a change order for the ComEd
Improvements Pumpstation # 7 project pending the Village Manager's determination that the change is in
the best interest of the Village of Buffalo Grove, as detailed in the attached memos. This change order
reflects the addition of 100 calendar days to the schedule for the reasons noted in the attached memo
from AECOM.
ATTACHMENTS:
• PS7 CO (DOCX)
• PS7 Change Order 1 (PDF)
• PS7 CO memo (DOCX)
Trustee Liaison
Stein
Monday, July 17, 2017
Staff Contact
Brett Robinson, Finance
Updated: 7/7/2017 11:06 AM
Page 1
Packet Pg. 22
8.D.a
A1, L AGE )F
MEMORANDUM
DATE: July 7, 2017
TO: Dane Bragg, Village Manager
FROM: Brett Robinson, Purchasing Manager
SUBJECT: ComEd Improvements Pumpstation #7 Project
Background
As the Village Board is aware, Subsection 9 of Article 33E, Public Contract, of the Illinois Criminal Code
(720 ILCS 5/33E-9) makes it a Class 4 felony to approve a change order for an increase or decrease in
either the cost of a public contract by a total of $10,000 or more or the time of completion by a total of 30
days or more without first obtaining from the Village Board, or from a designee authorized by the Village
Board, a determination in writing that (1) the circumstances said to necessitate the change in
performance were not reasonably foreseeable at the time the contract was signed, or (2) the change is
germane to the original contract as signed, or (3) the change order is in the best interest of the unit of
local government.
Recommendation
As the cost to the Village is zero dollars and the engineer in charge of the project has determined that the
request for additional time is reasonable, staff recommends that the Village Board approve a change
order requesting 100 additional calendar days for completion of the ComED Improvements Pumpstation
#7 project, pending the Village Manager's determination that the change is in the best interest of the
Village of Buffalo Grove.
7
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Packet Pg. 23
F!W07114,1
July 6, 2017
Mr. Michael K. Skibbe
Deputy Director of Public Works
Village of Buffalo Grove
51 Raupp Boulevard
Buffalo Grove, IL 60089-2198
AECOM
303 E. Wacker Drive
Suite 1400
Chicago, IL 60601
www.aecom.com
Reference: Village of Buffalo Grove, Illinois
Pump Station No. 7 Com Ed Upgrades Project
AECOM Project No. 60341189
Dear Mike:
Enclosed please find Contract Change Order N
your review. The purpose for this change ord
dates to account for permissible project delays
for shop drawing approval and delivery lead
equipment, and the Contractor's coordinating
transformer replacement work.
312 373 0770 tel
312 373 6800 fax
). 1 for the above -referenced project for
=r is to extend the Contract completion
associated with an extended timeframe
time for the automatic transfer switch
and scheduling with ComEd for the
Should you have any questions regarding the above, please do not hesitate to contact
us.
Very truly yours,
AECOM TECHNICAL SERVICES, INC.
Chad R. L14//Ucamp, PE
Associate
Enclosures
I Packet Pg. 24 1
8.D.b
a . 1
Dated July 6, 2017
PROJECT NAME: Village of Buffalo Grove — ComEd Upgrades at Pump Station No. 7
[ORT/,121:10WIS l C932 s
ENGINEER PROJECT NO: 60341189
LOCATION: Pump Station No. 7, Buffalo Grove, Illinois
CONTRACTOR: Pieper Power, Inc.
CONTRACT FOR: ComEd Upgrades at Pump Station No. 7
DESCRIPTION OF CHANGES INVOLVED:
1. Extension to the Contract completion dates.
REASON FOR CHANGE:
This extension to the Contract completion dates accounts for permissible project delays
associated with an extended timeframe for shop drawing approval and delivery lead time for
the automatic transfer switch equipment, and the Contractor's coordinating and scheduling
with ComEd for the transformer replacement work.
III. CHANGE ORDER CONDITIONS:
1. The Contract completion date established in the Original Contract is hereby changed by
an extension of 100 days, making the substantial completion date July, 1, 2017 and the
final completion date July 31, 2017.
2. Any additional work to be performed under this Change Order shall be carried out in
compliance with the specifications included in the preceding Description of Changes
Involved, and under the provisions of the Original Contract, including compliance with the
applicable Specifications for the same type of work.
3. This Change Order, unless otherwise provided herein, does not relieve the Contractor
from strict compliance with the guarantee provisions of the Original Contract, particularly
those pertaining to performance and operation of equipment.
4. The Contractor expressly agrees that he will place under coverage of his Performance
and Payment Bonds and Contractor's insurance all work covered by this Change Order.
The Contractor will furnish to the Owner evidence of increased coverage of his
Performance and Payment Bonds for the accrued value of all Change Orders which
exceeds the Original Contract Price by twenty percent (20%).
The costs established under this Change Order are acknowledged as including any and
all costs associated with the work described herein and including any and all costs
associated with any and all work performed or to be performed by the Contractor which
may be affected in any manner by the work described herein.
CHANGE ORDER NO. 1
Packet Pg. 25
|K ADJUSTMENTS IN AMOUNT OF CONTRACT:
1.
Original Contract Price
2.
Net Addition/Reduction due toall
previous Change Orders
3.
Contract Price not including this
Change Order
4.
Net Addition resulting from
this Change Order
E.
Current Contract Price including this
Changer Order
RECOMMENDED FOR ACCEPTANCE:
ACCEPTED:
$ 249,000.00
$
$ 249,000.00
S249,000.00
OWNER: Village of Buffalo Grove, IL
By
Date
Date
CONTRACTOR: Pieper Power, Inc.
2 CHANGE ORDER
8.D.c
A1, L AGE )F
MEMORANDUM
DATE: July 7, 2017
TO: President Beverly Sussman and Trustees
FROM: Dane Bragg, Village Manager
SUBJECT: ComEd Improvements Pumpstation #7 Project
I, Dane Bragg, Village Manager of the Village of Buffalo Grove, pursuant to being authorized as a
designee by the Village Board of the Village of Buffalo Grove and after reviewing the facts presented to
me by staff, as detailed in the AECom memo dated July 6, 2017, do hereby determine that the change in
the completion date as requested by Pieper Electric is in the best interests of the Village of Buffalo Grove.
Packet Pg. 27
8.E
Action Item : Approve Plat of Easement
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: The developer of the proposed Goddard School on Barclay Boulevard is providing an
easement for utilities.
ATTACHMENTS:
• water main easement plat (PDF)
Trustee Liaison
Stein
Monday, July 17, 2017
Staff Contact
Darren Monico, Public Works
Updated: 7/7/2017 10:20 AM
Page 1
Packet Pg. 28
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8.F
Action Item : Sidewalk Replacement Project Change Order
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: Staff recommends that the Village Board approve a change order for the Sidewalk Program
to replace 2,700 square feet of sidewalk as a result of a large water main break along Buffalo Grove
Road, pending the Village Manager's determination that the change is in the best interest of the Village of
Buffalo Grove, as detailed in the attached memo.
ATTACHMENTS:
• Memo BP 2017 (DOCX)
• Change Order Memo BP 2017 (DOCX)
• Buffalo Grove - Estimate (PDF)
Trustee Liaison
Stein
Monday, July 17, 2017
Staff Contact
Darren Monico, Public Works
Updated: 7/13/2017 3:48 PM
Page 1
Packet Pg. 30
8.F.a
ILA. ,GIE' OF
DATE: July 6, 2017
TO: Dane Bragg, Village Manager
FROM: Darren Monico, Village Engineer
SUBJECT: Sidewalk Replacement Project
Background
The Village Board awarded Globe Construction $211,110 for the Sidewalk Replacement
Project. Due to a large water main break along Buffalo Grove Road, staff proposes to have
the contractor replace approximately 2,500 square feet of 8' wide sidewalk due to the size,
scope and complexity of the repair. State law dictates that a change order of this magnitude
requires the Village to make a determination that the costs are in the best interests of the
Village of Buffalo Grove.
Recommendation
Staff recommends that the Village Board approve a change order for the Sidewalk
Replacement Project in the amount of a $40,000, pending the Village Manager's
determination that the change is in the best interest of the Village of Buffalo Grove.
Page 1 of 1
Packet Pg. 31
8.F.b
ILA. ,GIE' OF
DATE: July 6, 2017
TO: President Beverly Sussman and Trustees
FROM: Dane Bragg, Village Manager
SUBJECT: Sidewalk Replacement Project Change Order
I, Dane Bragg, Village Manager of the Village of Buffalo Grove, pursuant to being authorized
as a designee by the Village Board of the Village of Buffalo Grove and after reviewing the
facts presented to me by staff, as detailed in the Sidewalk Replacement Project Change
Order memo dated July 6, 2017, do hereby determine that the change in cost caused by
extra work as requested by the Buffalo Grove Public Works Department is in the best
interests of the Village of Buffalo Grove.
Page 1 of 1
Packet Pg. 32
8.F.c
1781 Armitage Court
Addison,, 0L 60101
Phone- 630-620-0313
Fax: 630-620-0205
E-rneii: 6obecon true fionInc�c:;�� rnalB.corn
Village of Buffalo Grove
Public Works
51 Raupp BVvd
BLIff to Grove, IL 60089
Date Estimate
7/6/201 7 214
Project
Description ty Rate Total
&dewG:alk, Removal & Replacement perIT square foot w- _ �2,.,700 8,20 �.._.. 22,140,00
(lNULIDES aYV material & concrete pr,arnp)
PLEASE NOTE.
'No "rr atf c ontroa
*No Restoration
Water Main Break Repairs 8ft sidewalk
The above prices and specfficafions are satisfactory and are hereby accepted �ww ,140,00
Signature:___—....__.. _.-_...._ .w.... _...... _...wu_....._._.. Date. _..-w-__....._....__...._ _......,.
Packet Pg. 33
8.G
Action Item : Authorization to Seek Proposals for Computer Aided
Dispatch Software
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: Staff recommends taking part in a joint RFP through the North West Central Dispatch
agency to procure a computer aided dispatch (CAD) software package. This software will be used by all
Northwest Central Dispatch communities. The current CAD software has not kept pace with the available
services that other companies offer and has become problematic as the service volume of the member
communities of Northwest Central Dispatch is exceeding the capacity of the software and the vendor. The
software does not have a records keeping function which is considered an important component of
emergency record keeping.
Trustee Liaison
Ottenheimer
Monday, July 17, 2017
Staff Contact
Brett Robinson, Finance
Updated: 7/13/2017 4:09 PM
Page 1
Packet Pg. 34
8.H
Action Item : Authorization to Waive Bids and Seek Proposals for
Golf Cart Leasing Services
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
SUMMARY: Staff seeks authorization to waive bids and seek proposals for golf cart leasing services.
Staff is recommending a request for proposal method of procurement for this service as the quality of cart
and level of service is a key component in the final selection of a provider for this service.
ATTACHMENTS:
• Golf RFP memo (DOCX)
Trustee Liaison
Johnson
Monday, July 17, 2017
Staff Contact
Brett Robinson, Finance
Updated: 7/7/2017 11:15 AM A
Page 1
Packet Pg. 35
8.H.a
A1, L AGE )F
MEMORANDUM
DATE: July 13, 2017
TO: Dane Bragg, Village Manager
FROM: Brett Robinson, Purchasing Manager
SUBJECT: Golf Cart Leases
Background
The current golf cart leases have been in place since December of 2011. The Village has the opportunity
to terminate each lease without penalty by providing notice to do so prior to October 1, 2017. As the
previous leases were negotiated without competition staff believes that it is in the best interests of the
Village to go through a formal procurement process for this service.
As quality of equipment and level of service are as equally important as cost in selection of a provider of
these services, staff believes the best method for procuring this service would be a formal request for
proposal process.
Recommendation
Staff seeks authorization to waive bids and seek proposals for golf cart leasing services. Staff is
recommending a request for proposal method of procurement for this service as the quality of cart and
level of service is a key component in the final selection of a provider for this service.
Packet Pg. 36
9.A
Ordinance No. 0-2017-24 : An Ordinance Amending Chapter 10 of
the Village of Buffalo Grove Municipal Code
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval of the Traffic Ordinance Update. The affected residents were sent the
attached letter seeking their input.
The School District and the Police Department are requesting additional parking restrictions near Earl
Pritchett School to improve school traffic flow.
ATTACHMENTS:
• Horatio extend no parking 17-0608 (DOCX)
• Pritchett Parking Letter (PDF)
• Ordinance Horatio 17-0608 (DOCX)
Trustee Liaison
Berman
Monday, July 17, 2017
Staff Contact
Darren Monico, Public Works
Updated: 7/13/2017 3:53 PM
Page 1
Packet Pg. 37
9.A.a
BUFFALO GRON't',
Is
TO: DANE C. BRAGG, VILLAGE MANAGER
FROM: DARREN MONICO, VILLAGE ENGINEER
SUBJECT: PRITCHETT SCHOOL — UPDATE NO PARKING HORATIO BLVD
DATE: JULY 13, 2017
CC: MIKE REYNOLDS, DIRECTOR OF PUBLIC WORKS
The School District and the Police Department have requested the extension of a no parking
restriction on the east side of Horatio Boulevard at Earl Pritchett School and a reduction in
overall hours for the already existing parking restrictions. Currently, there is no parking on
the east side of Horatio Boulevard from 8 am to 4 pm. Staff is proposing to reduce this to no
parking during the hours of 8 am to 9 am, and from 3 pm to 4 pm. Staff is also proposing to
extend the proposed no parking restrictions, from 205 Horatio Boulevard to Buckthorn
Terrace. There are 11 residents affected on the east side of Horatio Boulevard that were
mailed the attached letter from Traffic Officer Kondrat and asking them to provide input or
attend the Village Board Meeting when this is being considered. As of today, Engineering
Staff has not received any comment from the effected residents.
Packet Pg. 38
POLICE DEPARTMENT
46 Raupp Boulevard
Buffalo Grove, IL 60089-2199
Phone 847-459-2560
Fax 847-459-0201
Steven R. Casstevens, CPC
Chief of Police
June 26, 2017
Sergeant Michelle Kondrat
46 Raupp Blvd
Buffalo Grove IL 60089
Dear Buffalo Grove Resident:
The Buffalo Grove Police Department and District 102 are requesting parking restrictions on school days
to facilitate the safe arrival and dismissal of the children from Pritchett School. The proposed
recommendations would extend the current no parking restrictions north and south of Pritchett School
during the hours of 8:00-9:OOAM and 3:00-4:001PM. The existing signs would also be amended to only
restrict parking during the specific hours of 8:00-9:00AM and 3:00-4:0013M. If you have any questions
about the change please contact me at the Buffalo Grove Police Department, Sergeant Michelle Kondrat
847-808-2634 or my email mkondrat@vbg.org.
The Village Board is scheduled to discuss this restriction at their regularly scheduled meeting on July
17th at 7:30 PM. Again, please feel free to reach out to me with any questions or concerns you have
Sincerely,
Sergeant Michelle Kondrat #589
An Accredited
Law Enforcement
Agency
Since 1987
Packet Pg. 39
9.A.c
ORDINANCE NO.2017 -
AN ORDINANCE AMENDING CHAPTER BG-115 RULES OF THE ROAD, OF
THE VILLAGE OF BUFFALO GROVE MUNICIPAL CODE
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the
Illinois Constitution of 1970; and,
WHEREAS, in order to provide safe and efficient traffic flow along Horatio
Boulevard in the vicinity of Earl Pritchett Elementary School, additional and updated
parking regulations are recommended; and,
WHEREAS, the recommendation of the Village Engineer has been presented to
the Corporate Authorities.
NOW, THEREFORE, BE IT ORDAINED BY THE VILLAGE PRESIDENT
AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK
AND LAKE COUNTIES, ILLINOIS, AS FOLLOWS:
Section l: Section BG-11-1308 of the Village of Buffalo Grove Municipal Code
is hereby amended by amending Subsection 36 to read as follows:
BG-11-1308 No Parking Streets and Areas.
36. On the east curbline of Horatio Boulevard from the south property line of 115
Horatio Boulevard to Buckthorn Terrace and also on the west curbline of Horatio
Boulevard beginning at a point forty feet south of the south driveway of the Earl
Pritchett School to a point one hundred feet north of the north driveway of the
Earl Pritchett School between the hours of 8:00 a.m. and 9:00 p.m. and between
the hours of 3:00 pm and 4:00 pm on school days.
Section 2: Any person violating any portion of this Chapter shall be punished
according to the provisions of Chapter 1.08 of the Buffalo Grove Municipal Code.
Section 3: This Ordinance shall be in full force and effect from and after its
passage, approval, and publication as provided by law. This Ordinance may be
published in pamphlet form.
1
Packet Pg. 40
9.A.c
AYES:
NAYES:
ABSENT:
PASSED: .2017
APPROVED: , 2017
PUBLISHED: , 2017
ATTEST:
Village Clerk
APPROVED:
Village President
2
Packet Pg. 41
Action Item : Waiver of Bid for Surface Supplied Air System
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
This request is for a waiver of bid to purchase a surface supplied air system for the Fire Department
Water Rescue team. This equipment must be compatible with other systems with other mutual aid
equipment and Interspiro has regional representatives with pricing established by the manufacturer. This
is a pass through cost and will ultimately be paid for by the Foreign Fire Tax Fund.
ATTACHMENTS:
• Buffalo Grove Fire Department sole source (PDF)
• Interspiro (PDF)
Trustee Liaison
Ottenheimer
Monday, July 17, 2017
Staff Contact
Brett Robinson, Finance
Updated: 7/13/2017 3:59 PM
Page 1
Packet Pg. 42
11.A.a
INTERSPIRO INC. an Ocenco Company
10225 82nd Avenue
Pleasant Prairie, WI 53158-5801 USA
July loth, 2017
This is to confirm that Interspiro Inc. is the only authorized distributer of the DP 1, Divator MK II system,
and RS4 regulator and all major components to Buffalo Grove Fire Department for this system. As the
sole authorized distributor for this integrated dive system Buffalo Grove Fire Department has the full
backing of Interspiro for warranty, technical support and after sales service for all the components to this
system. This direct support is not available from any other company.
Regards,
Bu,pt l�l60lj
Bengt Kjellberg
Bengt Kjellberg
Vice President Business Development
Mobile: 203-500-5055
Email: bengt.kiellbergC -interspiro.com
INTERSPIRO INC an Ocenco Company
10225 82nd Avenue
Pleasant Prairie, WI 53158-5801
www.interspiro.com
Packet Pg. 43
Intorenirn Inr
262-947-9901
10225-82nd Avenue
Pleasant Prairie, WI 53158
Sell
To: Steve Rusin
VILLAGE OF BUFFALO GROVE
1051 HIGHLAND GROVE DR
BUFFALO GROVE, IL 60089
HAND CARRIED
11.A.b
SALES QUOTEMINUMMENOMMNEWMWOMMONEM
NET 30
Description Unit
Divator MKII Kit for First & Second Diver Each
Rescue BC Assy Medium Each
HUD Heads Up Display 1,20 m 80 bar for Each
MKII
HUD connection kit 300 bar 7/16 Each
Divator Mask BI NR Hatch SP incl Each
Breathing Valve
Divator Breathing Hose 3/8UNF 0.725 M. Each
28.5 inch
90 degree connector Regulator Unit MK Each
III
Filling Adapter with nozzle 1001/min Each
(Spirolite 6.7/323,4)
Amount Subject to Amount Exempt
Sales Tax from Sales Tax
22,233.92 0.00
Sales Quote Number: SQ5252
Sales Quote Date: 06/28/17
Page: 1
Ship
To: Steve Rusin
VILLAGE OF BUFFALO GROVE
1051 HIGHLAND GROVE DR
BUFFALO GROVE, IL 60089
Customer ID 2213 AL
Q
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Quantity
Unit Price
Total Pric
,
3
4,811.85
14,435.5
,°
3
1,055.70
3,167.1
m
a
cu
3
254.75
764.2
3
109.91
329.7
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925.99
2,777.9
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56.53
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114.07
342.2
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123.76
247.5
,*3
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Subtotal: 22,233.9
Sales Tax: 0.0
Total: 22,233.91
Packet Pg. 44
Action Item : Authorization to Seek Proposals for Website Design
and Hosting Services
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
Staff seeks authorization to seek proposals for website design and hosting services. The Village has had
the same website provider for a number of years and staff believes it is in the best interest of the Village
to test the market and evaluate if a new provider can provide the Village with a better product. The
current vendor does not currently provide the optimal searchability, analytics, or functionality required by
the village.
Trustee Liaison
Weidenfeld
Monday, July 17, 2017
Staff Contact
Brett Robinson, Finance
Updated: 7/13/2017 4:35 PM
Page 1
Packet Pg. 45
Action Item : Cartegraph Software Agreement
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action
Staff recommends approval.
Staff recommends that the Village Board authorize the Village Manager determine if the change to the
existing agreement is in the best interests of the Village and to take all steps required to enter into an
agreement with Cartegraph Systems Inc. for the additional licensing, continued implementation,
integration, and training for Cartegraph OMS through the end of June 2019.
ATTACHMENTS:
• Cartegraph extension (DOCX)
• Village of Buffalo Grove IL Purchase Agreements All (PDF)
Trustee Liaison
Weidenfeld
Monday, July 17, 2017
Staff Contact
Brett Robinson, Finance
Updated: 7/7/2017 11:25 AM
Page 1
Packet Pg. 46
11.C.a
A1, L AGE )F
MEMORANDUM
DATE: July 13, 2017
TO: Dane Bragg, Village Manager
FROM: Brett Robinson, Purchasing Manager
Mike Skibbe, Deputy Public Works Director
SUBJECT: Cartegraph OMS
Background
In 2015 the Public Works began using the Cartegraph OMS software package to track maintenance
requests. Cartegraph OMS is a modern software system running on the HTML5 platform that has allowed
for staff to perform a great deal of their work on tablets and smart phones in the field. This software
package integrates with the Village's GIS system allowing not only for operations and maintenance
management but asset tracking and inventory as well. The current agreement with Cartegraph is set to
expire in June of 2018. Staff would like to add two more modules to the program this year, one for facility
maintenance and management and another for vehicle maintenance and management. The modules
would be an addition to those in use already by Public Works used to manage operations, assets, and
maintenance for the water system, sewer systems, forestry, grounds, streets, signs, and streetlights.
As this software program has proven to be extremely successful, staff would also like to extend the
contract by one year through the end of June 2019.
Staff has negotiated what it believes to be the best price for these services from this vendor.
The total cost for the additional modules and one year of service is $52,995.94.
Recommendation
Staff recommends that the Village Board authorize the Village Manager determine if the change to the
existing agreement is in the best interests of the Village and to take all steps required to enter into an
agreement with Cartegraph Systems Inc. for the additional licensing, continued implementation,
integration, and training for Cartegraph OMS through the end of June 2019.
Packet Pg. 47
11.C.b
Purchase Agreement
Cartegraph is pleased to present this Purchase Agreement for the implementation of world class technology solutions.
This Purchase Agreement is made and entered into between Village of Buffalo Grove (hereinafter referred to as
"Customer" or "Licensee" and Cartegraph Systems, Inc. (hereinafter referred to as "Cartegraph"). This Purchase
Agreement is intended to supplement, clarify, and amend the Master Agreement previously executed between
Cartegraph and Customer. In the case that any terms or conditions provided in the Master agreement differ from, are
provided in more detail by, or are made irrelevant by the terms and conditions provided in this Purchase Agreement, the
terms in this Purchase Agreement shall control. For all terms and conditions not addressed by this Purchase Agreement,
the Master Agreement, #MA041 dated November 25, 2014 shall control.
Customer Bill To:
Customer Ship To:
Michael Skibbe
Same
Village of Buffalo Grove
51 Raupp Blvd.
Buffalo Grove, IL 60089
847-459-2533
Investment Summary
Cartegraph's proposed fees for this project are included in the summary below.
Date: June 15, 2017 Purchase Agreement June 30, 2017
Expiration Date:
Purchase #PA546
Agreement
No..
Purchase Type
Citizen/Qty.
Unit Price
Total Price
7/1 /17 — 6/30/18
SOFTWARE PRODUCTS
Cartegraph OMS —
Transition Fee — 7/1/17 — 6/30/18 Per-
1
$5,358.66
$5,358.66
Platform - Enterprise
citizen Subscription, On -Premise
SUB -TOTAL
$5,358.66
7/1 /18 — 6/30/19
SOFTWARE PRODUCTS
Cartegraph OMS —
Per -citizen Subscription, On -Premise,
41,496
$0.50
$20,748.00
Platform - Enterprise
7/1/18 — 6/30/19
Discount
$4,149.60
Cartegraph OMS
Advanced Asset Management per-
41,496
$0.15
$6,224.40
Extension
citizen Subscription
Discount
$1,244.88
Cartegraph OMS
Advanced Requests per -citizen
41,496
$0.10
$4,149.60
Extension
Subscription
Discount
$829.92
Cartegraph OMS
Advanced User Tools per -citizen
41,496
$0.10
$4,149.60
Extension
Subscription
Discount
($829.92)
Cartegraph OMS
Offline with Cartegraph for iPad
41,496
$0.05
$2,074.80
Extension
Discount
$2, 074.80
Cartegraph OMS
User Pack Subscription — 100 Named
1
$17,500.00
$17,500.00
Users
Users
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TECHNICAL SUPPORT
Systems Integration
Support
Fixed Fee Service
1
$1,920.00
$1,920.00
SUB -TOTAL
$47,637.28
TOTAL COST
$52,995.94
NOTES: The pricing listed above does not include applicable sales tax.
The Cartegraph OMS pricing listed above does not include Esri ArcGIS licenses.
This Purchase Agreement #PA546 together with the Cartegraph Master Agreement #MA041,
constitutes the final, complete and exclusive statement of the agreement between the Parties
pertaining to their subject matter and supersedes any and all prior and contemporaneous
understandings or agreements of the Parties.
The renewal dates in the Purchase Agreement reflect the six-month extension as noted in the
attached letter written to the Village dated February 12t", 2016."
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Payment Terms and Conditions
In consideration for the Services and Products provided by Cartegraph to Customer, Customer agrees to pay
Cartegraph Software Costs and Professional Service Fees in U.S. Dollars as described below:
1. Delivery: Software Products shall be licensed upon acceptance of this Purchase Agreement. If applicable, Services
will be scheduled and delivered upon your acceptance of this Purchase Agreement, which will be considered as your
notification to proceed.
2. Services Scheduling: Customer agrees to work with Cartegraph to schedule Services in a timely manner. All
undelivered Services shall expire 365 days from the signing of this Purchase Agreement.
3. Software Invoicing: The Software Subscription Licenses fee will be due in annual installments 15 days prior to the
anniversary of the initial term as follows:
a. $5,358.66 due upon execution of the Purchase Agreement.
b. $45,717.28 due 15 days prior to 1st year anniversary of term start date.
4. Renewal Invoicing: Invoicing for the Renewal fee shall occur upon the acceptance of this Purchase Agreement and
shall be invoiced as follows:
a. $1,920.00 due 15 days prior to 1st year anniversary of term start date.
5. Expenses: In providing the field services included in this Purchase Agreement, Cartegraph shall be reimbursed for
any reasonable out-of-pocket costs, including, but not limited to, travel, lodging, meals, and cancellation fees. Out-of-
pocket expenses are billed based on actual costs incurred and are due separately.
Payment Terms: Payment will be made pursuant to the Illinois Local Government Prompt Payment Act (50 ILCS 505/1
et seq.).
BY EXECUTING THIS PURCHASE AGREEMENT, CUSTOMER ACKNOWLEDGES THAT IT HAS
REVIEWED THE TERMS, CONDITIONS, FEES AND CHARGES PROVIDED HEREIN AND IN THE
MASTER AGREEMENT, AS WELL AS ANY OTHER EXHIBITS TO THE MASTER AGREEMENT,
AND CUSTOMER AGREES TO BE LEGALLY BOUND BY EACH SUCH AGREEMENT.
Cartegraph Systems, Inc.
By
(Signature)
Tim McCool
(Type or print name)
Title Director of Sales
Date
Village of Buffalo Grove
NA
Title
Date
Page 3 of 3
(Signature)
(Type or print name)
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Cartegraph Systems, Inc.
Addendum A - Software Products
Cartegraph hereby pledges to issue software licenses in the agreed upon quantities specified in
your Investment Summary. The "Software," as defined in Master Agreement #MA041 and
#PA546, dated June 12, 2017,consists of developed and supported technology products
available from Cartegraph.
In addition to full access to Cartegraph licensed software, your organization will receive:
1. Support
a. Campus — www.cartegraph.com/campus
Our User Assistance area is a convenient and easily -shareable resource
designed to help you and your co-workers better understand the functions and
capabilities of your Cartegraph applications. Instantly access user tips, step-by-
step guides, videos, and more.
b. Dedicated, Unlimited, Toll -free Phone Support - 877.647.3050
When questions need answers and difficulties arise, count on our industry -
leading Support team to provide the guidance and assistance you need. Reach
us as often as you need Monday -Friday, 7:00 am-7:00 pm CT.
c. Secure, Live Remote Support
If your challenge requires a more hands-on approach, we have the remote support
tools to fix it. Let one of our Support Team members directly interact with your system
to find a fast, effective solution.
2. Training & Education
a. Convenient Online Resources
All the information you need, one click away. Take advantage of online training
opportunities, tutorial videos, upcoming event information, and more.
b. Regional User Groups
Meet and network with similar Cartegraph users in your region. Our smaller,
more personalized User Groups allow you to find out what other organizations
are doing to get more from their Cartegraph Systems.
3. Software Releases & Upgrades
a. New Software Releases
Be the first to know about all new Cartegraph releases, enhancements, and
upgrades. Gain immediate access to the latest features and functionality, and
increased system performance.
b. Hot Fixes
If an issue is determined to be a software defect and falls outside the standard
release cycle, Cartegraph will issue a hot fix and provide application specialists
with detailed levels of product knowledge to work with you in achieving a timely
and effective resolution.
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BY EXECUTING THIS PURCHASE AGREEMENT, CUSTOMER ACKNOWLEDGES THAT IT HAS
REVIEWED THE TERMS, CONDITIONS, FEES AND CHARGES PROVIDED HEREIN AND IN THE
MASTER AGREEMENT, AS WELL AS ANY OTHER EXHIBITS TO THE MASTER AGREEMENT, AND
CUSTOMER AGREES TO BE LEGALLY BOUND BY EACH SUCH AGREEMENT.
Cartegraph Systems, Inc.
M
Tim
(Signature)
(Type or print name)
Village of Buffalo Grove
By
Title Director of Sales Title
Date
Page 2 of 2
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(Type or print name)
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February 12, 2016
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Village of Buffalo Grove
Mr. Mike Skibbe
51 RaUpp Blvd
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Buffalo Grove, IL 60089
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Re: Contract extension for #MA041 /#PA041
Dear Mike,
O
This letter is to confirm the commitment from our President and CEO, Jake Schneider that
Cartegraph will adjust the renewal date for the Village of Buffalo Grove, IL by 6 months,
(n
to serve as a credit for the delays with the Licensing. The new renewal date will be
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6/30/2017 and renew each year on June 30th thereafter.
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Buffalo Grove in will achieve with Cartegraph's Operations Management System.
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Cartegraph Master Agreement Agreement No. #MA041 as amended
This Agreement is by and between Cartegraph Systems, Inc., an Iowa corporation having its principal place of business at
3600 Digital Drive, Dubuque, Iowa, 52003 ("Cartegraph"), and Village of Buffalo Grove ("Customer") with an address of 51
Raupp Blvd., Buffalo Grove, IL, dated November 25, 2014,
This Agreement is intended to serve as the primary controlling agreement between the parties. This Agreement includes the
following terms and conditions, as wall as all Exhibits and Addendums to this Agreement, Purchase Agreements, and all other
future agreements referencing this Agreement which Cartegraph and Customer may execute from time to time for the
purchase of Software, Support, Services and Hosting. Collectively these are referred to as "Products". The terms and
conditions herein provided shall be controlling as between Cartegraph and Customer unless specifically superseded by an
Exhibit to this Agreement, a contemporaneously or subsequently executed Purchase Agreement, or any other
contemporaneously or subsequently executed agreement specifically referencing this Agreement.
BY EXECUTING THIS AGREEMENT, CUSTOMER ACKNOWLEDGES THAT IT HAS REVIEWED THE TERMS AND
CONDITIONS ON THE FOLLOWING PAGES IN ADDITION TO ANY EXHIBITS AND PURCHASE AGREEMENTS AND
CUSTOMER AGREES TO BE LEGALLY BOUND BY EACH SUCH AGREEMENT.
Cartegra tems, c.
By
ignature)
Randy L. Skemp
(Type or print name)
Title Executive Vice PresirienUCRO
Date is -,,;?S~�/_e.,,_.,,.,._.,..®.
Village of f a rove
By,
(Signature)
(Type or print name)
Title 1r�� 11a Rr I .Ls�.So e4cr &-
Date 11 x62art
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The following are the terms and conditions under which Cartegraph licenses its Software and provides Support, Services and
Hosting as listed in the Exhibits and Purchase Agreements referencing this Agreement.
1, Grant of License to Software.
A. Cartegraph is licensed by third parties ("Third Party Licensors") to sublicense certain third party software products to
Customer and to offer services to Customer for these third party software products under this Agreement,
B. Each Software product, including all data programs or set of programs, or routines and subroutines, consisting of a
series of instructlons or statements in machine readable form, and including any documentation relating to or
describing such Software, such as, but not limited to manuals, online documentation and user instructions, flow
charts, database schemas and improvements or updates provided by Cartegraph (collectively "Software"), is
furnished to Customer under a personal, non-exclusive, nontransferable limited license solely for Customer's own
internal use on Host Computer System (as defined below) and with Customer's Clients.
1. Host Computer Systems, if applicable, are Servers owned or controlled by Cartegraph that Customer may
access under this Agreement (the provision of this service is herein referred to as "Hosted" or "Hosting").
2. Servers are personal computers, minicomputers, mainframes, workstations, and terminal devices that interact
with Client Software and have been approved by Cartegraph or Third Party Licensors for operation of Software.
3. Server Software is a copy of Software residing on a server, multiple servers, or a Host Computer System.
4. Clients are personal computers, minicomputers, mainframes, workstations, mobile devices, and terminal devices
that interact with Server Software and have been approved by Cartegraph or Third Party Licensors for operation
of Software.
5. Client Software is a copy of Software residing on a Client that interacts with Server Software.
6. Data Files are those files which contain data that is input by the Customer during the use of the Software.
C. Customer and Cartegraph agree that the number of users licensed is unlimited per the Purchase Agreement.
1. If Customer has purchased an Unlimited License, as indicated in the Purchase Agreement, all employees of
Customer are considered to be licensed to access and use the Software at any given time, Such Unlimited
License applies only to employees of Customer and does not allow the access or use of the Software by any
independent contractors, affiliated entities or organizations, or any other individual, party, or entity that is not an
employee of Customer,
D. Customer agrees the Software license for the Software is limited as follows:
I. Browser Based User —Each browser based user is defined by unique ID and password.
2. For Server Software — one copy of Server Software for each Server or, if Hosted, no copies of Server Software
for a Server that is not a Host Computer System,
E. Customer agrees that this license does not permit Customer to: (1) use the Software for a service bureau application
or (2) sublicense the Software.
F. Except as set forth in this Agreement or as may be permitted in writing by Third Party Licensors, Customer shall not
use, provide or otherwise make available the Software or any part or copies thereof to any third party.
G. Customer shall not, and shall not permit others to:
1. Reverse engineer, decompile, decode, decrypt, disassemble, or in any way derive source code from the
Software;
2. Modify, translate, adapt, alter, or create derivative works from the Software;
3. Copy, (other than one back-up copy), distribute, publicly display, transmit, sell, rent, lease or otherwise exploit
the Software; or
4. Distribute, sublicense, rent, lease, loan (or grant any third party access to or use of) the Software to any third
party.
H. Customer may make copies of the Client Software for archival purposes. The Server Software may not be copied, in
whole or in part.
2. Title to Software and Data Files.
A. Ownership of the Software, any portions thereof and any modifications, translations, or derivatives thereof, even if
unauthorized, remains with Cartegraph or Third Party Licensors, as do all applicable rights in patents, copyrights and
trade secrets and any other proprietary rights in the Software, Software provided hereunder is valuable, proprietary
and unique, and Customer agrees to be bound by and observe the proprietary nature thereof as provided herein.
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B. Customer acknowledges that unauthorized reproduction, use, or disclosure of the Software or any part thereof may
cause irreparable injury to Cartegraph or Third Party Licensors, who may therefore be entitled to injunctive relief to
enforce these license restrictions, in addition to any other remedies available at law, in equity, or under this
Agreement,
C. Customer agrees that Cartegraph or Third Party Licensors may audit Customers Software usage remotely or on-slte
during Support, Services or Hosting or upon reasonable notice and during standard business hours. Prevention of
audit by Customer may be grounds for termination of this Agreement.
D. Cartegraph agrees that ownership of data in Data Files remains with Customer, However, Customer agrees that
Cartegraph may access Data Files and grants Cartegraph a license to use the data for 1) internal business purposes
to evaluate the use and operation of the Software, Support, Services or Hosting; and 2) marketing purposes provided
that any information shared with third parties is anonymized and/or aggregated so that Customer cannot be identified
from the information.
3. License Fees, Support Charges, Services and Hosting Charges,
A. Customer agrees to pay the license fees for the Software. Support charges, Services charges and Hosting charges
as set forth in the Purchase Agreement for each Product.
B. Cartegraph agrees that the total amount listed in the Purchase Agreement shall be considered the not -to -exceed
price for the Software, Support, Services and Hosting included in that Purchase Agreement.
C. Customer and Cartegraph agree that all payments shall be made pursuant to the Illinois Local Government Prompt
Payment Act (50 IL CS 50511 et seq).
D. Customer shall be invoiced for Software, Support, Hosting and hardware upon delivery (which costs are included it
the Purchase Agreement. Customer shall be invoiced for Services as set forth in the Purchase Agreement.
E. Customer shall reimburse Cartegraph for reasonable expenses incurred during the provision of Support, Services or
Hosting. Reasonable expenses include, but are not limited to, travel, lodging, and meals. Expenses are billed based
on actual costs incurred. Estimated expenses shall be included in each Purchase Agreement and include the number
of trips to customer site. Cartegraph shall not exceed the estimated expenses without written approval from
Customer.
4. Delivery and Installation.
A. On -Site Installation
1. This subsection "A" regarding On -Site Installation shall apply if Customer elects, as indicated in the Purchase
Agreement, to have Software and Products installed on Customer's Servers and Client computers at Customer's
facilities ("On -Site") instead of utilizing Cartegraph Hosting Services.
a. Execution of a Purchase Agreement by Customer shall be considered as Customer's notification to
Cartegraph to proceed with delivery of the Products identified in the Purchase Agreement,
b. Delivery of Software and Support shall take place reasonably quickly after execution of the Purchase
Agreement. Cartegraph shall provide access to the Software to Customer in a downloadable form.
Notification by Cartegraph that Software is available for download shall constitute delivery of Software and
Support, regardless of when Customer downloads the Software.
c. Customer shall be responsible for installation of the Client Software on Customer's Clients, unless agreed
otherwise.
d. After execution of the Purchase Agreement, delivery of Services will be scheduled in cooperation with
Customer. Customer shall remain responsible for Service charges even if Services are not delivered.
e. Any hardware included in the Purchase Agreement shall be ordered after execution of the Purchase
Agreement. Delivery of hardware will be scheduled in cooperation with Customer.
B, Hosting
1. This subsection "B" regarding Hosting shall apply if Customer elects, as indicated in the Purchase Agreement, to
utilize the Hosting services offered by Cartegraph instead of having the Software installed On -Site, as described
in the previous subsection. Subsection "B" only applies if the Customer is using Cartegraph to host their solution.
a. Execution of a Purchase Agreement shall be considered as Customer's notification to Cartegraph to
proceed with delivery of the Software and Services as indicated in the Purchase Agreement,
b. Delivery of Software, Support, and Hosting shall take place reasonably quickly after execution of the
Purchase Agreement, Cartegraph shall provide access to the Server Software to Customer on a Host
Computer System. Notification by Cartegraph that Server Software is available for access shall constitute
delivery of Server Software, Support and Hosting, regardless of when Customer first accesses the Server
Software.
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c. Cartegraph shall be responsible for installation of the Server Software on Cartegraph's Host Computer
System. Customer shall be responsible for installation of the Client Software on Customer's Clients, unless
agreed otherwise.
d, After execution of the Purchase Agreement, delivery of Services will be scheduled in cooperation with
Customer. Customer shall remain responsible for Service charges even if Services are not delivered.
e. Any hardware included in the Purchase Agreement shall be ordered after execution of the Purchase
Agreement, Delivery of hardware will be scheduled in cooperation with Customer.
2. Hosting Services
a. Cartegraph will install, and operate Server Software on one or more Host Computer Systems.
b. Cartegraph will provide all equipment, software and services necessary for the operation, maintenance and
support of one or more Host Computer Systems and the Server Software. Cartegraph may contract with
third parties for all or part of such equipment, software and services ("Third Party Hosts"), Cartegraph
reserves the right to change the configuration of the Host Computer System and the Server Software and to
change or delete such equipment or software at any time, but Cartegraph shall make the Software
compatible with such change or deletion without additional charge to Customer.
c. Customer shall have access to and be permitted to use the Server Software via Clients.
d. Customer shall provide a computing and networking environment that meets the minimum requirements set
forth in Cartegraph's published specifications.
e. Customer shall be responsible for all bandwidth between Host Computer System and Clients and in such
amounts as to provide reasonable responsiveness of the system.
f, Cartegraph shall perform a full back-up of data files on a daily basis. The daily full back-up will be retained
for (14) fourteen days and then deleted unless customer contracts for additional days. Cartegraph's hosting
services uses RAIL] 10 which both mirrors the data and stripes across multiple drives creating redundancy.
Cartegraph hosting services have dual redundancy with offsite back-up storage and a back-up data centers
g. The Host Computer System shall be used by Customer only for purposes relating to Customer's own use of
the Software. Customer shall have no right to assign any of its rights under this section.
In . Customer agrees that it shall be bound by the terms and conditions of any agreement between Cartegraph
and any Third Party Hosts that relate to the use and operation of Host Computer Systems. Cartegraph will
apprise Customer of the terms and conditions of such agreements from time to time.
i. Cartegraph will take reasonable precautions to guard against unauthorized access to Data Files. However,
Cartegraph assumes no responsibility that the Software will be used properly.
). Customer shall have the right to receive Data Files within sixty (60) days of termination of any Hosting on
the condition that customer has paid all outstanding invoices owed to Cartegraph.
3, Availability of Host Computer System,
a. If Cartegraph contracts with a Third Party Host to provide Hosting, the service level provided by the Third
Party Host shall be the service level provided by Cartegraph to Customer, except as required for Cartegraph
to provide Support under this Agreement.
b. In general, Server Software will be available for use and access by Customer 24 hours a day, 7 days a
week, except for scheduled maintenance to take place at commercially reasonable times, Furthermore, if
access to the Server Software becomes a problem, then Cartegraph shall provide Support in view of the
severity of the problem.
c. Server Software will be available for use and access by Customer during back-up activities performed by
Cartegraph.
5. Support
A. Scope of Support. Support includes the response to and resolution of Customer -encountered problems with the
Software as reported to Cartegraph by Customer.
1. Resolution of Customer -encountered problems shall, at Cartegraph's option, consist of (1) maintenance provided
through telephone, email or remote access; (2) correction of the problem in the Software program; or (3) delivery
of bug fixes or workarounds limited to the current or immediate prior Software release.
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2. Cartegraph will only support licensed Software located on Servers or Clients. Cartegraph will use commercially
reasonable efforts to respond to Customer problems according to the priority level of the problem.
3. Support may also include upgrades to Software at no cost to Customer unless Customer requires additional
services to help with the upgrade.
B. Support Limitations. Any Support is dependent upon the use by Customer of unmodified Software (except as
authorized by Cartegraph) operated in accordance with Cartegraph's documentation, Support specifically excludes
the following: (1) Support to a version of Software other than the current or immediate prior release; (2) efforts to
restore a release of the Software beyond the current or immediate prior release; (3) efforts to restore a Customer
Data File beyond the most recent back-up; and (4) efforts to convert a Customer Data File to another format.
As part of Support, Cartegraph is under no obligation to modify the Software so that the modified Software would depart
from Cartegraph's published specifications for the Software.
B, Professional Services.
A. The professional consulting services and deliverables to be performed or delivered by Cartegraph under this
Agreement may include, but are not limited to: consulting, network engineering, systems integration, hardware
installation, special studies. pre -installation support, installation of Client Software, installation support, training,
custom Software modification, tools/utilities components, programming and documentation, data conversion,
application design and development, systems analysis and design, conversions, implementing planning and
implementation of the Software (collectively referred to as the "Services").
B. Services shall only be provided as the result of a Purchase Agreement and any attached statements of work.
C. Services will be provided during the hours of 7:00 a.m. to 7:00 p.m., Central Standard or Central Daylight Time,
whichever is applicable, Monday through Friday excluding holidays.
7. Customer's Responsibilities.
A. Customer is responsible for maintenance and installation of any Clients, common carrier equipment or
communication equipment related to the operation of the Software and not furnished by Cartegraph. Before Customer
introduces equipment not within Cartegraph's published specification, Cartegraph must approve the additional
equipment.
B. Customer is responsible for charges incurred for communication facilities at Customer's facilities, whether incurred by
Customer or by Cartegraph Support representatives while performing Support on the Software.
C. Customer is responsible for performing Software back-ups in accordance with published documentation.
D. Customer shall notify Cartegraph of any problem and shall allow Cartegraph reasonable access to the Software for
performing Support, Services or Hosting.
E. Customer shall furnish Cartegraph, at Customer's expense, all technical data and information as may be necessary
to furnish Support, Services or Hosting.
F. Customer shall grant Cartegraph access to Servers and Clients as may be necessary for the adequate delivery of the
Support, Services or Hosting.
8. Software Modification. Cartegraph and Third Party Licensors will not be responsible to Customer for loss of use of the
Software or data orfor any other liabilities arising from alterations, additions, adjustments or repairs which are made to the
Software by Customer or third parties. Cartegraph reserves the right to terminate the Software license, Support, Services
or Hosting under this Agreement upon written notice to Customer if any such alteration, addition, adjustment or repair
adversely affects Cartegraph's ability to render Support, Services or Hosting. Customer will be given a reasonable time to
correct any adverse affects.
9. Term.
A, Unless terminated by Cartegraph in accordance with this Agreement, the term of the Software license, Support and
Hosting shall begin upon the execution of a Purchase Agreement and shall continue for the (3) year period of time
identified In that Purchase Agreement.
B. Support for any subsequently added components or upgrades shall he either coterminous with the term of Support
applicable to the Software initially covered or as otherwise agreed and stated in the Purchase Agreement.
C. If Customer elects to purchase Services, then Services shall terminate as agreed in the appropriate Purchase
Agreement.
D. Unless otherwise stated in the most recently executed Purchase Agreement, this Agreement and the Purchase
Agreement shall automatically renew at the then current rates for a one (1) year term beginning on the first day
following the date identified in the Purchase Agreement as the end of the term of this Agreement. Such automatic
renewal shall continue after the end of each successive year until a new Purchase Agreement is executed or until
Customer or Cartegraph terminate this Agreement as provided for herein.
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E. If this Agreement and the most recently executed Purchase Agreement are automatically renewed under the terms of
the previous paragraph "D", there may be negotiated increase of up to five percent (5%) annually to all prices that
were in effect during the immediately previous term.
F. If Customer wishes not to renew this Agreement, Customer must provide written notice of Customer's intent not to
renew this Agreement at least ninety (90) days prior to the end of the term then in effect.
G. Notwithstanding anything to the contrary in this Section, Support, Services and Hosting shall terminate immediately
upon termination of this Agreement.
10. Termination.
A. Notwithstanding the foregoing, Cartegraph shall have the right to terminate this Agreement if Customer fails to pay
any and all required license fees, Support charges, Services charges, Hosting charges pursuant to the Illinois Local
Government Prompt Payment Act or otherwise fails to comply with this Agreement or the terms and conditions of any
applicable Third Party Licensor agreement after due notice to Customer and Customer's right to correct/address the
issue.
B. Upon expiration of the license term or upon notice of such termination, Customer shall immediately return or destroy
the Software and all portions and copies thereof as directed by Cartegraph or Third Party Licensors and, if requested
by Cartegraph or Third Party Licensors, shall certify in writing as to the destruction or return of the same.
C. Any termination of this Agreement shall automatically terminate Support, Services and Hosting provided under any
Purchase Agreement or Statements of Work, unless otherwise agreed. All confidentiality and non -disclosure
obligations shall survive any such termination,
D. Customer shall have the right to terminate this Agreement, according to the terms provided herein, by returning or
destroying the Software and all portions and copies thereof and certifying in writing as to the destruction or return of
the same.
E. If Customer wishes to terminate this Agreement for any reason other than for cause prior to the end of the term of the
(3) yearterm of this Agreement as identified above or in the appropriate Purchase Agreement, Customer must
provide Cartegraph with written notice of such intent to terminate at least ninety (90) days prior to such terminations.
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F. Provided however, if Customer is a governmental entity and Software, Support, Services or Hosting are not funded
for future fiscal years under the appropriate legal budgeting process for such governmental entity, Customer may
terminate for future fiscal years. There shall be no cancellation foe for Services not yet performed. However, no
matter the reason, Customers termination shall not relieve it of the obligation to pay any amounts afready due under
this Agreement.
G. Cartegraph shall have the right to terminate Hosting, if Hosting services are being provided, by giving at least ninety
(90) calendar days written notice that Cartegraph cannot meet its obligations of availability of the Host Computer
System,
H. In addition to the right of termination provided to Cartegraph under other sections of this Agreement, Cartegraph shall
have the right to terminate the Software license, Support, Services and/or Hosting upon the occurrence of any of the
following events:
1. Customer's oldest invoice is ninety (90) days past due. Support hold will be initiated when customer's oldest
invoice Is thirty (30) days past due or,
2. Subject to applicable law, the appointment of a receiver, trustee in bankruptcy or similar officerfor the equity or
assets of Customer, or
3. There is an assignment of this Agreement without the prior written consent of Cartegraph.
11. Limited Warranty.
A. Cartegraph warrants that it has the right to sublicense the Software being licensed hereunder pursuant to the terms
provided herein.
B. Cartegraph warrants that the Software will conform to Cartegraph's published specifications until Support ends,
C. Provided that the Software is used in a manner for which it was designed as set forth in the Software, Cartegraph's
sole obligation and liability hereunder for the Software shall be to use reasonable efforts to remedy any substantial
non-conformance which is reported to Cartegraph. In the alternative, Cartegraph may refund amounts paid by
Customer pursuant to Purchase Agreements for such Software products.
D. THERE ARE NO OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, THE
IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR
NONINFRINGEMENT WITH RESPECT TO THE SOFTWARE LICENSED HEREUNDER,
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E. SUPPORT, SERVICES AND HOSTING SET FORTH IN THIS AGREEMENT ARE IN LIEU OF ALL WARRANTIES,
EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, ANY WARRANTIES OF MERCHANTABILITY OR
FITNESS FOR A PARTICULAR PURPOSE. SUPPORT, SERVICES AND HOSTING PROVIDED UNDER THIS
AGREEMENT DO NOT ASSURE THE UNINTERRUPTED OPERATION OF THE SOFTWARE.
R CUSTOMER'S SOLE AND EXCLUSIVE REMEDY SHALL BE TO TERMINATE THE SOFTWARE LICENSE,
SUPPORT OR SERVICES, THE REMEDY SET FORTH IN THIS SECTION IS CARTEGRAPH'S SOLE LIABILITY,
AND CUSTOMER'S SOLE AND EXCLUSIVE REMEDY, IN LIEU OF ALL OTHERS, FOR ANY BREACH BY
CARTEGRAPH OF ITS SOFTWARE, SUPPORT, SERVICES AND HOSTING WARRANTIES HEREUNDER.
12. Limitation of Liability. TO THE MAXIMUM EXTENT ALLOWED UNDER APPLICABLE LAW;
A. IN NO EVENT SHALL EITHER PARTY BE LIABLE TO THE OTHER PARTY FOR ANY INDIRECT, INCIDENTAL,
SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES, INCLUDING, WITHOUT LIMITATION, LOST
PROFITS OR LOSS OF DATA, HOWEVER ARISING, EVEN 1F THAT PARTY HAS BEEN ADVISED OF THE
POSSIBILITY OF SUCH DAMAGES;
B. EXCEPT FOR DAMAGES RESULTING FROM BODILY INJURY OR PATENT OR COPYRIGHT INFRINGEMENT,
AS DISCUSSED BELOW, IN NO EVENT SHALL THE MAXIMUM CUMULATIVE LIABILITY OF EITHER PARTYTO
THE OTHER UNDER THIS AGREEMENT, UNDER ANY CAUSE OF ACTION OR THEORY OF LIABILITY,
EXCEED THE AMOUNT PAID BY CUSTOMER TO CARTEGRAPH DURING THE TWELVE (12) MONTH PERIOD
IMMEDIATELY PRECEDING THE EVENT GIVING CAUSE TO SUCH LIABILITY.
C. If Cartegraph will provide Support or Services at Customer's location, liability of Cartegraph arising out of bodily
injury, shall not in any event exceed the limits of its insurance coverage.
13. Insurance. If Cartegraph will provide Support or Services at Customer's location, Cartegraph will carry commercial
general liability insurance with a limit of $1.000,000 per occurrence and a $2.000,000 aggregate limit, business auto
liability insurance with a limit of $1,000,000 and workers compensation insurance with statutory coverage. Cartegraph
agrees to hold harmless and defend Customer and its agents, officials and employees from bodily injury and properly
damage claims related to or caused by the sole negligence of Cartegraph employees or contractors.
14. U.S. Government Restricted Rights. The Software is commercial software and the Software Is provided with restricted
rights. Use, duplication or disclosure bythe Government is subject to restrictions as set forth in paragraph (c)(1)(ii) of the
Rights in Technical Data and Computer Software Clause at DFARS 252.227-7013 of subparagraphs (c)(1) and (2) of the
Commercial Computer Software -Restricted Rights at 48 CFR 52.227-19, as applicable.
15. Employees and Conflicts of Interest. This Agreement shall not prevent Cartegraph from performing similar services or
restrict Cartegraph's use of the employees or contractors provided under this Agreement.
I& Proprietary Rights and Confidential Information of Cartegraph.
A. Certain information and materials supplied by Cartegraph with the Products, such as, without limitation, deliverables,
manuals, diagrams, drawings, plans, flowcharts, software, technical processes and formulae, source codes, product
designs, sales, costs and other unpublished financial information, product and business plans, usage rates,
relationships, projects and data, are Cartegraph's or Third Party Licensors' confidential or proprietary trade secrets
(the "Confidential Information") and Cartegraph furnishes them solely to assist Customer in the installation, operation
and use of Software. Customer must not reproduce, copy or disclose such Confidential Information except as is
reasonable and necessary to properly use Software. Nothing herein shall restrict Customer from complying with its
obligations under any law requiring disclosure, but Customer shall give Cartegraph five days prior notice before any
release of Confidential Information,
B. Customer acknowledges and agrees that Cartegraph or Third Party Licensors shall suffer irreparable injury not
compensaboe by money damages and therefore shall not have an adequate remedy at law in the event of an
unauthorized use of proprietary rights or an unauthorized use or disclosure of any Confidential Information in breach
of the provisions of this Agreement. Accordingly, Cartegraph or Third Party Licensors shall be entitled to injunctive
relief to prevent or curtail any such breach, threatened or actual, The foregoing shall be in addition and without
prejudice to such rights that Cartegraph or Third Party Licensors may have at law or in equity,
17. Proprietary Information of Customer.
A. In order to provide Products under this Agreement, Customer may, from time to time, disclose to Cartegraph certain
information respecting Customer's technical, financial, statistical and personnel data, (hereinafter "Information"). Any
such Information which is submitted in writing to Cartegraph by the Customer and which is clearly and conspicuously
marked as confidential shall be protected by Cartegraph against unauthorized disclosure by using the some degree
of care and discretion that Cartegraph uses with similar Information which Cartegraph does not want disclosed to
third parties. However, Cartegraph shall not be required to protect Information which (a) is or becomes publicly
available, (b) is already in Cartegraph's or its related companies' possession, (c) is independently developed by
Cartegraph outside the scope of this Agreement, or (d) is rightfully obtained from third parties. Cartegraph's
obligations under this Section shall cease Immediately upon return to Customer or destruction by Cartegraph of such
Information.
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B. Cartograph shall not be required to protect any ideas, concepts, know-how, or techniques relating to data, electronic
document processing and image processing developed or resulting from the Information or the Services provided
under this Agreement.
18. Infringement Indemnification.
A. Cartegraph or Third Party Licensors will defend any action, suit or proceeding brought against Customer if based on
a claim that Products infringe any United States patent or copyright of any third party ("Intellectual Property") provided
that Customer promptly notifies Cartegraph or Third Party Licensors immediately and gives Cartegraph or Third Party
Licensors full authority, information and assistance for the action's defense. Cartegraph or Third Party Licensors will
pay all damages and costs awarded therein against Customer, but shall not be responsible for any compromise made
without its consent. Cartegraph or Third Party Licensors may, at any time it is concerned over the possibility of such
an infringement, at its option and expense, replace or modify Products so that infringement will not exist, In the
alternative, Cartegraph may remove a component of Products involved and refund to Customer the price as
depreciated by an equal annual amount over five (5) years.
B. Cartegraph and Third Party Licensors shall have no liability to Customer if any Intellectual Property infringement or
claim thereof is based upon the use of Products in connection or in combination with equipment, devices, or software
not supplied by Cartegraph or used in a manner not expressly authorized by this Agreement or in a manner for which
Products were not designed, or if the claim of infringement would have been avoided but for Customer's use of
software other than the latest, unmodified release of Software made available to Customer by Cartegraph.
C. Customer shall indemnify and hold Cartegraph and Third Party Licensors harmless from any loss, cost or expense
suffered or Incurred in connection with any claim, suit or proceeding brought against Cartegraph or Third Party
Licensors so far as it is based on a claim that the use, sale or licensing of any Products delivered hereunder and
modified or altered or combined with any products, device, or software not supplied by Cartegraph hereunder
constitutes an infringement because of such modification, alteration or combination.
19, Miscellaneous.
A. Taxes. Customer shall pay all taxes, levies and similar govern mental charges, however designated, and all liabilities
with respect thereto which maybe imposed by any jurisdiction, including, without limitation, customs, privilege,
excise, sales, use, value-added and property taxes levied or based on gross revenue or operation of this Agreement,
except those taxes based upon Cartegraph's net income.
B. Relationship of the Parties; Cartegraph and Customer are independent of each other. This Proposal does not and is
not intended to create in any way or manner or for any purpose an employeelemployer relationship or a principal -
agent relationship, Neither party is authorized to enter into agreements for or on behalf of the other, to create any
obligation or responsibility, express or implied, for or on behalf of the other, to accept payment of any obligation due
or owed the other, orto accept service of process for the other. Cartegraph is an Independent contractor, customarily
engaged in the performance of similar services for other parties.
C. Attorney's Fees/Legal Proceedings: In the event of any litigation or other proceeding between the parties relating to
this Agreementr the prevailing party shall be entitled to reasonable attorney's fees and other reasonable costs
Incurred in connection therewith and in pursuing collection, appeals and other relief to which that party may be
entitled.
D. Export. Customer agrees that the Software, Support, Services and Hosting purchased hereunder will not be exported
directly or indirectly, separately or as part of any system, without first obtaining a license from the U.S. Department of
Commerce or any other appropriate agency of the U.S. Government, as required.
E. Assignment, Customer and Cartegraph may not assign, voluntarily or by operation of law, any of its rights or
obligations in this Agreement except with prior written consent of the other party hereto. This Agreement will be
binding on and inure to the benefit of the parties hereto and their respective successors and permitted assigns.
F. Waiver. The parties' rights and remedies are separate and cumulative. Neither parties' waiver nor failure to exercise
in any respect any right or remedy provided in this Agreement is a waiver of any future right or remedy hereunder.
G. Force Majeure. If any cause beyond Cartegraph's reasonable control prevents Cartegraph from performing under this
Agreement by a given date or time, Cartegraph's performance will be automatically postponed until said cause
ceases.
H. Choice of Law. Cartegraph agrees that jurisdiction and venue are proper in the state where the Customer has its
principal place of business and that the law of the state where the Customer has its principal place of business shall
govern any litigation that results from this Agreement.
I, Severability. The invalidity of any provision of this Agreement will not affect the validity and binding effect of any other
provision.
J. Notice, Notices hereunder must be sent to the addresses on the face of this Agreement, or to such other addresses
as specified by a notice complying with this provision. Notice Is effective on the earlier of actual receipt or five days
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11.C.b
after deposit in the mail. Notices in the form of a fax or email are acceptable. Notices must be sent to the attention of
the person signing on behalf of the party.
Entire Agreement. This Agreement constitutes the entire agreement between the parties on the subject matter hereof
and supersedes all prior or contemporaneous agreements, negotiations, representations and proposals, written or
oral between Cartegraph and Customer. This Agreement is not an acceptance of any conflicting terms and conditions
and will prevail over any conflicting Customer's terms and conditions. Notwithstanding the foregoing, Customer
agrees and acknowledges that the licenses) granted hereunder to Customer may be subject to additional terms and
conditions of certain Third Party Licensors, which terms and conditions may be subject to change from time to time
without notice at the sole discretion of such Third Party Licensors. A current copy of all such Third Party Licensor
terms and conditions can be found at http;//www.cartegraph,comlprivacv-policyXthird-party-licenses.
Amendment. Only a writing executed by authorized representatives of the parties and referenced as an amendment
to this Agreement may modify, supplement, or change this Agreement.
20. Freedom of Information Act
A. Within five (5) business days after the Customer's Notice to Cartegraph of the Customer's receipt of a request made
pursuant to the Illinois Freedom of Information Act (ILCS 14011 et seq. — herein "FOIA"], Cartegraph shall furnish all
requested records in Cartegraph's possession which are in any manner related to this Agreement, including but not
limited to any documentation related to the Customer and associated therewith. Cartegraph shall not apply any costs
or charge any fees to the Customer or any other person, firm or corporation for its procurement and retrieval of such
records In Cartegraph's possession which are sought to be copied or reviewed in accordance with such FOIA request
or requests. Cartegraph shall defend, indemnify and hold harmless Customer including its several departments and
including Its officers and employees and shall pay all of the Costs associated with such FOIA request or requests
including Costs arising from Cartegraph's failure or alleged failure to timely furnish such documentation and/or arising
from the Cartegraph's failure or alleged failure otherwise to comply with the FOIA, whether or not associated with
Cartegraph's and/or the Customer's defense of any litigation associated therewith. In addition, if Cartegraph requests
the Customer to deny the FOIA request or any portion thereof by utilizing one or more of the lawful exemptions
provided for in the FOIA, Cartegraph shall pay all Costs in connection therewith. As used herein, "in Cartegraph's
possession" includes documents In the possession of any of Cartegraph's officers, agents, employees and/or
independent contractors; and "Costs" fneludes but is not limited to attorney's fees, witness fees, filing fees and any
and all other expenses — whether incurred by the Customer or Cartegraph.
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11.C.b
Purchase_ Agreement
Cartegraph is pleased to present this Purchase Agreement for the implementation of world class technology solutions.
This Purchase Agreement is made and entered into between Village of Buffalo Grove (hereinafter referred to as
"Customer" or "Licensee" and Cartegraph Systems, Inc. (hereinafter referred to as "Cartegraph"). This Purchase
Agreement is intended to supplement, clarify, and amend the Master Agreement previously executed between
Cartegraph and Customer. In the case that any terms or conditions provided in the Master agreement differ from, are
provided in more detail by, or are made irrelevant by the terms and conditions provided in this Purchase Agreement, the
terms in this Purchase Agreement shall control. For all terms and conditions not addressed by this Purchase Agreement,
the Master Agreement, #MA041 as amended dated November 25, 2014 shall control.
Customer Bill To.
Customer Ship To:
Michael Skibbee
Same
Village of Buffalo Grove
51 Raupp Blvd.
Buffalo Grove, IL 60089
847-459-2545
Investment Summary
Cartegraph's proposed fees for this project are included in the summary below for it's (3) year term.
Date: November 26, Purchase Agreement November 28, 2014 Purchase #PA041
2014 Expiration Date: Agreement
No..
Purchase Type
Qty. Unit Price Total Price
YEAR
SOFTWARE PRODUCTS
Cartegraph OMS —
Advanced Edition
License Initiation Fee — Unlimited License
A reement ULA
1
$35,000.00
$35,000.00
Discount
$29,750.00
Cartegraph OMS --
Advanced Edition
Unlimited License Agreement (ULA), On-
Premise
1
$36,000.00
$35,000.00
Discount
$10, 950.00
FIELD SERVICES
Implementation
Services Phase I
Fixed Fee Service
1
$38, 400.00
$38,400.00
Discount
$7, 660.00
Estimated Ex erases
$3,420,00
YEAR 1 SUB -TOTAL
$64,240.00
YEAR 2
SOFTWARE PRODUCTS
Cartegraph OMS —
Advanced Edition
Unlimited License Agreement (ULA), On-
Premise
1
$35,000.00
$35,000.00
Discount
$5,250 00
FIELD SERVICES
Implementation
Services Phase II
Fixed Fee Service 1
$21,000.00
$21 000.00
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11.C.b
Discount
$4, 200.00
Implementation
Services Phase III
Fixed Fee Service
1
$20,400.00
$20,400.00
Discount
$4, 080.00
Standard Integration
Service
Fixed Fee Service
2
$14,400.00
$28,800.00
Discount
$f 1,520,00
ESTIMAmo EXPENSES
$4,920.00
YEAR 2SuR-TOTAL
$85,070.00
YEAR 3
SOPTWARE PRODUCTS
Cartegraph OMS —
Advanced Edition
Unlimited License Agreement (ULA), On-
Premise
1
$36 000.00
$35,000.00
RENEWAL
Standard Integration
Service Renewal
Renewal
2
$2,400.00
$4,800.00
Discount
$960.09
YEAR 3 Sus -TOTAL
$38,840.00
TOTAL COST (3-YEAR TERM)
$188,150.00
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Payment Terms and Conditions
In consideration for the Services and Products provided by Cartegraph to Customer, Customer agrees to pay
Cartegraph Software Costs and Professional Service Fees in U.S. Dollars as described below:
1, Delivery: Software Products shall be licensed upon acceptance of this Purchase Agreement. If applicable, Services
will be scheduled and delivered upon your acceptance of this Purchase Agreement, which will be considered as your
notification to proceed.
2. Services Scheduling: Customer agrees to work with Cartegraph to schedule Services in a timely manner.
3. Software Invoicing: The Unlimited License Agreement (ULA) Initiation Fee will be due upon execution of the
Purchase Agreement. The Unlimited License Agreement Fee will be due in annual installments 15 days prior to the
anniversary of the initial term as follows:
a. $5,250.00 due upon execution of the Purchase Agreement for the ULA License Initiation fee.
b. $24,850.00 due upon execution of the Purchase Agreement for the ULA License fee.
c. $29,750.00 due 15 days prior to 15'year anniversary of ULA start date.
d. $35,000.00 due 15 days prior to 2"d year anniversary of ULA start date
4. Field Services Invoicing: Invoicing for the Field Services fee shall occur upon the acceptance of this Purchase
Agreement and shall be invoiced as follows:
a. Invoicing for the Field Services Implementation, Phase I, $30,720.00, fee shall occur upon the execution
of the Purchase Agreement.
b. Invoicing for the Field Services Implementation, Phase II, $16,800.00 shall be invoiced 15 calendar days
prior to beginning implementation of Phase II. Phase III, $16,320.00 shall be invoiced 15 calendar days
prior to implementation of Phase III.
5. Renewal Invoicing: Invoicing for the Renewal fee shall shall be invoiced as follows:
a. $3,840.00 due 15 days prior to 2nd year anniversary of term start date.
6, Expenses: In providing the services included in this Purchase Agreement, Cartegraph shall be reimbursed for any
reasonable out-of-pocket costs, including, but not limited to, travel, lodging, and meals but shall not exceed the
estimated expenses set forth in the Purchase Agreement without prior written approval of Customer. Out-of-pocket
expenses are billed based on actual costs incurred and are due separately.
7. Payment Terms: Payments shall be made pursuant to the Illinois Local Government Prompt Payment Act.
BY EXECUTING THIS PURCHASE AGREEMENT, CUSTOMER ACKNOWLEDGES THAT IT HAS
REVIEWED THE TERMS, CONDITIONS, FEES AND CHARGES PROVIDED HEREIN AND IN THE
MASTER AGREEMENT, AS WELL AS ANY OTHER EXHIBITS TO THE MASTER AGREEMENT,
AND CUSTOMER AGREES TO BE LEGALLY BOUND BY EACH SUCH AGREEMENT.
Cartegra h Systems, Inc.
By
(Signature)
Randy L. Skem
(Type or print name)
Title �xecgtiue.Vice PresidentlCRC7
Date
Village of S alo ove
i3y
(Signature)
(Type or print name)
Title 41-4x-Ler r *apt �
Date It L a ) zap
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11.C.b
Cartegraph Systems, Inc.
Addendum A - Software Products
Cartegraph hereby pledges to issue software licenses in the agreed upon quantities specified in
your Investment Summary. The "Software," as defined in Master Agreement #MA041, as
amended consists of developed and supported technology products available from Cartegraph.
In addition to full access to Cartegraph licensed software, your organization will receive:
1. Unlimited Technical Support
Mon — Fri, lam — 7pm (Central time)
a. Phone: 877 647.3050 (toll free)
b. Email: su ort carte ra h.com
2. User Assistance
a. Remote Assistance
Use the WebEx Remote Assistance link at cartegraph.com and get hands-on
Technical Support delivered via the web.
b. Live Chat
Get your technical questions answered quickly and conveniently using the Live
Chat option located in the Client Center and your Cartegraph Operations
Management System.
c. Email
Send Application Log and trace files electronically and let Cartegraph staff
analyze how the system was being used when the issue arose.
d. File Transfer Protocol (FTP)
Easily exchange large files and communicate with Cartegraph staff using our
secure FTP site.
3. Updates and Enhancements
a. Priority notification about upgrades and enhancements available for your
Cartegraph software.
b. Complimentary assistance from Cartegraph Technical Support staff as you
navigate the software upgrade process.
4. Client Center Access
a. Visit the Client Center at cartegraph.com to search and browse the extensive
library of Cartegraph learning resources, including technical documents and
instructional videos.
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11.C.b
b. Sign-up for free online Cartegraph training sessions focused on topics that will
help you and your staff use the software more effectively.
6. User Events
a. Get live training and meet other Cartegraph users in your region at free
Cartegraph User Group meetings.
BY EXECUTING THIS PURCHASE AGREEMENT, CUSTOMER ACKNOWLEDGES THAT IT HAS
REVIEWED THE TERMS, CONDITIONS, FEES AND CHARGES PROVIDED HEREIN AND IN THE
MASTER AGREEMENT, AS WELL AS ANY OTHER EXHIBITS TO THE MASTER AGREEMENT, AND
CUSTOMER AGREES TO BE LEGALLY BOUND BY EACH SUCH AGREEMENT.
Cartegraph Syste a, Inc.
By
(Si nature)
Randy L. Skem
(Type or print name)
Title Executive Vice PresidenUCRO
Date
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Village of i3 .ffal nave
By
(Signature)
(Type or print name)
Title b.+p ctcYL
Date r _Z4
Packet Pg. 67
11.C.b
Cartegraph Systems, Inc.
Addendum B - Field Services (Fee for Service)
The Fee for Field Service Implementation Services as listed In the Investment Summary of the Purchase Agreement are
specific Cartegraph services which will be delivered to the Customer based on the descriptions below and any
descriptions that may be found in the Purchase Agreement's Exhibits. Cartegraph will coordinate with the Customer on
service delivery expectations and timeframes. This is an addendum to Customer's Master Agreement #MA041 as
amended.
Implementation of our Operations Management System (OMS) - Advanced On -Premise Edition includes the
following:
• Installation support
• System navigation training
• System dashboard training
• Security roles training and support
• Implementation and training on the Request Management portion of the system
• Implementation and training on the Work Management portion of the system
• Implementation and training on Cartegraph for iPad
• Training on system reports and on -screen analytics
• Use of either Google or ESRi mapping within the system
• Implementation of the Citizen Request portal for smartphones and web
• Dedicated Cartegraph Project Manager to facilitate the resource scheduling, timing and other project tasks
The project will be delivered in three phases of implementation, which will be finalized during the operational
consolation:
Phase i
• Complete a 3-day operational consultation focused on gathering the client's business requirements for discussion
of the findings and recommendations regarding workflow and asset management
• Implementation and training on three (3) Asset Applications -- Pavement; Sign; and Water Hydrant
• Create up to two reports
• Training and consultation done via web and during two 3-day Customer on -sites
Phase II
• Implementation and training on thirteen (13) Asset Applications -- Bridge; Light Fixture; Support; Tree; and Water
Distribution network assets including Backflows, Facilities, Laterals, Mains, Meters, Pumps, Storage Tanks, and
Water Back Up Deep Aquifer Wells
• Create up to two reports
• Cartegraph will provide a uni-directional Integration Service between Cartegraph and Joint Utility Locating
Information for Excavators (JULIE).
o Service will support a one-way integration to Cartegraph
o Up to 12 fields will be included in the sync, and these fields must exist in the same Cartegraph
parenfthild recordset
o Sync will occur on a unique ID
■ If ID exists; information will be updated
■ If ID does not exist; Cartegraph will create or produce an error message
o Runtime interval for the sync will be configurable by customer.
n All data must be accessible to the Cartegraph service from a SQL DBIView, Comma Delimited File, or
'"third -party API
'In the event of a third -party API, Cartegraph will require Client support and coordination to gather required documentation andlor
additional information as necessary. Client will ultimately be responsible for third -party vendors cooperation and involvement in
producing the desired solution. Cartegraph scope does not include additional functionality, data processing, or effort not stated above,
• Training and consultation done via web and during two 3-day customer on -sites
Phase ill
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11.C.b
Implementation and training on up to sixteen (16) Asset Applications — Sanitary Sewer network assets including
Cleanout, Facility, Force Main, Lateral, Main, Manhole and Pump; Storm Water network including Basin, Channel,
Culvert, Facility, Inlet, Manhole, Outlet, Pipe and Pump
Cartegraph will provide a uni-directional Integration Service between Cartegraph and New World LOGOS.
• Service will support a one-way integration to Cartegraph
• Up to 12 fields will be included in the sync, and these fields must exist in the same Cartegraph parentichild
recordset
• Sync will occur on a unique ID
o If ID exists; information will be updated
o If ID does not exist; Cartegraph will create or produce an error message
• Runtime interval for the sync will be configurable by customer.
All data must be accessible to the Cartegraph service from a SQL DBNiew, Comma Delimited File, or *third -
party API
*In the event of a third -party API, Cartegraph will require Client support and coordination to gather required documentation
and/or additional Information as necessary. Client will ultimately be responsible for third -party vendor's cooperation and
involvement in producing the desired solution. Cartegraph scope does not include additional functionality, data
processing, or effort rot stated above.
Training and consultation done via web and during two 3-day customer on -sites
During the duration of the project, the client will appoint a project coordinator to be responsible for the following
aspects of the project:
• Approve the Project Status Report
• Authorize the project work
• Acceptance of deliverables defined in the Project Status Report
• Ensure the project is in compliance with and satisfies the requirements of the Project Status Report
• Consult with the Cartegraph Project Manager on a continuing basis
• Provide leadership on all issues related to the client, such as policy, organization, staff, technical architecture,
data, and current systems.
• Monitor progress of the project, including the review of Cartegraph regular status reports and managing internal
resources.
Customer/Cartegraph Responsibilities
Project representatives from Customer and Cartegraph accepts responsibility for all aspects of project planning,
management, and execution not specifically identified as the responsibility of Cartegraph in the Master Agreement or in
this Purchase Agreement. Ongoing management of the day-to-day allocation of Customer and Cartegraph resources and
management of project tasks is the responsibility of the Customer and Cartegraph project representatives. Customer and
Cartegraph project representatives will provide overall guidance and direction for the project and will direct the project
accordingly. Further, and with regard to the Cartegraph obligations listed in this Purchase Agreement, Customer
understands that it is vital to the success of the project that Customer provides assistance in the following matters:
1, For those services fisted under Field Services, Cartegraph personnel will conduct information gathering and
evaluation sessions with various Customer users and management. While Cartegraph respects the time and workload
of Customer staff, dedicated time on the part of the appropriate Customer resources is necessary to complete these
exercises.
2. The installation process requires the assistance of Customer personnel and suitable access to hardware and systems
(e.g., security clearance). Customer is required to supervise the installation process while systems are accessible to
Cartegraph. All hardware and software, for both Personal Computers and servers, is expected to be available,
installed, and operating as specified in Cartegraph's System Requirements documentation such that delivery and
execution of Cartegraph Field Services will not be impeded.
3. Customer and Cartegraph understand that the successful performance of Field Services depends upon Customer
fulfilling its responsibilities. The Project assumes that Customer will provide all personnel required to achieve a
successful implementation.
4. Customer will provide Internet access and 1T staff support as required. For those services that are web -based,
Cartegraph utilizes WebEx Meeting (or similar) technology.
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11.C.b
Customer shall ensure that their workstation platform and database meet Cartegraph system requirements as
specified in the Cartegraph System Requirements documentation, Cartegraph Software will be supported within new
versions of these workstation platforms and databases within a reasonable period of time from their release from their
manufacturer. Cartegraph will discontinue support of its Software within older versions of these workstation platforms
and databases as their support is discontinued by their manufacturers.
5. Customer agrees to work with Cartegraph to schedule Field Services in a timely manner. All undelivered Field
Services shall expire 365 days from the execution of this Purchase Agreement, Upon expiration of services, the
project may be cancelled at Cartegraph's discretion.
Not -to -Exceed Proposal
Cartegraph will not exceed the total Included in this Purchase Agreement without written approval from Customer. In the
event it becomes apparent to Cartegraph that additional service efforts will be needed due to any changes in the scope of
this Purchase Agreement, Cartegraph will notify Customer prior to exceeding the approved efforts and obtain written
approval if additional Software or services are required.
BY EXECUTING THIS PURCHASE AGREEMENT, CUSTOMER ACKNOWLEDGES THAT IT HAS REVIEWED THE
TERMS, CONDITIONS, FEES AND CHARGES PROVIDED HEREIN AND IN THE MASTER AGREEMENT, AS WELL
AS ANY OTHER EXHIBITS TO THE MASTER AGREEMENT, AND CUSTOMER AGREES TO BE LEGALLY BOUND BY
EACH SUCH AGREEMENT.
Cartegraph Systems, Inc.
By
(Signature)
Randy L. Skernc
(Type or print name)
Title Execu$ive Vice PresidentlCRC9
Date
Village of 8 �0"
ve
By
(Signature)
k gr
(Type or print name)
Title jj -
Date 'x °AOI
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