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2019-03-18 - Village Board Regular Meeting - Agenda PacketA. Presentation of American Flag and Pledge by Girl Scouts (President Sussman) (Staff Contact: Dane Bragg) B. Pledge of Allegiance 2. Approval of Minutes A. Village Board - Regular Meeting - Feb 19, 2019 7:30 PM B. Village Board - Committee of the Whole - Mar 4, 2019 7:30 PM 3. Approval of Warrant A. Approval of Warrant #1299 (Trustee Stein) (Staff Contact: Scott Anderson) 4. Village President's Report A. Proclamation Recognizing Girl Scout Week (President Sussman) (Staff Contact: Dane Bragg) B. Proclamation Recognizing Earth Hour 2019 (President Sussman) (Staff Contact: Jenny Maltas) 5. Village Manager's Report A. Recognizing Joseph Arizzi for Life Saving Intervention (President Sussman) (Staff Contact: Dane Bragg) 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-2019-9 Resolution Relating to the Semi -Annual Review of Closed Session Minutes (Clerk Sirabian) (Staff Contact: Julie Dziewior) 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. R-2019-10 Resolution Adopting the 2019 Zoning Map (Trustee Ottenheimer) (Staff Contact: Chris Stilling) SUMMARY: Pursuant to State Statute, the Village of Buffalo Grove is required to publish its official zoning map by March 31, 2019. The map is unchanged from last year. C. Development Improvement Agreement True North Energy (Trustee Smith) (Staff Contact: Darren Monico) SUMMARY: Staff recommends approval of the DIA for the proposed development located at 185 Milwaukee Avenue, subject to review and approval by the Village Attorney. D. Intergovernmental Agreement Cook County CABS System (Trustee Ottenheimer) (Staff Contact: Steven Casstevens) SUMMARY: The Police Department is recommending the execution of the updated IGA with Cook County Sheriff, which will result in the department receiving a new LiveScan machine at no cost, eliminating the need to purchase a new machine and the annual maintenance fee of $3,500.00 E. 2019 Chatham Lift Station Design (Trustee Smith) (Staff Contact: Darren Monico) SUMMARY: Staff seeks authorization to execute an agreement with Ciorba Group for design engineering and services in an amount not to exceed $34,445.70, pending approval of the Village Attorney. F. Award of Bid Landscaping (Trustee Johnson) (Staff Contact: Michael Reynolds) SUMMARY: Staff recommends the Village Board award the bid for Landscaping Services to the lowest responsive and responsible bidder, Americana Landscape Group Inc, at an amount not to exceed $195,452.00 pending final review and approval of the contract by the Village Attorney. G. Award of Bid Right of Way Mowing (Trustee Johnson) (Staff Contact: Michael Reynolds) SUMMARY: Staff recommends the Village Board award the bid for Right of Way and Median Mowing Services to the lowest responsive and responsible bidder, City Escape Garden & Design, LLC, at an amount not to exceed $101,424pending final review and approval of the contract by the Village Attorney. H. Award of Bid Tree Planting (Trustee Johnson) (Staff Contact: Michael Reynolds) SUMMARY: Staff recommends the Village Board award the bid for Tree Planting Services to the lowest responsive and responsible bidder, Acres Group, and authorize the Village Manager to execute a contract with Acres Group at an amount not to exceed $143,150.00 pending final review and approval of the contract by the Village Attorney. Award of Bid for 2019 Pavement Marking Project (Trustee Smith) (Staff Contact: Kyle Johnson) SUMMARY: Staff recommends approval of the contract to the lowest responsible and responsive bidder Superior Road Striping Inc. in the amount of $41,886.08 pending Village Attorney review. Award of Bid for 2019 Pavement Patching Project (Trustee Smith) (Staff Contact: Kyle Johnson) The 2019 Pavement Patching Project was bid on February 28th, 2019 and the lowest responsible and responsive bid was J.A. Johnson Paving Co. Staff recommends approval of the contract to J.A. Johnson Paving Co. in the amount of $201,442.50 pending Village Attorney review. K. Award of Contract Bike Path and Parking Lot Sealcoating Project (Trustee Smith) (Staff Contact: Darren Monico) Staff recommends the Village Board award the bid for Bike Path and Parking Lot Sealcoating Project to, Denler Inc., and authorize the Village Manager to execute a contract with Denler Inc., at an amount not to exceed $45,149.58 pending final review and approval of the contract by the Village Attorney. 9. Ordinances and Resolutions 10. Unfinished Business 11. New Business A. Pre -Application Discussion- Proposed Improvements to Cambridge Commons Shopping Center (Trustee Ottenheimer) (Staff Contact: Chris Stilling) B. Award of Bid for 2019 Street Improvement Project (Trustee Smith) (Staff Contact: Kyle Johnson) C. Award of Bid for 2019 Sidewalk Improvement Project (Trustee Smith) (Staff Contact: Kyle Johnson) D. Award of Bid for 2019 Winter Repairs Project (Trustee Johnson) (Staff Contact: Darren Monico) E. Authorization to Waive Bids and Purchase Cardiac Monitors (Trustee Ottenheimer) (Staff Contact: Mike Baker) 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. 1.A Information Item : Presentation of American Flag and Pledge by Girl Scouts ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends presentation. Local Girl Scouts will present the colors and lead the Pledge of Alliance. Trustee Liaison Sussman Monday, March 18, 2019 Staff Contact Dane Bragg, Office of the Village Manager Updated: 3/14/2019 9:22 AM Page 1 Packet Pg. 4 2.A MINUTES OF THE REGULAR MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE HELD IN THE JEFFREY S. BRAIMAN COUNCIL CHAMBERS, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS ON TUESDAY, FEBRUARY 19, 2019 CALL TO ORDER President Sussman called the meeting to order at 7:30 P.M. Those present stood and pledged allegiance to the Flag. ROLL CALL Roll call indicated the following present: President Sussman; Trustees Berman, Stein, Ottenheimer, Weidenfeld, Johnson and Smith. N d Also present were: Dane Bragg, Village Manager; Patrick Brankin, Village Attorney; Jennifer Maltas, Deputy Village Manager; Scott Anderson, Finance Director; Andrew Brown, Deputy Finance Director; Evan Michel, Management Analyst; Art Malinowski, Director of Human Resources; Katie Golbach, 0 Human Resources Management Analyst; Christopher Stilling, Director of Community Development; Mike j Reynolds, Director of Public Works; Bryan Beitzel, Maintenance Superintendent; Darren Monico, Village o Engineer; Geoff Tollefson, Director of Golf Operations; Fire Chief Baker; Deputy Fire Chief Wagner; and a Police Chief Casstevens. Q APPROVAL OF MINUTES Moved by Johnson, seconded by Ottenheimer, to approve the minutes of the January 22, 2018 Rescheduled Regular Meeting. Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Stein, Ottenheimer, Weidenfeld, Johnson, Smith NAYS: 0 — None Motion declared carried. Moved by Stein, seconded by Smith, to approve the minutes of the February 4, 2019 Committee of the Whole Meeting. AYES: 5 — Berman, Stein, Weidenfeld, Johnson, Smith NAYS: 0 — None ABSTAIN: 1 — Ottenheimer Motion declared carried. WARRANT #1298 Mr. Anderson read Warrant #1298. Moved by Bennan, seconded by Johnson, to approve Warrant #1298 in the amount of $4,172,635.47 authorizing payment of bills listed. Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Stein, Ottenheimer, Weidenfeld, Johnson, Smith NAYS: 0 — None Motion declared carried. VILLAGE PRESIDENT'S REPORT President Sussman asked Stan Zoller to come forward as she recognized him for receiving the Journalism Education Association Lifetime Achievement Award. Mr. Zoller was congratulated by the audience and the Board. VILLAGE MANAGER'S REPORT Packet Pg. 5 2.A Chief Baker reviewed the credentials of Firefighter/Paramedic Davis Zabilka before presenting him with his badge, which was pinned on by his fiance. FF/PM Zabilka was then welcomed and congratulated by the audience and the Board. President Sussman asked for a moment of silence to remember those killed in the recent workplace shooting in Aurora. REPORTS FROM TRUSTEES The Village Clerk noted that March 5, 2019 is the last day to register to vote in the April 2, 2019 Consolidated Election. CONSENT AGENDA President Sussman explained the Consent Agenda, stating that any member of the audience or the Board could request that an item be removed for full discussion. The Village Clerk read a brief synopsis of each of the items on the Consent Agenda. 0 �a Proclamation — National Engineers Week Motion to approve a Proclamation recognizing National Engineers Week from February 17-23, 2019. Q Investment Policy Motion to approve an Amendment to the Investment Policy to include Corporate Debt. Cold Patch Motion to award bid for Cold Patch to Arrow Road Construction. Resolution No. 2019-7 — Des Plaines River Motion to pass Resolution No. 2019-7 supporting the Des Plaines River Watershed Based Plan. Resolution No. 2019-8 — 2019 Volume Cap Motion to pass Resolution No. 2019-8 reallocating the 2019 Volume Cap to the Village of Buffalo Grove. Ordinance No. 2019-4 — Liquor Controls Motion to pass Ordinance No. 2019-4 amending Chapter 5.20 — Liquor Controls for JPJK. Inc. d/b/a Wood Restaurant. Ordinance No. 2019-5 —1350 Abbott Court Motion to pass Ordinance No. 2019-5 approving a Special Use to allow a Fitness Facility at 1350 Abbott Court. Moved by Ottenheimer, seconded by Smith, to approve the Consent Agenda. Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Stein, Ottenheimer, Weidenfeld, Johnson, Smith NAYS: 0 — None Motion declared carried. Packet Pg. 6 2.A ORDINANCE NO. 2019-6 — WASTE MANAGEMENT Moved by Weidenfeld, seconded by Johnson, to pass Ordinance No. 2019-6, authorizing the Village Manager to execute a contract extension with Waste Management, subject to review and approval by the Village Attorney, and consistent with materials contained in Board packets. Mr. Stilling reviewed the proposed ordinance, details of which are contained in his memo to the Board of February 15, 2019. Mr. Stilling also focused on the proposed At Your Door service. Board discussion followed on the pros and cons of the proposed At Your Door enhanced service. It was noted that staff has done an outstanding job of locking in a very favorable price arrangement for a long period of time. Upon roll call, Trustees voted as follows: d AYES: 5 — Stein, Ottenheimer, Weidenfeld, Johnson, Smith C NAYS: 1 — Berman 2 It - Motion declared carried O �a LIQUID DE-ICING o a a Moved by Johnson, seconded by Weidenfeld, to waive bids and authorize purchase of Liquid De -Icing Q "Beet Heet". s Mr. Beitzel reviewed the proposal, details of which are contained in his memo to Mr. Robinson of February 14, 2019. Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Stein, Ottenheimer, Weidenfeld, Johnson, Smith NAYS: 0 — None Motion declared carried RADIO EQUIPMENT Moved by Ottenheimer, seconded by Johnson, to waive bids and purchase 18 Motorola radios as the current radios are at the end of their useful life, the current radio's technology is not capable of utilizing the necessary advanced communication capabilities, and more importantly, Motorola no longer provides support or manufactures replacement parts for the current radios. Chief Baker reviewed the proposal, details of which are contained in his memo to Mr. Bragg of February 4, 2019. Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Stein, Ottenheimer, Weidenfeld, Johnson, Smith NAYS: 0 — None Motion declared carried 2019 GHA CONSTRUCTION MANAGEMENT Moved by Smith, seconded by Johnson, to authorize staff to execute an agreement with Gewalt Hamilton Associates, Inc. for resident engineering and construction staking services in an amount not to exceed $199,370.00, pending approval of the Village Attorney. Mr. Monico reviewed the proposal, details of which are contained in his memo to Ms. Maltas of Packet Pg. 7 2.A January 23, 2019. Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Stein, Ottenheimer, Weidenfeld, Johnson, Smith NAYS: 0 — None Motion declared carried 156 IRONWOOD P&Z COMMISION APPEAL Mr. Stilling reviewed the appeal of the petitioner, details of which are contained in his memo to the Board of February 13, 2019. Michael Leissner, the petitioner, went into further details as to the reason that he is appealing the decision d of the Planning & Zoning Commission, and explained why he believes not being allowed to keep his POP-UP camper in his rear yard is a hardship for his family. Moved by Ottenheimer, seconded by Stein, that the Village Board overturn the decision of the Planning & 0 Zoning Commission and allow the variance. j 0 L P&Z Commission Chair Cesario reviewed the deliberations that took place at their meeting, which are a detailed in the minutes contained in Board packets. Q Lengthy discussion ensued as to the necessity to store this pop-up camper in a location that requires a variance and is offensive to a neighbor; it was suggested that the petitioner meet with his neighbor and try to come to an agreement satisfactory to both parties. Upon roll call, Trustees voted as follows: AYES: 1 — Stein NAYS: 6 — Berman, Ottenheimer, Weidenfeld, Johnson, Smith, Sussman Motion defeated. QUESTIONS FROM THE AUDIENCE President Sussman reviewed the parameters to be followed by speakers and asked if there were any questions from the audience on items not on tonight's agenda; there were no such questions EXECUTIVE MEETING Moved by Stein, seconded by Ottenheimer, to move to Executive Session pursuant to Section 2(C)(11) of the Illinois Open Meetings Act: Litigation, when an action against, affecting or on behalf of the particular Public Body has been filed and is Pending before a Court or Administrative Tribunal, or when the Public Body finds that an Action is Probable or Imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the Closed Meeting, Upon roll call, Trustees voted as follows: AYES: 6 — Berman, Stein, Ottenheimer, Weidenfeld, Johnson, Smith NAYS: 0 — None Motion declared carried. The Board Moved to Executive Session from 8:46 P.M. to 9:35 P.M. ADJOURNMENT Packet Pg. 8 2.A Moved by Smith, seconded by Ottenheimer, to adjourn the meeting. Upon voice vote, the motion was unanimously declared carried. The meeting was adjourned at 9:37 P.M. Janet M. Siiabian, Village Clerk APPROVED BY ME THIS 18`" DAY OF March 2019 Village President Q Packet Pg. 9 2.B MINUTES OF THE COMMITTEE OF THE WHOLE MEETING OF THE VILLAGE BOARD OF THE VILLAGE OF BUFFALO GROVE HELD IN THE JEFFREY S. BRAIMAN COUNCIL CHAMBERS, VILLAGE HALL, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS ON MONDAY, MARCH 4, 2019 CALL TO ORDER President Sussman called the meeting to order at 7:30 P.M. Those present stood and pledged allegiance to the Flag. ROLL CALL Roll call indicated the following present: President Sussman; Trustees Berman, Stein, Ottenheimer, Weidenfeld, y Johnson and Smith. d 3 c Also present were: Dane Bragg, Village Manager; Patrick Brankin, Village Attorney; Jenny Maltas, Deputy Village Manager; Scott Anderson, Finance Director; Art Malinowski, Director of Human Resources; Katie o Golbach, Human Resources Management Analyst; Brett Robinson, Director of Purchasing; Evan Michel, Management Analyst; Chris Stilling, Director of Community Development; Nicole Woods, Village Planner; o Darren Monico, Village Engineer; Mike Reynolds, Director of Public Works; Geoff Tollefson, Director of Golf Q- a Operations; Deputy Clerk Julie Dziewior; Police Chief Casstevens; Fire Chief Baker. Q SPECIAL OLYMPICS PRESENTATION Chief Casstevens introduced Katie Risley, Director of Development for Special Olympics Illinois, and Stephen Katz, Global Messenger for Special Olympics. Ms. Risley thanked the Buffalo Grove Police Department for their continued contributions to Special Olympics, and Stephen Katz presented an award recognizing the department's 2018 fundraising efforts to Chief Casstevens. NATURAL AREA PROJECTS UPDATE Public Works has been actively engaged in re-establishing its natural area. Throughout the process, the Department has secured the service of Jeff Weiss, who shared a PowerPoint presentation, "Green Infrastructure Project Review", highlighting the accomplishments of 2018 and the initiatives for 2019 DRAFT PRAIRIE VIEW METRA STATION PLAN Mrs. Woods presented an overview, including video, of the Prairie View Metra Station Area Draft Plan to the Board. This Plan is the result of an intense community outreach and planning process which began in 2018. Mrs. Woods also outlined the next steps for public engagement prior to requesting the Village Board adopt the Plan at the April 15, 2019 Board Meeting. Further details are contained in the memo to the Board from Mr. Stilling and Mrs. Woods dated March 4, 2019. BUSINESS LICENSING President Sussman has requested a discussion regarding the licensing/registration of all businesses in the Village of Buffalo Grove. Mr. Stilling reviewed further details of this proposal contained in his memo to the Board of February 28, 2019. QUESTIONS FROM THE AUDIENCE President Sussman reviewed the parameters to be followed by speakers and asked if there were any questions from the audience on items not on tonight's agenda; there were no such questions. ADJOURNMENT Packet Pg. 10 2.B Moved by Weidenfeld, seconded by Berman, to adjourn the meeting. Upon voice vote, the motion was unanimously declared carried. The meeting was adjourned at 8:20 P.M. Janet M. Sirabian, Village Clerk APPROVED BY ME THIS 18t' DAY OF March 2019 Village President Q Packet Pg. 11 3.A Action Item : Approval of Warrant #1299 ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. TOTAL WARRANT #1299 $4,559,544.66. ATTACHMENTS: • W#1299 SUMMARY (PDF) Trustee Liaison Stein Monday, March 18, 2019 Staff Contact Scott Anderson, Finance Updated: 3/14/2019 9:16 AM Page 1 Packet Pg. 12 3.A.a VILLAGE OF BUFFALO GROVE WARRANT #1299 18-Mar-19 General Fund: 770,719.39 Parking Lot Fund: 584.56 Motor Fuel Tax Fund: 0.00 Debt Service Fund: 0.00 School & Park Donations 0.00 Capital Projects -Facilities: 519.62 Capital Projects -Streets: 25,550.28 Health Insurance Fund: 0.00 Facilities Development Debt Service Fund: 0.00 Retiree Health Savings (RHS): 4,868.57 Water Fund: 1,364,752.77 Buffalo Grove Golf Fund: 14,296.16 Arboretum Golf Fund: 24,630.54 Refuse Service Fund: 60,018.73 Information Technology Internal Service Fund: 1815680.30 Central Garage Internal Service Fund: 104,162.34 Building Maintenance Internal Service Fund: 53,785.54 2,605,568.80 PAYROLL PERIOD ENDING 02/21/19 977,843.97 PAYROLL PERIOD ENDING 03/07/19 976,131.89 1,953,975.86 TOTAL WARRANT #1299 4,559,544.66 APPROVED FOR PAYMENT BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, ILLINOIS Village Clerk Village President Packet Pg. 13 4.A Information Item : Proclamation Recognizing Girl Scout Week ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. A proclamation recognizing Girl Scout Week. ATTACHMENTS: girl scout 2019 (DOC) Trustee Liaison Sussman Monday, March 18, 2019 Staff Contact Dane Bragg, Office of the Village Manager Updated: 3/15/2019 10:48 AM Page 1 Packet Pg. 14 4.A.a r '4 ro tit I (- "utiC)"Ill Village of Buffalo Grove PROCLAMATION HONORING GIRL SCOUT WEEK 2019 WHEREAS, Girl Scouts is a global movement that thinks big and acts locally. Programs and experiences are designed to help every girl discover her sparkle. In addition to singing, dancing, hiking, and canoeing, our local Girl Scouts use problem - solving skills to make an impact in our community and around the world; and WHEREAS, the mission of Girl Scouts is to change lives by building girls of courage, confidence, and character, who make the world a better place; and WHEREAS, more than 55,440 girls and 21,380 adults are involved locally; and WHEREAS, Girl Scouts of Greater Chicago and Northwest Indiana join Girl Scouts all around the nation to make the world a better place and celebrate Girl Scout Week. This week honors the Girl Scouts' 107th anniversary of Girl Scouting in the United States; and NOW, THEREFORE, BE IT RESOLVED that I, Beverly Sussman, former Girl Scout and now President of the Village of Buffalo Grove, do hereby recognize National Girl Scout Week, and declare the same as official Girl Scout Week in Buffalo Grove. FURTHER, I urge all citizens of Buffalo Grove to join me in recognizing the achievements and leadership of our local Girl Scouts and volunteers; thank them for their valuable community service and encourage the future success of this organization. Proclaimed this 18th day of March 2019. Beverly Sussman, Village President Packet Pg. 15 4.B Action Item : Proclamation Recognizing Earth Hour 2019 ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action N/A. Earth Hour started in 2007 in Sydney, Australia when 2.2 million individuals and more than 2,000 businesses turned their lights off for one hour to take a stand against climate change. With almost five million supporters and a global network in over 100 countries/territories, Earth Hour is now one of the world's largest and most respected movements. ATTACHMENTS: • Earth Hour 2019 (DOC) Trustee Liaison Sussman Monday, March 18, 2019 Staff Contact Jenny Maltas, Office of the Village Manager Updated: 3/13/2019 2:45 PM Page 1 Packet Pg. 16 4.B.a r '4 ro I (- "utiC)"Ill Village of Buffalo Grove PROCLAMATION RECOGNIZING EARTH HOUR 2019 MARCH 30, 2018, 8:30 - 9:30 PM WHEREAS, Earth Hour 2019 aims to show the actions that people, businesses and governments world-wide are taking to reduce their environmental impact; and L 0 WHEREAS, Earth Hour is organized by the World Wildlife Fund (WWF). WWF's mission is to = stop the degradation of the Earth's natural environment and build a future where people live in harmony with nature; and w WHEREAS, Earth Hour is a global movement encouraging individuals, businesses and governments around the world to take positive actions for the environment by switching off their lights for one designated hour; and WHEREAS, Earth Hour 2019 will be held on Saturday March 30th between 8.30 pm and 9:30 pm; and WHEREAS, With almost 5 million in more than 100 countries/territories across every continent will unite in a single moment of celebration and contemplation of the planet by switching off their lights for one designated hour; NOW THEREFORE, BE IT PROCLAIMED by the President and Board of Trustees of the Village of Buffalo Grove that March 30th, 2019, between 8:30 pm and 9:30 pm, is designated as "Earth Hour" and we call upon the residents and businesses of the Village of Buffalo Grove to observe the occasion by turning off all nonessential lighting during that hour. Proclaimed this 18th day of March, 2019. Beverly Sussman, Village President Packet Pg. 17 5.A Information Item : Recognizing Joseph Arizzi for Life Saving Intervention ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action N/A The village is recognizing Joseph Arizzi for his rapid recognition and interventions for a 15 year old asthmatic on February 12, 2019 while completing a rental inspection. The patient was in severe respiratory distress and his ability to keep the patient calm resulted in a lessening of the symptoms and allowed the BGFD paramedics to more easily manage his asthmatic episode. His ability to provide those interventions were needed for a successful patient outcome and he was an integral part of the initial recognition and treatment of the patient. Trustee Liaison Sussman Monday, March 18, 2019 Staff Contact Dane Bragg, Office of the Village Manager Updated: 3/15/2019 11:05 AM Page 1 Packet Pg. 18 8.A Resolution No. R-2019-9 : 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 - 031819 (DOC) Trustee Liaison Ms. Sirabian Monday, March 18, 2019 Staff Contact Julie Dziewior, Community Development Updated: 3/14/2019 10:11 AM Page 1 Packet Pg. 19 8.A.a RESOLUTION No. 2019- 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 need for confidentiality still exists as to all closed session minutes approved on January 22, 2019 or not previously released, and the same shall not be released for public inspection. SECTION TWO: This Resolution shall be in full force and effect from and after its passage and approval. AYES: NAYS: ABSENT: PASSED AND APPROVED this 18th day of Attest: Village Clerk March 2019 Village President 1 Packet Pg. 20 8.B Resolution No. R-2019-10 : Resolution Adopting the 2019 Zoning Map ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval of the attached zoning map. SUMMARY: Pursuant to State Statute, the Village of Buffalo Grove is required to publish its official zoning map by March 31, 2019. The map is unchanged from last year. ATTACHMENTS: • BOT memo (DOCX) • Resolution (DOCX) • Exhibit A 2019 Zoning Map (PDF) Trustee Liaison Ottenheimer Monday, March 18, 2019 Staff Contact Chris Stilling, Community Development Updated: 3/14/2019 2:02 PM Page 1 Packet Pg. 21 8.B.a SUBJECT: 2019 Village Zoning Map —Annual Update Background Pursuant to State Statute, the Village of Buffalo Grove is required to publish its official zoning map by March 31, 2019. The map is unchanged from last year. Staff Recommendation Staff recommends approval of the attached zoning map. Packet Pg. 22 8.B.b RESOLUTION NO. 2019 — A RESOLUTION ADOPTING THE OFFICIAL ZONING MAP OF THE VILLAGE OF BUFFALO GROVE, ILLINOIS WHEREAS, Illinois statute requires annual publication of the Village's official zoning map; and, WHEREAS, the Village of Buffalo Grove has compiled a zoning map attached hereto as Exhibit A depicting zoning districts as required by State statute. NOW, THEREFORE, BE IT RESOLVED by the President and Board of Trustees of the Village of Buffalo Grove, Cook and Lake Counties, Illinois that the map attached hereto as Exhibit A is hereby adopted as the Village's official Zoning Map. AYES: NAYS: ABSENT: PASSED: c 3 APPROVED: C U) m c ATTEST: APPROVED: s ca Village Clerk Beverly Sussman, Village President a 8.B.b EXHIBIT A 2019 Zoning Map Vi PARKS APPLE HILL PARK ... J 15 APTAKISIC PARK ... G 15 BICENTENNIAL PARK ... H 8 BISON PARK ... B 9 CAMBRIDGE PARK ... B 13 CAMELOT CORNER PARK ... H 9 CANTERBURY PARK ... K 11 CHERBOURG PARK ... F 13 CHILDREN'S PARK ... G 7 CHURCHILLPARK... Ill COOPER PARK ... D 8 EMMERICH EAST PARK ... D 12 EMMERICH PARK ... D 11 GREEN LAKE PARK ... G 11 IVY HALL PARK ... F 8 KILMER PARK ... C 12 LIONS PARK ... C 9 LONGFELLOW PARK ... C 8 MIKE RYLKO COMMUNITY PARI MILL CREEK PARK ... A 8 MIRIELLE PARK ... I 14 NICOLE PARK ... F 8 NORTHWOOD PARK ... E 16 OLD FARM PARK ... G 13 PARKCHESTER PARK ... F 15 PRAIRIE GROVE PARK --- I 13 ROLLING HILLS NORTH PARK.. ROLLING HILLS PARK ... I 10 TARTAN PARK ... F 14 TWIN CREEKS PARK ... H 11 WEIDNER PARK ... D 9 WESTCHESTER PARK...H 12 WILLOW STREAM PARK ... E 10 WINDSOR RIDGE PARK ... C 10 WINFIELD PARK ... C 7 WOODLAND PARK ... J 10 SCHOOLS .G 11 .J 10 APTAKISIC JUNIOR HIGH SCHOOL ... G 15 BUFFALO GROVE HIGH SCHOOL ... C 8 BUFFALO GROVE MONTESSORI SCHOOL ... B 12 COOPER MIDDLE SCHOOL ... D 8 EARL PRITCHETT ELEMENTARY SCHOOL ... E 15 HENRY W. LONGFELLOW ELEMENTARY SCHOOL ... C 8 IVY HALL MIDDLE SCHOOL ... F 8 JOYCE KILMER ELEMENTARY SCHOOL ... C 12 MERIDIAN MIDDLE SCHOOL ... I 13 PRAIRIE ELEMENTARY SCHOOL ... H 10 SAINT MARY SCHOOL...E 12 THE GROVE MONTESSORI SCHOOL ... F 7 TRIPP ELEMENTARY SCHOOL ... F 13 TWIN GROVES JUNIOR HIGH SCHOOL ... J 10 WILLOW GROVE ELEMENTARY SCHOOL ... F 9 MUNICIPAL FACILITIES ALCOTTCENTER... D 10 8.0 Action Item : Development Improvement Agreement True North Energy ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: Staff recommends approval of the DIA for the proposed development located at 185 Milwaukee Avenue, subject to review and approval by the Village Attorney. ATTACHMENTS: • True North DIA Memo (DOCX) • DIA True North 185 Milwaukee (PDF) Trustee Liaison Staff Contact Smith Darren Monico, Public Works Monday, March 18, 2019 Updated: 3/13/2019 4:25 PM Page 1 Packet Pg. 26 8.C.a VILLACE OF MEMORANDUM DATE: March 6, 2019 TO: Jenny Maltas, Deputy Village Manager FROM: Darren Monico, Village Engineer SUBJECT: True North Development Improvement Agreement The developer has submitted a Development Improvement Agreement for the proposed Gas Station Development, located at 185 Milwaukee Avenue. The Development Improvement Agreement, or DIA, is an agreement between the Developer and the Village and identifies the items to be constructed by the developer on the project site. Typical items include the stormwater management, parking lot, and all of the utilities or services such as water main and sanitary sewer. With this agreement, the developer agrees to provide security as required in the Village Code until the developer completes the required items. Staff recommends approval of the Development Improvement Agreement, subject to Village Attorney review. Packet Pg. 27 8.C.b 185 Milwaukee Avenue True North Energy Buffalo Grove DEVELOPMENT IMPROVEMENT AGREEMENT THIS AGREEMENT ("Agreement"), made and entered into as of this 18th day of March, 2019 by and between the VILLAGE OF BUFFALO GROVE, an Illinois Municipal Corporation, and having its office at Village Hall, 50 Raupp Boulevard, Buffalo Grove, Illinois (hereinafter called "Village"), and True North Energy, LLC, (hereinafter called "Developer"). WITNESSETH: WHEREAS, Developer desires to improve the real property described in Exhibit "A" attached hereto and made a part hereof (the "Property"), and in compliance with the Village's Development Ordinance, Developer has submitted to the Village certain (i) plans prepared by Manhard Consulting, who are registered professional engineers (the "Site Plan"), which Plans were approved by the Village pursuant to Ordinance No. 0-2108-42 and 0-2018-43 and (li) additional plans and specifications prepared by Manhard Consulting dated March 8, 2019 and described in more detail in Exhibit "C" attached hereto and made a part hereof (the "Site Improvement Plans" and together with the Site Plan, the "Plans"); and, WHEREAS,'the Village is willing to approve said Plans, provided that this Agreement Is executed to insure the completion of certain site improvements, as a condition precedent to the issuance of building permits for any buildings to be constructed on the Property. NOW, THEREFORE, it is mutually agreed as follows: 1. Developer shall furnish, or cause to be furnished, at their own cost and expense, all the necessary material, labor, and equipment to complete the improvements listed on Exhibit "B" attached hereto, and all other site improvements not specifically set forth, which are required by applicable ordinances or agreements (collectively, the "Improvements"), all In a good and workmanlike manner and in accordance with all pertinent ordinances and regulations of the Village and in accordance with the Plans (including any subsequent revisions requested by the Developer and approved in writing by the Village pursuant to the Village's Development Ordinance). All utility lines and services to be installed in the street shall be installed prior to paving. 1 Packet Pg. 28 8.C.b 2. Attached hereto as Exhibit "D" is a complete cost estimate for the construction of the improvement described in Exhibit "B" hereto. No later than three (3) business days following the execution of this Agreement and prior to the issuance of Village Permits, the Developer shall deposit a Letter of Credit acceptable to and in a form and substance approved by the Village in the original amount of Four Hundred Ninety Thousand Nine Hundred Two and 00/100 Dollars ($490,902.00), as further described in Paragraph 9 herein (the "Letter of Credit"). 3. All work shall be subject to inspection by and the approval of the Village Engineer. It is agreed that the contractors who are engaged to construct the Improvements are to be approved by the Village Engineer and that such approval will not be unreasonably withheld. 4. The Developer has paid or will pay the Village a Review and Inspection Fee, as required by Ordinance, It is understood that said fee is based on the amount of the contracts or cost estimate for those items in Exhibit "B". 5. Prior to the time the Developer or any of its contractors begin any of the work provided for herein, the Developer, and/or its contractors shall furnish the Village with evidence of insurance covering their employees in such amounts and coverage as is acceptable to the Village. In addition, by its execution of this Agreement, the Developer agrees to protect, indemnify, save and hold harmless, and defend the Village and its employees, officials, and agents, against any and all claims, costs, causes, actions, and expenses, including but not limited to reasonable attorney's fees Incurred by reason of a lawsuit or claim for damages or compensation arising in favor of any person, corporation or other entity, including the employees or officers or independent contractors or sub- contractors of the Developer or the Village, on account of personal injuries or death, or damages to property occurring, growing out of, incident to, or resulting directly or indirectly, from the performance of the work of the Developer, independent contractors or sub -contractors or their officers, agents, or employees. The Developer shall have no liability or damages for the costs incident thereto to the extent caused by the sole negligence or intentional misconduct of the Village, its independent contractors or sub- contractors or their officers, agents, or employees. 6. Subject to Force Majeure (as defined herein), Developer shall cause the Improvements to be completed within twenty-four (24) months following the date of this Agreement (except any 2 Packet Pg. 29 8.C.b Improvements for which specified time limits are noted on the Plans, which shall be completed within the specified time limits shown on the Plans). "Force Majeure" as used herein shall mean a delay in Developer's performance hereunder caused by a strike or labor problem, energy shortage, governmental pre-emption or prescription, national emergency, or any other cause of any kind beyond the reasonable control of Developer. if work is not completed within the time prescribed herein, the Village shall have the right to call upon the Letter of Credit, in accordance with its terms, for the purpose of completing the Improvements. Upon completion of the Improvements herein provided for, as evidenced by the certificate or certificates of the Village President and Board of Trustees, the Village shall be deemed to have accepted said Improvements, and thereupon, the Letter of Credit shall automatically be reduced to serve as security for the obligations of the Developer as set forth in Paragraph 7 hereof. The Developer shall cause its consulting engineers to correct drawings to show work as actually constructed and said engineers shall turn over high quality Mylar reproducible copies thereof to the Village to become the Village's property prior to acceptance of the Improvements by the President and Hoard of Trustees. 7. The Developer, for a period of one year beyond formal acceptance by the Village of any Improvement, described in Exhibit "B" hereof, shall be responsible for maintenance, repairs and corrections to such Improvements which may be required due to failures or on account of faulty construction or due to the Developer's negligence and/or its contractors' negligence. The obligation of the Developer hereunder shall be secured by the Letter of Credit as further described in Paragraph 9 hereof. 8. It is agreed that no occupancy permit shall be granted by any official for the construction of any structure until all required utility facilities set forth in the Plans (to include, but not by way of limitation, sanitary sewer, water and storm sewer systems) have been instailed and made ready to service the Property; and that all parking lots or access drives (to include curbs) set forth in the Plans that provide access to the Property have been completely constructed, except for the designed surface course. It is understood and agreed that building permits may be granted for buildings on specific lots to which utility facilities have been installed and made ready for service and to which parking lots or access drives have been constructed as described above, notwithstanding the fact that all improvements within the 3 Packet Pg. 30 8.C.b Development may not be completed. 9.A. The obligations of the Developer hereunder as to the deposit of security for the completion of the Improvements and the one year maintenance of said Improvements after acceptance by the Village (Paragraph 7) shall be satisfied upon delivery to the Village of a Letter of Credit in favor of the Village in a form acceptable to the Village, in the amount set forth in Paragraph 2 above. The Letter of Credit shall be made subject to this Agreement. The Developer hereby waives its option pursuant to 30 ILCS 550/3 and 65 ILCS 5/11-39-3 to utilize any type of security other than a Letter of Credit. S. In addition to the terms, conditions, and covenants of the Letter of Credit, the Village hereby agrees to draw funds or to call said performance guarantee under such security solely for the purpose of payment for labor and materials supplied or to be supplied, by engineers, contractors, or subcontractors, to, or for the benefit of the Developer or the Village, as the case may be, under the provisions of this Agreement and the said Improvements for which payment is being made shall have been completed, or will be completed, In substantial accordance with the Plans. C. The Village further hereby agrees that to the extent that the Developer causes the commitments of this Agreement to be completed, the outstanding liability of the Issuer of the Letter of Credit shall during the course of construction of the improvements, approximate the cost of completing all improvements and paying unpaid contract balances for the completion of the improvements referred to in this Agreement. Until all required tests have been submitted and approved by the Village for each of the construction elements including, but not limited to, earthwork, street pavements, parking area pavements, sanitary sewers and water mains (as applicable), a minimum of that portion of the surety for each element shall be subject to complete retention. All Improvements are subject to a minimum fifteen (15%) percent retention until final acceptance by the Village. D. In order to guarantee and warranty the obligations of Paragraph 7 herein, an amount equal to fifteen (15%) percent of the total amount of the Letter of Credit, or an amount equal to fifteen (15%) percent of the cost estimate of the Individual Improvement(s) shall be retained in the Letter of Credit for a period of one-year beyond formal acceptance by the Village of the Improvement(s). J9 Packet Pg. 31 8.C.b E. As a portion of the security amount specified in Paragraph 2, the Developer shall maintain a cash deposit with the Village Clerk in the amount of _Five Thousand Dollars ($_5,000.00). If roads are not maintained with a smooth and firm surface reasonably adequate for access of emergency vehicles such as fire trucks and ambulances, or if any condition develops which is deemed a danger to public health or safety by the Village of Buffalo Grove due to the actions of the Developer or his failure to act; and after written notice of this condition, the Developer fails to immediately remedy the condition; then the Village may take action to remedy the situation and charge any expenses which results from the action to remedy the situation to the cash deposit. Upon notification that the cash deposit has been drawn upon, the Developer shall immediately deposit sufficient funds to maintain the deposit in the amount of _Five Thousand Dollars ($5,000.00). If the Developer has not made the additional deposit required to maintain the total cash deposit within three (3) days from the date he received notice that such additional deposit was required, It is agreed that the Village may issue a Stop Work Order or also may revoke all permits which the Developer had been granted. This cash deposit shall continue to be maintained until the maintenance guarantee period has lapsed. The deposit may be drawn upon by the Village If the conditions of this Agreement are not met by the Developer within five (5) days after receipt of a written notice of noncompliance with the conditions of this Agreement, except in cases of danger to public health and safety as determined by the Village, in which case, the deposit may be drawn upon immediately following notice to the Developer and his failure to immediately remedy the situation. After termination of the one-year maintenance period and upon receipt by the Village Clerk of a written request for release of the deposit, the Village will either notify the Developer that the Improvements are not in a proper condition for final release of the deposit, or shall release the deposit within fifteen (15) days. F. In addition to the terms, covenants, and conditions of the letter of Credit, the Developer hereby agrees that no reduction shall occur in the outstanding liability of the issuer there under, except on the written approval of the Village; however, in all events, the Village shall permit such Letter of Credit to expire, either by its terms, or by return of such letter of Credit to the Developer, upon the expiration of one-(1) year from the acceptance of the Improvements referred to herein by the Village. 5 Packet Pg. 32 8.C.b To the extent that the provisions of Paragraph 9 herein, and of the Letter of Credit, permit the Village to draw funds under such Letter of Credit, the Village hereby agrees to reduce the outstanding liability of the issuer of the Letter of Credit to the extent that funds are disbursed. 10. Any Letter of Credit shall provide that the Issuer thereof shall not cancel or otherwise terminate said security without a written notice being given to the Village between thirty-(30) days and forty-five (45) days in advance of termination or cancellation. 11. No occupancy permit shall be issued until ail exterior lighting specified on Exhibit "C" is installed and operational, 12. The Developer acknowledges that he is responsible for the proper control of weeds, grass, refuse, and junk on all property which he owns within the Village In accordance with Chapter 8,32 of the Buffalo Grove Municipal Code. It is further agreed that the Developer shall continue to be responsible for the proper maintenance of any parcels of property for which the Developer transfers ownership to the Village until such time as the development's Improvements are accepted by the Village in writing in accordance with the provisions of this Agreement. if the Developer falls to perform his maintenance responsibilities established in either this paragraph or Chapter 8.32, the Village may provide a written notice to the Developer of the Improper maintenance condition. if proper maintenance is not completed within ten (10) days after the Developer is provided this notice, the Village may perform the maintenance and deduct the costs of the maintenance from the cash deposit described in Paragraph 9E. 13. The Developer agrees that no Improvements constructed in conjunction with this project are sized or located in such a way as to warrant any recapture payment to the Developer pursuant to any applicable previous agreements. 14. This Agreement shall automatically terminate and be of no further force and effect with respect to Developer or the Property upon the expiration of the one year maintenance period, and upon such termination the parties hereto shall have no further obligations to the other, except for the Village's obligation to return the Letter of Credit and cash deposit to Developer or otherwise notify the issuer of the Letter of Credit of the expiration of the Letter of Credit. The period commencing on the date set forth 0 Packet Pg. 33 8.C.b in the preamble to this Agreement and expiring on the expiration of the one year maintenance period is referred to herein as the "Term". 15. This Agreement and the obligations contained herein are in addition to, and not in limitation of, all other agreements between the Parties hereto Including, without limitation, the Preliminary Plan or Annexation Approval Ordinance No. dated . and the obligations contained therein. 16. Neither party shall cause this Agreement (or any memorandum hereof) to be recorded against the Property. IN WITNESS WHEREOF, the Village has caused this Agreement to be executed, as has the Developer, all as of the date first above written. VILLAGE OF BUFFALO GROVE, an Illinois Municipal Corporation By Village President DEVELOPER: True North Energy, LLC 10346 Brecksville Rd. Brecksville, OH 44141 Ely. Name: Mark E. Lyden Title: President 7 Packet Pg. 34 8.C.b True North Energy Buffalo Grove DEVELOPMENT IMPROVEMENT AGREEMENT EXHIBIT A Address: 185 Milwaukee Avenue, Buffalo Grove, IL 60089-1833 KNOWN AS: True North Energy, BUFFALO GROVE, ILLINOIS PERMANENT INDEX NUMBER: 15-35-402-127 15-35-402-128 15-35-402-129 15-35-402-130 15-35-402-131 15-35-402-132 15-35-402-133 15-35-402-134 15-35-402-135 AREA = 49,987 SQ. FT. OR 1.147 ACRES Packet Pg. 35 8.C.b True North Energy Buffalo Grove DEVELOPMENT IMPROVEMENT AGREEMENT EXHIBIT B All improvements set forth and depicted in the Plans, both public and private, including (to the extent applicable) earthwork, grading, roads or streets, parking lots, areas and/or parking facilities, sidewalks, sanitary and storm sewers, water main, drainage and storm water detention facilities, site grading, street lighting, landscaping, survey monuments and benchmarks, 0 Packet Pg. 36 8.C.b True North Energy Buffalo Grove DEVELOPMENT IMPROVEMENT AGREEMENT EXHIBIT C Final Engineering and Landscaping Plans prepared by: Manhard Consulting Entitled: True North 185 North Milwaukee Avenue Village of Buffalo Grove, Illinois Consisting of: 10 sheet(s), last revised March 8, 2019 (see following pages) 10 Packet Pg. 37 8.C.b True North Energy Buffalo Grove DEVELOPMENT IMPROVEMENT AGREEMENT EXHIBIT D Engineers Opinion of Probable Costs (see following pages) 11 Packet Pg. 38 8.D Action Item : Intergovernmental Agreement Cook County CABS System ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: The Police Department is recommending the execution of the updated IGA with Cook County Sheriff, which will result in the department receiving a new LiveScan machine at no cost, eliminating the need to purchase a new machine and the annual maintenance fee of $3,500.00 ATTACHMENTS: • CABS Cook County - 12-2018 (DOCX) • Cabs Cook County IGA (PDF) Trustee Liaison Ottenheimer Monday, March 18, 2019 Staff Contact Steven Casstevens, Police Updated: 3/14/2019 2:06 PM Page 1 Packet Pg. 39 8.D.a VILLACE 014 11UFFAL0 G RON,I MEMORANDUM DATE: March 14, 2019 TO: Dane C. Bragg, Village Manager FROM: Steven R. Casstevens, Chief of Police SUBJECT: IGA — Cook County CABS System The police department currently uses a LiveScan system to take digital fingerprints and photos of arrestees and transmits them to the State Police. This system verifies the identity of the arrestee and is required on all persons arrested by both Cook and Lake County court systems. The LiveScan machine the department currently uses is a number of years old and is in need of replacement. The typical cost for a new machine is between $10,000 and $15,000. The Cook County Sheriff's Department utilizes a CABS System (Criminal Apprehension Booking System) which is county -wide. This system also uses LiveScan for municipal agencies in Cook County to transmit fingerprints, digital photos and other information into the statewide system. The police department has not participated in Cook County CABS in the past. By entering into the attached IGA, the police department will be able to join other agencies in the CABS system. By joining, we will be provided a new LiveScan machine at no cost, including installation, training and IT support. The Cook County Sheriff's department will provide all software and hardware (computer, scanner, cabinet, monitor, camera and printer), as well as annual maintenance. The only maintenance the department is responsible for is to keep the system in a clean environment. In the past, the police department has annually budgeted $3,500 for LiveScan maintenance and $3,500 for a T-1 line for connectivity. With the new system through Cook County, we will save the replacement cost for a new system as well as $3,500 in annual maintenance fees. It is my recommendation to execute the IGA with Cook County for the police department's participation in the CABS system. Packet Pg. 40 8.D.b INTERGOVERNMENTAL AGREEMENT BETWEEN THE COUNTY OF COOK ON BEHALF OF THE COOK COUNTY SHERIFF AND THE VILLAGE OF BUFFALO GROVE FOR THE PROVISION OF WIDE AREA NETWORK EQUIPMENT AND CONNECTIVITY This Intergovernmental Agreement ("Agreement"), is made and entered into by and between the County of Cook (the "County"), on behalf of the Cook County Sheriff (the "Sheriff'), and The Village of Buffalo Grove (the "Village ") pursuant to authority granted by the Illinois Constitution of 1970, Article VII, Section 10 and Intergovernmental Cooperation Act, 5 ILCS 22011 et seq. Sheriff, County, and Village are referred to herein collectively as the "Parties," and individually as a "Party." 1. RECITALS WHEREAS, the Constitution of the State of Illinois, 1970, Article VII, Section 10, authorizes units of local government to contract or otherwise associate among themselves in any manner not prohibited by law or ordinance; and WHEREAS, 5 ILCS 200/1, entitled the Intergovernmental Cooperation Act, provides that any power or powers, privileges or authority exercised, or which may be exercised by a unit of local government may be exercised and enjoyed jointly with any other unit of local government; and WHEREAS, pursuant to 55 ILCS 5/3-6021 the Sheriff shall be conservator of the peace in his or her county, and shall prevent crime and maintain the safety and order of the citizens of that county; and WHEREAS, the County through the office of the Sheriff, has built a County -wide Criminal Apprehension Booking System ("CABS"); and access to CABS is provided through the County's wide area computer network ("WAN"); and WHEREAS, the County through the office of the Sheriff, will provide a Live Scan System, which will include a computer, fingerprint scanner, cabinet, monitor, camera, and printer. WHEREAS, The Village has agreed to participate in the Sheriffs efforts by agreeing to become a partner in the Sheriffs CABS consortium; and NOW THEREFORE, in consideration of the promises, covenants, terms and conditions set forth in this Agreement, the sufficiency of which are hereby acknowledged, the County, the Sheriff, and The Village agree as follows: 11. INCORPORATION OF RECITALS The foregoing recitals are incorporated into and made a part of this Agreement as if set forth fully herein. 111. DUTIES AND OBLIGATIONS OF THE COUNTY A. Provision of the Computer Network. The County's Bureau of Information Technology ("BOIT") shall provide all necessary hardware and software to operate a high-speed backbone wide area Packet Pg. 41 8.D.b computer network (the "Network" or "WAN") which will allow the Village to transmit LiveScan fingerprints, digital photos and other information to other Cook County law enforcement agencies and the Illinois State Police (1SP). The Network will provide for connectivity to Cook County sites, such as the Office of the Circuit Court Clerk, the Chicago Police Department and the Cook County Department of Corrections. The Network shall also provide for connectivity to ISP sites in Joliet and Springfield. B. Network Access and Support. BOIT shall be responsible for providing access to the Network to the Village, as available, twenty-four (24) hours per day, 365 days per year. BOIT shall also facilitate the provision of technical support assistance to the Village. Technical support assistance shall mean diagnostic, hardware and software problem resolution services related to conflict, failure or improper functioning of the Network or WAN Equipment (as hereinafter defined). IV. DUTIES AND OBLIGATIONS OF THE SHERIFF A. CABS Unit Services. The duties under this Agreement of the CABS Unit, which is staffed by the office of the Sheriff, is to: i. Schedule and facilitate installation of the WAN Equipment ("Equipment") within the Village law enforcement facility; ii. Schedule and facilitate installation of the Live Scan System; iii. Provide Help desk support for the Live Scan System; iv. Provide Training for the Live Scan System; V. Create and disable user accounts V. DUTIES AND OBLIGATIONS OF THE VILLAGE OF BUFFALO GROVE A. The Village shall be responsible for providing a safe and appropriate environment for the installation and operation of the Equipment, including but not limited to adequate cabling and connection devices. The Village shall be responsible for providing safe and appropriate lines and utility services. B. The Village shall be fully responsible for maintaining and operating the WAN Equipment and Live Scan System in accordance with the specifications recommended by the Vendor and the Equipment manufacturer. C. The Village will be responsible for providing an active roster of users to the Sheriff. Passwords for users can be managed by each user of the system but forgotten passwords will be reset by the Village. D. The Village shall use the WAN Equipment and Live Scan System only for law enforcement - related purposes. In the event the Village uses the WAN Equipment and/or Live Scan System for non -law enforcement -related purposes, such unauthorized use shall be deemed a breach of this Agreement and the County shall have the right to terminate this Agreement in accordance with Section VI below. E. The Village shall operate the WAN Equipment and Live Scan System in accordance with all 2 Packet Pg. 42 8.D.b relevant policies, procedures, rules and regulations, as promulgated from time to time by BOIT, including but not limited to LEADS requirements as established by the ISP. The County shall not be held responsible for the malfeasance of, or failure to follow regulations by the Village agents or employees. F. In the event the Village desires to procure additional items of equipment and/or technical services directly from any vendor, the Village shall provide the County with sufficient prior notice of such intended procurement so that the County can determine whether such additional procurement of equipment may be accommodated on the Network and the County can establish additional security measures that may be required. VI. TERM OF AGREEMENT This Agreement shall commence upon the date the Cook County Board of Commissioners ("Board") authorizes execution of this Agreement and shall continue, except as otherwise provided herein, for as long as the County operates the WAN and the office of the Sheriff operates CABS. On and after the first anniversary date of the execution of this Agreement by the Board, any party to this Agreement may terminate this Agreement for any reason and at any time, effective upon not less than thirty (30) days advance written notice of a party exercising its option to terminate the Agreement. In the event the Village breaches any term of this Agreement, the Sheriff shall have the right to terminate this Agreement, the Network connection to the WAN and remove the Live Scan System. Prior to any such termination, the Sheriff shall give the Village seven (7) days prior notice of such intention to terminate and provide the Village with an opportunity to cure such breach prior to termination of the Agreement, the Network connection and removal of the Live Scan System. VII. MISCELLANEOUS A. Nonliability: No party to this Agreement shall be liable to any other party for any loss, claim or damages as a result of any delay or failure in the performance of any obligation hereunder, directly or indirectly caused by or resulting from: acts of the other party; acts of the government; acts of God; acts of third persons; strikes, embargoes, delays in the mail, transportation and delivery; Network or power failures and shortages; fires; floods; epidemics and unusually severe weather conditions; or other causes beyond the control of such party. B. Binding Effect: This Agreement shall be binding upon and inure to the benefit of the successors and assigns of the parties as if they too were parties to this Agreement. C. Severability: The parties agree that to the extent a court of competent jurisdiction shall determine that any part or provision of this Agreement is unenforceable as a matter of law, such part or provision of this Agreement shall be deemed severable and the remainder of this Agreement shall survive. D. Notice: All notices required herein shall be in writing and be served personally or by registered or certified mail, return receipt requested, upon the parties at their principal administrative offices or as otherwise designated. 3 Packet Pg. 43 8.D.b E. Governing Law: This Agreement shall be governed, interpreted and construed according to the laws of the State of Illinois. F. Amendment: This Agreement contains the entire agreement of the parties and shall supersede any prior written or oral agreements or understandings. This Agreement may only be altered, modified or amended upon the written consent and agreement of all parties hereto duly adopted as required by law. G. Compliance with Laws: The parties hereto agree to observe and comply with all federal, state and local laws which may in any manner affect performance under this Agreement, including without limitation federal and state laws governing the dissemination of criminal records. H. Right to Audit: The Village agrees that any auditor appointed by the County shall have access and the right to examine any books, documents, papers, canceled checks, purveyor's and other invoices, and records of the Village related to this Agreement, or to the Village compliance with any term, condition or provision of this Agreement. The Village shall be responsible for establishing and maintaining records sufficient to document the costs associated with performance under the terms of this Agreement. I. Indemnification: With respect to any claims, losses, damages and liabilities that may result due to the Vendor, County or Sheriff performing services on the premises of the Village, the Village agrees to indemnify, hold harmless and defend the County and its commissioners, elected officials, employees, agents and representatives, and their respective successors and assigns, from and against any such claims, losses, damages and liabilities, including costs, expenses and attorney's fees. J. Governmental Immunity: In no event shall it be construed that any party to this Agreement has waived any rights, defenses and/or governmental immunities that it may have under law, including but not limited to the Local Governmental and Governmental Employees Tort Immunity Act, 745 ILCS 10, et seq., with respect to any matters arising out of this Agreement or performance hereunder. M Packet Pg. 44 8.D.b IN WITNESS WHEREOF, this Agreement is hereby executed on behalf of the Parties through their authorized representatives as set forth below: COOK COUNTY EXECUTION: The undersigned, on behalf of the County of Cook, Illinois, a body politic and corporate of the State of Illinois, hereby accept the foregoing Intergovernmental Agreement: Toni Preckwinkle President, Cook County Board of Commissioners ATTEST: Dated: Karen Yarbrough Cook County Clerk ACKNOWLEDGED: Thomas Dart Cook County Sheriff Approved as to form: Assistant State's Attorney The Village of Buffalo Grove: The undersigned, on behalf of the Village of Buffalo Grove, hereby accept the foregoing Intergovernmental Agreement: Print Name: Title: 5 Date: Packet Pg. 45 8.E Action Item : 2019 Chatham Lift Station Design ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: Staff seeks authorization to execute an agreement with Ciorba Group for design engineering and services in an amount not to exceed $34,445.70, pending approval of the Village Attorney. ATTACHMENTS: • Ciorba award of design memo Chatham (DOCX) • 2019-03-07 Chatham Engineering Proposal (PDF) Trustee Liaison Smith Monday, March 18, 2019 Staff Contact Darren Monico, Public Works Updated: 3/14/2019 2:13 PM Page 1 Packet Pg. 46 8.E.a VILLACIE F' BUFFALO G RON,I MEMORANDUM DATE: March 8, 2019March 14, 2019 TO: Jennifer Maltas, Deputy Village Manager FROM: Darren Monico, Village Engineer SUBJECT: Chatham Lift Station Design Award of Contract The Public Works Department has been reviewing the Chatham Lift Station for repair or replacement. The station was inspected and reviewed last year by Ciorba Group and they recommended the full replacement of the lift station. Ciorba Group has provided a design proposal in the amount of $34,445.70. Ciorba Group has studied, designed and construction managed both the Camelot and Golfview lift stations successfully with the Village in the last few years. Staff recommends approving the design contract with the Ciorba Group in the amount of $34,445.70. c y d c 0 w J E �a s a s U rn 0 E �a s M s U 0 E a) E c as N d w 0 L 3 �a �a L 0 U c d E s U �a Q Packet Pg. 47 8.E.b CIORBA GROUP Consulting Engineers 011,- 11f 17%ei,i11'J '"cl1l"1"s,'f11I- ffC"(11,fT1,111d111f 8725 W Higgins Road, Suite 600, Chicago, Illinois 60631 E Tel 773.775.4009 E www.ciorba.com March 6, 2019 Mr. Darren T. Monico, P.E. Village Engineer Village of Buffalo Grove 51 Raupp Boulevard Buffalo Grove, Illinois 60089 Subject: Letter Proposal for Design Engineering Chatham Lift Station Project Dear Mr. Monico: Per your request, Ciorba Group, Inc. has prepared a proposal for Design Engineering Services for the Chatham Lift Station Project. Our Scope of Services is outlined in Exhibit B, which we understand to include the following: Design Phase: Design engineering services will include preparation of plans, specifications, and cost estimate to construct the improvements selected during the evaluation phase; Complete a topographic survey of the site and adjacent areas impacting design; Conduct one (1) geotechnical / environmental soil boring at the site to facilitate design and bidding; Design elements for the project under our scope are anticipated to include select demolition of existing facilities, duplex submersible pump station system, station valve vault including valves and metering, site force main and bypass valve -work, site work, flow control, civil works, enclosures, controls cabinetry, and other contributory civil, mechanical, and electrical components supportive of the major items of work. Submittals will be made for Concept, Pre -Final, and Bid level of design. Design services will also include the facilitation of bidding including the pre -bid meeting, bid review and recommendation. This proposal assumes the Village will continue to strive for standardization of facilities, including the specification of a control system similar to the Camelot and Golfview Lift Stations. The engineering fee for the Evaluation / Design Phase is not to exceed $34,445.70. Actual time on the project will be invoiced. A breakdown of the fee is provided in Exhibit C. Fees in this proposal shall remain fixed until December 31, 2019. Should you have any questions please contact me at 773-355-2947. We appreciate the opportunity of submitting this proposal to the Village on this important public improvement project. Packet Pg. 48 8.E.b Sincerely, CIORBA GROUP, INC. Luke A. Mattson, PE Municipal Project Manager Enclosures: Exhibit A —General Conditions Exhibit B — Scope of Services Exhibit C — Fee Breakdown Village of Buffalo Grove Accepted By: Name: Title: Address: Date Mr. Darren T. Monico, P.E. Village of Buffalo Grove Page 2 MECIORBA GROUP Consulting Engineers Packet Pg. 49 8.E.b EXHIBIT A GENERAL CONDITIONS DELAYS — CIORBA will not be liable for delays due to force majeure or any conditions beyond its control. DISPUTE RESOLUTION — any dispute under this contract shall be subject to mediation as a condition precedent to litigation. ENVIRONMENTAL — CIORBA assumes no responsibility for the detection or removal of any hazardous substances found at the job site. EXTRA WORK - CIORBA's fees are based on our doing the work as described in the proposal letter. Extra Work includes furnishing any other services not specifically set forth in the proposal letter including but not limited to responding to subpoenas or court orders. The fee for all Extra Work will be computed on the basis of direct salaries of personnel actually assigned to the work multiplied by a factor of 2.9 to cover overhead, fringe benefits and profit. Direct costs would be billed at their actual rate. No Extra Work would be undertaken by us without prior written authorization from VILLAGE OF BUFFALO GROVE. INSURANCE — CIORBA agrees to maintain insurance coverage in the following minimum amounts: • Professional Liability - $2,000,000 per claim/aggregate General Liability — ■ $1,000,000 Each Occurrence — Bodily Injury ■ $1,000,000 Each Occurrence — Property Damage ■ $2,000,000 Aggregate • Automotive Liability (including non -ownership and hired car coverage) - $1,000,000 Per Person/Per Occurrence • Employer's Liability - $500,000 Each • Worker's Compensation - Per Statutory JOBSITE SAFETY — CIORBA is not responsible for job site safety or means and methods. Job site safety and means and methods are the responsibility of the Contractor. CIORBA has no stop work authority. LIMITATIONS OF LIABILITY — The Client agrees, to the fullest extent possible, to limit the liability of CIORBA so that the total aggregate liability of CIORBA shall not exceed CIORBA's fee as paid for services rendered on the project. It is acknowledged that this limitation of liability applies to any cause of action, be it contract, tort, or any other theory. Al 6/27/2017 ME CIORBA GROUP Packet Pg. 50 8.E.b EXHIBIT A GENERAL CONDITIONS CLAIMS —The Client agrees to bring any claims against CIORBA corporate entity, not any individual owners or employees of CIORBA firm. The Client and Engineer both agree to waive any claims for consequential damages against each other. VILLAGE OF BUFFALO GROVE PROVIDED INFORMATION — CIORBA shall have the right to rely on the accuracy of any information provided by the VILLAGE OF BUFFALO GROVE. CIORBA will not be responsible for reviewing this information for accuracy unless otherwise stated in the Scope of Services. OWNERSHIP OF INSTRUMENTS OF SERVICE — In accepting and utilizing any drawings, reports, documentation and other technical submissions (in any form including electronic media) generated and furnished by CIORBA, the VILLAGE OF BUFFALO GROVE agrees that these are all instruments of service of CIORBA, who shall be deemed the author, and shall retain all common law, statutory law and other rights, including copyrights. The VILLAGE OF BUFFALO GROVE agrees not to reuse any drawings, reports, documentation and other technical submissions (in any form including electronic media), in whole or in part, for any purpose other than for the Project. The VILLAGE OF BUFFALO GROVE agrees not to transfer the drawings, reports, documentation and other technical submissions (in any form including electronic media) to others without the prior written consent of CIORBA. The VILLAGE OF BUFFALO GROVE further agrees to waive all claims against CIORBA resulting in any way from any unauthorized changes to or reuse of any drawings, reports, documentation and other technical submissions (in any form including electronic media) for any other project by anyone other than CIORBA. In addition, the VILLAGE OF BUFFALO GROVE agrees, to the fullest extent permitted by law, to indemnify and hold harmless CIORBA, its officers, directors, employees and subconsultants against all damages, liabilities or costs, including reasonable attorneys' fees and defense costs, arising from any changes made by anyone other than CIORBA or from any unauthorized reuse of any drawings, reports, documentation and other technical submissions (in any form including electronic media) without the prior written consent of CIORBA. Under no circumstances shall delivery of any drawings, reports, documentation and other technical submissions (in any form including electronic media) for use by the VILLAGE OF BUFFALO GROVE be deemed a sale by CIORBA, and CIORBA makes no warranties, either express or implied, of merchantability and fitness for any particular purpose. In no event shall CIORBA be liable for indirect or consequential damages as a result of the VILLAGE OF BUFFALO GROVE reuse of the any drawings, reports, documentation and other technical submissions (in any form including electronic media). Nothing contained herein shall create a contractual relationship with, or any rights in favor of, any third party, including any contractors, subcontractors, design professionals, or subsequent users. A2 6/27/2017 ME CIORBA GROUP Packet Pg. 51 8.E.b EXHIBIT A GENERAL CONDITIONS PAYMENT OF FEES — All fees are due and payable as specified herein. Fees will be billed monthly for services performed in the preceding month. PERMITS AND APPROVALS — It is the responsibility of the VILLAGE OF BUFFALO GROVE to obtain all necessary permits and approvals. CIORBA will assist the VILLAGE OF BUFFALO GROVE as mutually agreed in writing as part of the Scope of Services. REJECTION OF NONCONFORMING WORK — CIORBA shall have the authority, but not the responsibility, to reject nonconforming work. CIORBA shall bring any known non- conforming work to the attention of the VILLAGE OF BUFFALO GROVE as soon as reasonably possible. RIGHT OF ACCESS — CIORBA shall have access to the job site whenever work is in preparation or in progress. SUSPENSION AND TERMINATION - In the event that this project should be suspended or abandoned for any reason whatsoever, the VILLAGE OF BUFFALO GROVE shall be liable for payment of all services performed through the date Ciorba receives written notice of such suspension or abandonment; payment to be based on percentage of work complete in the case of lump sum fees, or hours of work completed in the case of salary times multiplier fees. In the event the VILLAGE OF BUFFALO GROVE reactivates the project, Ciorba will not resume work without the execution of a new agreement for the work. This agreement shall terminate upon the occurrence of the first of the following: • Completion of and payment for all of the work included herein. Suspension or abandonment of the project, and payment to us of all fees due and payable. • Mutual written consent of the parties hereto. DELIVERY OF ELECTRONIC FILES - Electronic files furnished by CIORBA shall be subject to an acceptance period of 30 days during which the VILLAGE OF BUFFALO GROVE agrees to perform appropriate acceptance tests. CIORBA shall correct any discrepancies or errors detected and reported within the acceptance period. After the acceptance period, the electronic files shall be deemed to be accepted and CIORBA shall have no obligations to correct errors or maintain electronic files. The VILLAGE OF BUFFALO GROVE is aware that differences may exist between the electronic files delivered and the printed hard -copy construction documents. In the event of a conflict between the signed construction documents prepared by CIORBA and electronic files, the signed or sealed hard -copy construction documents shall govern. A3 6/27/2017 CIORBA GROUP Packet Pg. 52 8.E.b Exhibit B — Scope of Services Golfview Lift Station — Evaluation / Design Phase 1. Meetings, Data Collection and Coordination — Attend an initial kick off meeting with the Village to review the proposed schedule, engineering parameters and deliverables. Attend a concept review meeting to discuss alternative layouts based upon the recommendation of the Phase I assessment report. Attend a Pre -Final design review meeting to discuss Village comments and additional design considerations. Other meetings will be scheduled as required to maintain close coordination with the Village. 2. Data Collection and Survey - Ciorba will perform a full topographic survey of the lift station site. Survey tasks will include setting horizontal and vertical control; topographic survey of the site and adjacent roadway and sidewalks; utility information (including water, sewer, and drainage components); important other facilities required for design information (this may include electrical transformers and communication pedestals among other items); any other items that must be considered for design, including vegetation, signs, buildings, light poles, etc. in the vicinity of the site. 3. Soil Borings — Ciorba's subconsultant, SMC, will complete one (1) soil boring to a depth of thirty (30) feet. Soil samples will be tested for moisture content, dry unit weight, unconfined strength and pH. Findings will be summarized in a geotechnical report. 4. Concept Submittal — After the inspections and analysis are completed, Ciorba will analyze potential improvement approaches for presentation to the Village at a design review meeting. The advantages and disadvantages of each approach will be presented, along with preliminary construction costs, property impacts, and a recommendation for the preferred alternative. Perform preliminary quantity schedules and prepare cost estimates for the proposed alternatives, including contingencies. 5. Plans Specifications and Estimates — Design documents will be submitted at the Pre - Final and Final design levels. Design elements for the project under our scope are anticipated to include select demolition of existing facilities, duplex submersible pump station system, station valve vault including valves and metering, site force main and bypass valve -work, site work, flow control, civil works, enclosures, controls cabinetry, and other contributory civil, mechanical, and electrical components supportive of the major items of work. Quantities will be prepared for all pay items included in the plans. Construction cost estimates will be prepared using historical unit prices for similar work. Specifications will be in the Master Format, similar to the Camelot and Golfview Lift stations. Plans will include the following sheets: Civil • Cover Sheet with index and key map • Legend and General Notes B1 Packet Pg. 53 8.E.b • Existing Condition and Demolition Plan • Proposed Lift Station Plan and Details • Electrical Site Plan and Schedule • One Line Diagram and Electrical Details • Miscellaneous Details 6. Permitting - Ciorba will assemble and submit the required permit applications. Permits are expected to be required from the Illinois Environmental Protection Agency and MWRD. 7. Bidding Assistance - Ciorba will assist the Village with advertising the project for bidding, distribution of plans and specifications to bidders, attending a pre -bid meeting, respond to bidders' written questions and issue an addendum (if necessary). Ciorba will review and tabulate the bids and make a recommendation to the Village for the award of the project. 8. Quality Assurance / Quality Control — The project will be completed in accordance with the Ciorba QA/QC plan. The QA/QC plan is available upon request. 9. Deliverables — Deliverables will be 5 hard copy sets of 11" x 17" plans, specifications and cost estimates and a digital CD copy. B2 Packet Pg. 54 -9 w w k 0 k $ } § 2 ; w \ k o o \ QQs A @Sg Q uqmIS m] eeq qD 6 WZ |es odo d Bu|,a m Bu] LuemeLID !0 [0 GW0 :uetugoe4¥ $ e § \ //{/\\/\\ 2� tRRghhgqq 2mwommmm»y \/\ - \\}\\\\\\ w2%E@Eg7@$ a +«oow3«%%% F- 0 «6¥£����/ w u sasses___ Cl) m 8@ ow //>- �m=� q ° ee \% \ co @ 99q o au ee e 2\Gp000 E W] ¥wKaaao a =o=r- o� 't Ew °\\\\//\ \ �a ~ ease___ e //8888/ / o0 /\\\§§\ Cl) moon««= ■ww«& < IL eeeeeee e m m y\ «@§<c= 3 2 go \ \ _ w - E - o F- \ \ \ \ \ \ \ AJ/£/§Z\ a aam S 6 CL a Li a J \ \ \ § 0- STAFF HOURS Village of Buffalo Grove Chatham Lift Station Design 8.E.b Y N Y ? F to 4 Grand Total N C G ° a` .& W U ° a` d r W 2 u w N N 0 w .2 u N F c W [ R .{ S c F 224 16 87 34 65 18 4 1. Meetings, Data Collection & Coordination Task Total: 010 Meetings Subtotal: 30 14 2 2 14 8 6 2 8 2 Kickoff Meeting with Village (1 mtg x 2 hr/mtg) 4 2 2 Progress Meetings with Village (2 mtg x 2 hr/mtg) 6 4 2 Prepare Agenda/Exhibits for Meetings 4 2 2 011 Coordination Subtotal: 16 6 4 6 Coordination with Village 4 4 Coordination with Other Agency 4 2 2 Coordination with Utilities 8 4 4 2. Topographic Survey Task Total: 020 Field Survey Subtotal: 26 18 2 2 2 2 18 10 4 4 Site Visits by Staff 4 2 2 Horizontal Topography 14 10 4 021 Process Survey Information Subtotal: 8 8 Down Loading Total Station (1-2 hrs per down load every 2-3 days of topo) 2 2 Base Sheet Development 6 6 3. Water Resources Task Total: 033 Sanitary Sewer Subtotal: 103 67 38 26 16 16 49 45 Identify & Report Conflict Locations 4 2 2 Sanitary Sewer Design 54 18 16 20 Sanitary Sewer Sheets 29 6 23 035 Permits Subtotal: 16 12 4 Permit - IEPA (Water and Sanitary) 4 2 2 Permit- MWRDGC 12 10 2 M:\Markets and Clients\IL\Municipalities\Buffalo_Grove\Proposals\P020919.00_ChathamLiftStation\Working Files\Confidential\Phase IINC ECS -Chatham Lift cr li— In Work Breakdown Structure 3m2019 Pap 1ofz 99 CIORBA GROUPConsulting Engineers Packet Pg. 56 STAFF HOURS Village of Buffalo Grove Chatham Lift Station Design 8.E.b N d r .2 Y N C G .& W U W 2 N N u N F [ R .{ Y ? Grand ° ° u 0 c S c F to 4 Total a` a` w w rn F 3. Engineering Plans Task Total: 43 25 12 6 058 Quantity Calculations Subtotal: 4 2 2 Quantities (Water Resources) 4 2 2 059 Specifications & Estimates Subtotal: 39 23 12 4 Specifications (Electrical) 12 12 Specifications (Water Resources) 22 18 4 Estimate of Time (Pre -final & Final) 1 1 Estimate of Cost (Pre -final & Final) 4 4 8. Construction Engineering / Phase III Assis. Task Total: 8 8 087 Construction Assistance Subtotal: 8 8 Assistance During Bidding 8 8 4. QC/QA Task Total: 6 6 090 QC/QA Subtotal: 6 6 Water Resources 6 6 5. Project Management & Administration Task Total: 8 8 10o Project Management & Administration Subtotal: 8 8 Project Administration 4 4 Project Management 4 4 M:\Markets and Clients\IL\Municipalities\Buffalo_Grove\Proposals\P020919.00_ChathamLiftStation\Working Files\Confidential\Phase IINC ECS -Chatham Lift cr li— In Work Breakdown Structure 3m2019 Pap 2ofz 99 CIORBA GROUPConsulting Engineers Packet Pg. 8.E.b FIRM NAME PRIME/SUPPLEMENT Client Ciorba Group, Inc. DATE Prime Village of Buffalo Grove ESCALATION FACTOR 0.00% CLASSIFICATION CURRENT RATE ESCALATED RATE Project Manager $75.00 $75.00 Project Engineer $55.00 $55.00 Electrical Engineer $61.00 $61.00 Engineer II $36.00 $36.00 Senior Technician $39.00 $39.00 Technician $30.50 $30.50 03/07/19 Printed 3/7/2019 4:13 PM Packet Pg. 8.E.b IN-HOUSE DIRECT COSTS Village of Buffalo Grove Chatham Lift Station Design PHASE II Meetings, Data Collection & Coordination Description Unit Unit Cost Vehicle (mileage) mile $ 0.575 Topographic Survey Quantity Extended Cost 120 $ 69.00 Total: $ 69.00 Description Unit Unit Cost Quantity Extended Cost Vehicle (day) day $ 65.00 2 $ 130.00 Total: $ 130.00 CECS- Chatham Lift Station(Design).Asm: InHouseDC RM CIORBA GROUP Consulting Engineers Packet Pg. 8.F Action Item : Award of Bid Landscaping ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: Staff recommends the Village Board award the bid for Landscaping Services to the lowest responsive and responsible bidder, Americana Landscape Group Inc, at an amount not to exceed $195,452.00 pending final review and approval of the contract by the Village Attorney. ATTACHMENTS: • BIDTAB Landscape Maintenance 2019 (PDF) • Procurement Landscape 2019 (DOCX) • Bid Award - Landscpae Services (DOCX) Trustee Liaison Johnson Monday, March 18, 2019 Staff Contact Michael Reynolds, Public Works Updated: 3/14/2019 2:14 PM Page 1 Packet Pg. 60 (saaimeS 6uide3spue-1 pig }o paemV) 6W aaueua;uieW adeaspue-1 8d1a18 :;uewL]oelIv u: co m > (i N C0 (t7 C� O Eft h O a O ai O W O EA O (Ob O W Ni (n 63 s3 V3 to to to H3 I a E Z x � F o K N (D } } } } O 0 0 �t 7 M M 64 0 0 c0 cn M EA 0 0 <F D) W O] V} o O 0 0 N h N d) Y EA ER O 0 of W EA o 0 cU M N EA 0 0 ai O h EA 0 0 ai (n ca M EA 0 0 oo O W h EH - � 3 s o d N U O O O N d O O O m q O O (n O Hi O O O O of M w O O O di O O O KOi O O (h M- O O M N to O O Co N U3 O O a0 N fA N U o N O N W N C N U C N y N N o 0 M_ 0 r al 0 't ct 0 0 O N �t 0 W CO O N M M Mca u7 aai c0 7. ,In t9' � m - J U o - E � m L W } } } } zIl Is U - � C O Q N(d N > (0 U) 0. U C 12 75 N o (0 N U C ry o o o a m ci o m U E Q c� a` �o � i N (D U oLL _� Q a CD a 8.F.b VILLACIE F' BUFFALO GRON,"T, MEMORANDUM DATE: March 14, 2019 TO: Mike Reynolds, Public Works Director FROM: Brett Robinson, Purchasing Manager SUBJECT: Landscape Maintenance Services 2019 Background Staff published the Landscape Maintenance Services 2019 bid in the Daily Herald on February 12, 2019. In addition staff directly marketed eight companies and published the bid to the Village website. The Landscape Maintenance Services bid document received 12 unique views and 11 unique downloads from the Village's new procurement webpage. On March 5, staff publically opened the four bids that were received and read them aloud. The tabulation of those received bids is attached for reference. The lowest bidder, Americana Landscape, has not performed work for the Village in the past. Staff contacted references and met with the contractor in an effort to both clearly define the expectations of the contract and confirm the contractor has the experience and capacity to perform the requested work. The proposed contract would include but is not limited to mowing, weeding, fertilizing, flower bed maintenance, spring and fall clean ups on 100 acres of Village owned properties. The total cost for this contract is $195,452.00. Adjustments to the contract cost in excess of $10,000 must be brought back before the Village Board for approval. The term of this agreement is for two years with 2 possible two year extensions, pending acceptable performance by the contractor and approval by the Village Board. Bid and Contract documents are available for review at https://vrapi).vendorregistry.com/Bids/View/Bid/400b1279-f9ac-43db-bd26-502cc15f7b09 Recommendation After a review of the four bids received, staff is recommending an award of bid to the lowest responsive and responsible bidder, Americana Landscape., in an amount not to exceed $195,452.00 for FY 2019. Packet Pg. 62 8.F.c VILLACIE F' BUFFALO GROIj,"T, MEMORANDUM DATE: March 14, 2019 TO: Jennifer Maltas, Deputy Village Manager FROM: Mike Reynolds, Director of Public Works SUBJECT: 2019 Landscape Maintenance Services Award of Bid The approved 2019 Forestry Section budget includes funds for the contractual landscape maintenance of all Village owned properties excluding roadway right-of-ways. The contract includes but is not limited to mowing, weeding, fertilizing, flower bed maintenance and spring and fall clean ups on 100 acres of Village owned properties as well as retention basins. The term of this agreement is for two years with 2 possible two year extensions, pending acceptable performance by the contractor and approval by the Village Board. After a review of the four bids received, staff is recommending an award of bid to the lowest responsive and responsible bidder, Americana Landscape, in an amount not to exceed $195,452.00 for FY 2019. Packet Pg. 63 8.G Action Item : Award of Bid Right of Way Mowing ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: Staff recommends the Village Board award the bid for Right of Way and Median Mowing Services to the lowest responsive and responsible bidder, City Escape Garden & Design, LLC, at an amount not to exceed $101,424pending final review and approval of the contract by the Village Attorney. ATTACHMENTS: • Procurement RoW 2019 (DOCX) • BIDTAB RoW 2019 (PDF) • Bid Award - Mowing (DOCX) Trustee Liaison Johnson Monday, March 18, 2019 Staff Contact Michael Reynolds, Public Works Updated: 3/14/2019 2:15 PM Page 1 Packet Pg. 64 8.G.a VILLACE OF MEMORANDUM DATE: March 14, 2019 TO: Mike Reynolds, Public Works Director FROM: Brett Robinson, Purchasing Manager SUBJECT: Right of Way and Median Mowing Services 2019 Background Staff published the Right of Way and Median Mowing Services 2019 bid in the Daily Herald on February 12, 2019. In addition staff directly marketed fourteen companies and published the bid to the Village website. As this project uses Motor Fuel Tax funding this project was also published on the Illinois Department of Transportation Contractors Bulletin webpage. The Landscape Maintenance Services bid document received 15 unique views and 13 unique downloads from the Village's new procurement webpage. On March 12, staff publically opened the two bids that were received and read them aloud. The tabulation of those received bids is attached for reference. The lowest bidder, City Escape Garden & Design LLC, has not performed work for the Village in the past. Staff contacted references and were satisfied City Escape would be capable of performing the required work. The proposed contract would include but is not limited to mowing, trimming, and fertilizing, 60 acres of right of ways and medians along all major roadways throughout the Village. The total cost for this contract is $101,424.00. Adjustments to the contract cost in excess of $10,000 must be brought back before the Village Board for approval. The term of this agreement is for one year with 2 possible one year extensions, pending acceptable performance by the contractor and approval by the Village Board. Bid and Contract documents are available for review at httr)s://vrapp.vendorreRistrv.com/Bids/View/Bid/Oc52f9al-fa5a-4dOb-8247-938a8cadc8e2 Recommendation After a review of the two bids received, staff is recommending an award of bid to the lowest responsive and responsible bidder, City Escape Garden & Design LLC., in an amount not to exceed $101,424.00 for FY 2019. Packet Pg. 65 d 06 >_ (u|mOW MOM met pmmd 6WZ MOM BVIQm ]uamL13L' n¥ ) u 10 w { / � � ) \ 0 ) 0 0& ) 3 @ ) [ - - / ) ) ) \ 2 § = 8.G.c DATE: March 14, 2019 TO: Jennifer Maltas, Deputy Village Manager FROM: Mike Reynolds, Director of Public Works SUBJECT: 2019 Right of Way Mowing Award of Bid a� c 3 0 The approved 2019 Forestry Section budget includes funds for the contractual mowing of Village Right -of - Ways and medians. The contract includes but is not limited to mowing, trimming, and fertilizing 60 acres 0 of right of ways and medians along all major roadways as well as the center islands on several courts W throughout the Village. The term of this agreement is for one year with two possible one year extensions, M pending acceptable performance by the contractor and approval by the Village Board. m 0 After a review of the two bids received, staff is recommending an award of bid to the lowest responsive and �a responsible bidder, City Escape Garden & Design LLC., in an amount not to exceed $101,424.00 for FY Q 2019. -- Packet Pg. 67 8.H Action Item : Award of Bid Tree Planting ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: Staff recommends the Village Board award the bid for Tree Planting Services to the lowest responsive and responsible bidder, Acres Group, and authorize the Village Manager to execute a contract with Acres Group at an amount not to exceed $143,150.00 pending final review and approval of the contract by the Village Attorney. ATTACHMENTS: • Procurement Tree Planting 2019 • 2019 Tree Replacement Bid Tab Bid Award - Tree Planting (DOCX) Trustee Liaison Johnson Monday, March 18, 2019 (DOCX) (PDF) Staff Contact Michael Reynolds, Public Works Updated: 3/14/2019 2:18 PM Page 1 Packet Pg. 68 8.H.a VILLACIE F' BUFFALO GRON,"T, MEMORANDUM DATE: March 14, 2019 TO: Mike Reynolds, Public Works Director FROM: Brett Robinson, Purchasing Manager SUBJECT: Tree Planting 2019 Background Staff published the Tree Planting 2019 bid in the Daily Herald on January 23, 2019. In addition staff directly marketed eight companies and published the bid to the Village website. The Tree Planting bid document received 27 unique views and 18 unique downloads from the Village's new procurement webpage. On February 26, staff publically opened the four bids that were received and read them aloud. The tabulation of those received bids is attached for reference. The lower bidder, Acres Group, has performed this type of work for the Village in the past and staff was satisfied with their performance on that project. The proposed contract would be for a spring planting of 350 various trees, a fall planting of 150 various trees, with an option to water the spring planting, if requested by staff. This contract also has an option for the Village to extend the term by one year with unit costs not to increase more than 2.5% or the CPI-U whichever is less. The total cost for this contract is $143,150.00. Adjustments to the contract cost in excess of $10,000 must be brought back before the Village Board for approval. Recommendation After a review of the four bids received and based upon prior experience with the low bidder, staff is recommending an award of bid to the lowest responsive and responsible bidder, Acres Group., in an amount not to exceed $143,150.00 for FY 2019. Packet Pg. 69 (Bullueldoaj_L met pmmd qe_L mg pema mdeUaa 6W :IuOwqDellV R R R IR = o 0 0 0 © q q \ � k [ ) / § Z§af \ \ k _ e « @) 0 \ / / / k m m / / / 2 / k / m 2 _ o � n \03 § \ \ \ \ g ) §ED ( f / < \ a- 2 u s § » $ » $ » o 2 _ » f f \ % k k k 2 2 : § � k k \ IL 7 ■ j \ = 2-iUM , o _ c/)/ < \ } \ ƒ ƒ CDk 61) CD / / / S $ / � � / j \ m $ 2 q § \ \ = e = g / 2 y 7 ( j § _\ LL S \ \ \ % n { = m m / j 7 / / / k ® ® § / § \ c 7 \ 2 § f / § § / / \ \ / co/ 7 g E 2 � g p / ¥ o = -0 o / n CD/ / E ƒ / 16 c % \ 0 E ± / / \ $ E $ ƒ / \ k® k O m ƒ ® \ \ \ / 2 9 2 G G o z 0 % CL / a a 7 7 O CO LL 0 R 8.H.c VILLACIE F' BUFFALO G RON,I MEMORANDUM DATE: March 14, 2019 TO: Jennifer Maltas, Deputy Village Manager FROM: Mike Reynolds, Director of Public Works SUBJECT: 2019 Tree Planting Award of Bid The approved 2019 Forestry Section budget includes funds for the contractual planting of parkway trees. The proposed contract would be for a spring planting of 350 various trees, a fall planting of 150 various trees, with an option to water the spring planting, if requested by staff. This contract also has an option for the Village to extend the term by one year with unit costs not to increase more than 2.5% or the CPI-U whichever is less. After a review of the four bids received and based upon prior experience with the low bidder, staff is recommending an award of bid to the lowest responsive and responsible bidder, Acres Group., in an amount not to exceed $143,150.00 for FY 2019. Packet Pg. 71 8.1 Action Item : Award of Bid for 2019 Pavement Marking Project ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. SUMMARY: Staff recommends approval of the contract to the lowest responsible and responsive bidder Superior Road Striping Inc. in the amount of $41,886.08 pending Village Attorney review. ATTACHMENTS: • Superior Award of Bid Memo (DOCX) • Pavement Markings - Bid Recommendation (PDF) • Pavement Markings - Bid Tabulation (PDF) Trustee Liaison Smith Monday, March 18, 2019 Staff Contact Kyle Johnson, Engineering Updated: 3/14/2019 2:25 PM Page 1 Packet Pg. 72 VILLACIE F' BUFFALO G RON,I MEMORANDUM DATE: March 14, 2019 TO: Jennifer Maltas, Deputy Village Manager FROM: Darren Monico, Village Engineer SUBJECT: 2019 Pavement Marking Project Award of Bid The 2019 Pavement Marking Project was advertised for bids and opened on February 28t", 2019. The lowest, qualified bid was in the amount of $38,078.25 from Superior Road Striping Inc. The project includes long-term pavement marking for asphalt pavement at several and various locations throughout the Village. Attached is a copy of the Tabulation of Bids for the program indicating the lowest, qualified bid of $38,078.25 by Superior Road Striping Inc. Staff recommends that the Village Board award the contract to Superior Road Striping, Inc because the firm is the lowest qualified bidder for the work proposed. Due to the size and scope of the project, staff recommends a contingency fund be created and controlled by the Village in the amount of $3,807.83 (10.0% of the project cost). As bids came in below the engineers estimate Engineering staff will consult with the Village Manager prior to exceeding the low bid price of $38,078.25 due to the economic climate of the State of Illinois. This project is entirely funded by Illinois Motor Fuel Tax Funds (MFT) of which $50,000.00 of work was budgeted for pavement marking. Packet Pg. 73 March 1, 2019 Mr. Kyle Johnson, PE, CFM Civil Engineer II Village of Buffalo Grove 51 Raupp Boulevard Buffalo Grove, Illinois 60089 Re: 2019 Pavement Markings Project VoBG-2019-09 Bid Results and Recommendation for Award Dear Mr. Johnson: ri �GEW 1i iiASSOCIATES, INC. • 625 Forest Edge [give, Vernon Hills, IL 60061 TM, 847,478.9700 8 FAX 847A78.9701 www.glra-engineers.corn On Thursday, February 28, 2019, bid proposals for the above referenced project were received, opened, and publicly read loud at Village Hall. This project includes thermoplastic pavement markings to be removed and replaced on various street segments and public parking throughout the Village limits. A total of five (5) sets of plans and specifications were distributed to contractors, and bids were received from four (4) contractors. As -read, the bid amounts ranged from $38,078.25 to $53,915.11; the Engineer's Opinion of Probable Cost (EOPC) was $40,696.00. The as -read low bid of $38,078.25 was received from Superior Road Striping, Inc. of Melrose Park, Illinois. Superior Road Striping, Inc. is an IDOT prequalified firm and has the experience and means to perform the work in accordance with the plans and specifications. We recommend that the Village Board authorize the award of a construction contract for the 2019 Pavement Markings Project to Superior Road Striping, Inc. in the amount of $38,078.25. If you have any questions or require additional information regarding the above, please do not hesitate to contact me at (847) 821-6235 or by email at bwesolowski(a)gha-engineers.com. Sincerely, GEWALT HAMILTON ASSOCIATES, INC. 50 Brian J. Wesolowski, PE Professional Engineer Encl.: Bid Summary Cc (via email): Brett Robinson — Village of Buffalo Grove Leo Morand, PE — Gewalt Hamilton Associates, Inc. Lucas Deferville — Gewalt Hamilton Associates, Inc. James Houston, PE — Gewalt Hamilton Associates, Inc. 6601 Stephens Station Road, Unit 107, Columbia, MO 65202 a TFu, 573.397M00 a I'Ax 573.397.6901 Packet Pg. 74 o uO Lrn 0 0 Ln 0 u) O N N O O f- O N O I` — O Ci 0 0 00 N N (C X OCM C)O O jp N O2 Z N 00 � co O) _ 0 Ef-} K3 E/3 Ka EA EA EA MHi a m Q) O co (D X) X) 0 0 LO O Q� ° o LQ o n o i oQ) .2 6s'6s6p acaca o Q L C) Q a 4 CO c M 0 0 0 0 0 0 0 0 0 0 0 0 Ln Ln O o O f: In O N O W _ N O� M�t M N w w � O O .�. O � Esa f Ea Efa — 03, le 0 0 0 0 0 0 0 Q o EL 0 co 0 0 LO r- 0 `o aD tq � ea Ge � � W a o r � C D rI w LL LL LL LL 0 J O O O O O O O �` LO LO LO C)LO L E- LO m O M m CO N 't 7 co a m O H u! O U � O � C O U O N 0 C >O N C C C C O M O (6 C 0) 0) m m 0) N O (n Z3 E Y m N U) N (0 (6 cE c6 O O t>6 M j 'C) N IL O C C C C C 0 of > N ',1- m d 'O c>6 (>6 (>6 (>6 (>4 (/1 fp fn N N (6 (6 (6 (6 f6 C Q U Cn CQ CQ CQ E L C ` C C C .0 O d N N O O O > Z L L L L L (6 C.1 C G7 R O O O O O O O O O O O O Ln d a o O 0 O 0 O 0 O C) o O m ti N N o Q y O O O O O m O 20 ti co ti ti ti X X U a t7 a 8.J Action Item : Award of Bid for 2019 Pavement Patching Project ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. The 2019 Pavement Patching Project was bid on February 28th, 2019 and the lowest responsible and responsive bid was J.A. Johnson Paving Co. Staff recommends approval of the contract to J.A. Johnson Paving Co. in the amount of $201,442.50 pending Village Attorney review. ATTACHMENTS: • Johnson Award of Bid Memo (DOCX) • Pavement Patching - Bid Recommendation (PDF) • Pavement Patching - Bid Tabulation (PDF) Trustee Liaison Smith Monday, March 18, 2019 Staff Contact Kyle Johnson, Engineering Updated: 3/13/2019 3:47 PM Page 1 Packet Pg. 76 8.J.a VILLACIE F' BUFFALO G RON,I MEMORANDUM DATE: March 14, 2019 TO: Jennifer Maltas, Deputy Village Manager FROM: Darren Monico, Village Engineer SUBJECT: 2019 Pavement Patching Project Award of Bid The 2019 Pavement Patching Project was advertised for bids and opened on February 281", 2019. The lowest, qualified bid was in the amount of $191,850.00 from J.A. Johnson Paving Co. The project includes pavement patches of a two inch depth to be constructed on various streets within the Village helping extend the life of the overall pavement or as patches that are larger than the capabilities of Public Works Operations. Attached is a copy of the Tabulation of Bids for the program indicating the lowest, qualified bid of $191,850.00 by J.A. Johnson Paving Co. Staff recommends that the Village Board award the contract to J.A. Johnson Paving Co. because the firm is the lowest qualified bidder for the work proposed. Due to the size and scope of the project, staff recommends a contingency fund be created and controlled by the Village in the amount of $9,592.50 (5.0% of the project cost). As bids came in below the engineers estimate Engineering staff will consult with the Village Manager prior to exceeding the low bid price of $191,850.00 due to the economic climate of the State of Illinois. This project is entirely funded by Illinois Motor Fuel Tax Funds (MFT). Packet Pg. 77 March 1, 2019 Mr. Kyle Johnson, PE, CFM Civil Engineer II Village of Buffalo Grove 51 Raupp Boulevard Buffalo Grove, Illinois 60089 Re: 2019 Pavement Patching Project VoBG-2019-08 Bid Results and Recommendation for Award Dear Mr. Johnson: ri �GEW 1i iiASSOCIATES, INC. • 625 Forest Edge [give, Vernon Hills, IL 60061 TM, 847,478.9700 8 FAX 847A78.9701 www.glra-engineers.corn On Thursday, February 28, 2019, bid proposals for the above referenced project were received, opened, and publicly read loud at Village Hall. This project includes hot -mix asphalt pavement patching on various street segments throughout the Village limits. A total of eight (8) sets of plans and specifications were distributed to contractors, and bids were received from six (6) contractors. As -read, the bid amounts ranged from $191,850.00 to $248,440.00; the Engineer's Opinion of Probable Cost (EOPC) was $238,700.00. The as -read low bid of $191,850.00 was received from J.A. Johnson Paving Co of Arlington Heights, Illinois. J.A. Johnson Paving Co. is an IDOT prequalified firm and has the experience and means to perform the work in accordance with the plans and specifications. We recommend that the Village Board authorize the award of a construction contract for the 2019 Pavement Patching Project to J.A. Johnson Paving Co. in the amount of $191,850.00. If you have any questions or require additional information regarding the above, please do not hesitate to contact me at (847) 821-6235 or by email at bwesolowski(a)gha-engineers.com. Sincerely, GEWALT HAMILTON ASSOCIATES, INC. Brian Wesolowski, PE Professional Engineer Encl.: Bid Summary Cc (via email): Brett Robinson — Village of Buffalo Grove Leo Morand, PE — Gewalt Hamilton Associates, Inc. Lucas Deferville — Gewalt Hamilton Associates, Inc. James Houston, PE — Gewalt Hamilton Associates, Inc. 6601 Stephens Station Road, Unit 107, Columbia, MO 65202 a TFu, 573.397M00 a I'Ax 573.397.6901 Packet Pg. 78 0 0 J I c I cn m Rf O H V N O a` � _ o N O C_ L C V R R R Y o a y S U CO > N c C L O N � N O N N (\ o a M CD> > a) — — — m m ° m —_ a ro ro u L U L S U C oo R R a a n U U U U O 4) R R R R Z U R C H U U C: O Z p N a, R O` � d a o d O o d �° a x 'Pd = x v a t9 a 8.K Action Item : Award of Contract Bike Path and Parking Lot Sealcoating Project ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Approval Staff recommends the Village Board award the bid for Bike Path and Parking Lot Sealcoating Project to, Denler Inc., and authorize the Village Manager to execute a contract with Denler Inc., at an amount not to exceed $45,149.58 pending final review and approval of the contract by the Village Attorney. ATTACHMENTS: • Procurement Sealcoating 2019 • TAB Sealcoating 2019 (PDF) • award of bid memo 2019 (DOCX) Trustee Liaison Smith Monday, March 18, 2019 (DOCX) Staff Contact Darren Monico, Public Works Updated: 3/13/2019 2:42 PM Page 1 Packet Pg. 80 8.K.a VILLACIE F' BUFFALO G RON,I MEMORANDUM DATE: March 14, 2019 TO: Darren Monico, Village Engineer FROM: Brett Robinson, Purchasing Manager SUBJECT: Bike Path and Parking Lot Sealcoating Project 2019 Background After discussion with Engineering staff it was decided that due to the complex nature of the materials to be used and scheduling of the work, this work would be best suited to be procured using a Request For Proposals methodology. Staff published the Bike Path and Parking Lot Sealcoating Project 2019 RFP in the Daily Herald on February 11, 2019. In addition staff directly marketed four companies and published the bid to the Village website. The Bike Path and Parking Lot Sealcoating Project RFP document received 16 unique views and 12 unique downloads from the Village's new procurement webpage. On February 27, staff opened the four proposals that were received and began the evaluation process. The proposal provided by Denler Inc., was the highest rated by Engineering staff and was also the least expensive. The cost tabulation of those proposals is attached for reference. The lowest proposer, Denler Inc., has performed work for the Village in the past and staff was satisfied with their performance on those projects. The proposed contract would include crack sealing, sealcoating, and striping bike paths and parking lots at miscellaneous locations throughout the Village. Also included in this project is one small area of asphalt bike path removal and replacement. The project is broken down by a Village site (Metra Station) and Park District sites (5 miscellaneous locations). The total cost to the Village for this contract is $20,086.80. An additional $25,062.78 would be a pass through cost charged to the Buffalo Grove Park District for work performed at Park District sites. Adjustments to the contract cost in excess of $4,514.95 must be brought back before the Village Board for approval. Recommendation After a review of the four proposals received and based upon prior experience with the proposer, staff is recommending an award of contract to Denler Inc., in an amount not to exceed $45,149.58 for FY 2019. 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K J a J _ E � N N N m U } } } Z o �o �o o o o 0 0 0 0 0 o b d i°b ur o o 0 0 2 o c b cTl M EPr K3 H3 » w O EA E!j EA EA �` N c � � NNI m EA EA EA r 6 EA EA � � J o E c � m o N o v v n 3 G N U } } } Z LL E E E E LL Y E E E E m G7 n (n rn rn m' o h O o. o m' o H w m 3 3 3 3 M N > > > 3 J J J J N J J J Jcl) m � N o O @ � T m u) a o N N W L°L N O U U O O 'd O o C p O d a; c c a o c o -o E m m c W m c p -a m u �° 3 -o E m p K c W 5 c O -o H w O O n "6 a a N Q d m m m N U U �- tlf O C Y O U U > t0 (p � > p H �p W H W' Fo m C/7 f/7 O U N O > c/J V v � > 0 to � O ma N L O (n U v n. 2� > > O N -S o ¢] H N co 6) a CD a 8.K.c VILLACIE F' BUFFALO G RON,I MEMORANDUM DATE: March 14, 2019 TO: Jennifer Maltas, Deputy Village Manager FROM: Darren Monico, Village Engineer SUBJECT: Award of Contract Bike Path and Parking Lot Sealcoating Project The 2019 Bike Path and Parking Lot Sealcoating Project was advertised for bids and opened on February 271h 2019. The lowest, qualified bid was in the amount of $45,149.58 from Denler Inc. The project includes sealcoating at various locations throughout the Village for both the Village and the Park District. The sealcoating is an effort to protect the asphalt as routine maintenance and extend the useful life of the parking lots and bike paths. Attached is a copy of the Tabulation of Bids for the program indicating the lowest, qualified bid of $45,149.58 from Denler Inc. Staff recommends that the Village Board award the contract to Denler Inc. because the firm is the lowest qualified bidder for the work proposed. a� c ca 0 �a (D L c 0 c.� 0 L �a Q rn 0 N 0 E a) E 0 L 3 ca c a� E a Packet Pg. 83 Information Item : Pre -Application Discussion- Proposed Improvements to Cambridge Commons Shopping Center ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends discussion. The existing Cambridge Commons Shopping Center is approximately 4.6 acres in area and is improved with a 48,000 square foot retail building built in the 1960s. The owners of the center have recently submitted plans for an entirely new facade, landscaping and signage to accommodate a prospective tenant, 24 Hour Fitness. The proposed changes would require a rezoning to B3 as well as a special use for a Planned Development to accommodate the new tenant. Prior to the required public hearing, the owner is seeking comments from the Village Board and referral to the Planning and Zoning Commission. ATTACHMENTS: • BOT Memo (DOCX) • Plan Set (PDF) Trustee Liaison Ottenheimer Monday, March 18, 2019 Staff Contact Chris Stilling, Community Development Updated: 3/14/2019 11:32 AM Page 1 Packet Pg. 84 11.A.a I L, ...ak G E 0 F FEUD 'ROV MEMORANDUM DATE: March 14, 2019 TO: President Beverly Sussman and Trustees FROM: Christopher Stilling, Director of Community Development Is SUBJECT: Pre -Application Discussion- Proposed Improvements to Cambridge Commons Shopping Center PROPOSED PLAN Property History The site is currently zoned B2 and was originally built to accommodate a Kohl's Foodstore which later became Dominick's. Dominick's subsequently relocated into a larger store in the early 2000's and Rogan's Shoes occupied the anchor space until to 2013. The existing center has remained mostly vacant since 2013, with the exception of a dentist office. Proposed Plan The owner is seeking to upgrade the center to accommodate their prospective tenant (24 Hour Fitness), who would occupy 35,000 square feet. The improvements to the center would include an entirely new facade, landscaping, signage, upgraded parking lot and new roof. Furthermore, 24 Hour Fitness would be making significant investment into the interior of the space to offer a full service health club that would include a pool and half basketball court. The health club would be open 24 hours and therefore, staff will work with the PZC to ensure that adequate screening from lights and vehicles is being provided. The owner has also provided a concept plan showing the elevations of the proposed new facade. While additional details are required as part of the public hearing process, the owner has Page 1 of 2 Packet Pg. 85 The landlord has also hired Jones Lang LaSalle to help market the balance of the space. They are trying to target food/restaurant users, especially for the corner unit. The existing cars from Lux Motors would be moved off the property. Parking The existing development currently has 262 parking spaces for the 48,000 square foot development. The zoning Ordinance requires 192 parking spaces. Therefore, staff finds that adequate parking is being provided. It should be noted that the existing parking lot is being used by Lux Motors for overflow parking. Should the project proceed, that overflow parking would cease. PROCESS As noted, the Zoning Ordinance prohibits fitness users greater than 10K square feet in the B2 district. To accommodate the proposed fitness user and plan, the property would have to be rezoned to B3 Planned Business District with a special use for planned development to allow a fitness user greater than 10K square feet. ACTION REQUESTED Both staff and the developer are seeking the Board's thoughts and comments concerning the plan. Should the Board conceptually support the concept; the item can be referred to the Planning and Zoning Commission for the necessary public hearings. 0 E m O m c a� E s U Q Page 2 of 2 Packet Pg. 86 11.A.b Applicant is requesting a zoning change from B2 - Business District, General Retail to B3 - Planned Business Center District. Cambridge Commons consists of a 48,284 s/f building on a 4.642 acre lot at the southeast corner of Buffalo Grove Road and Dundee Road. The center was constructed in the 1960's originally as a Kohl's Foodstore and subsequently anchored by Dominicks Finer Foods. During the early 2000's, Dominicks relocated from Cambridge Commons across the street to 770 S. Buffalo Grove Road, as part of an economic incentive package offered by the Village of Buffalo Grove. Dominicks did not give up the lease of their former location at 45 E. Dundee. To prevent a competitor from moving in to Dominicks former location they left the premises vacant for years and eventually sublet their space to a low traffic regional shoe retailer, Rogan Shoes. The center suffered from inconsistent tenancy and low traffic, making it historically difficult to attract national and or quality tenants. Upon Dominicks lease expiration in 2013, Svigos began redevelopment plans for Cambridge Commons to include Fresh Farms International Market. During the entitlement process Dominicks Finer Foods announced the closure of all 72 Chicagoland locations on December 28, 2013. The grocery store landscape drastically changed and Fresh Farms International Market paused their development of Cambridge Commons. The center has been vacant since 2013 except for a 2,000 square foot dentist. We have been unable to attract any new credit worthy tenants without a traffic generating anchor. Despite countless showings we have been unable to obtain any realistic tenant offers except for building supply recyclers, laser tag, thrift stores, and indoor soccer users. Unfortunately, these users could not offer to even pay enough rent to cover the center's real estate taxes. The center needs an anchor tenant which drives traffic to the smaller tenants to be viable. 24 Hour Fitness is a high -quality California based health club with 400 nationwide locations and opening several more locations in the Chicagoland area. We are c requesting that the Village of Buffalo Grove grant a zoning change from B2 Business District General Retail to B3 Planned Business Center District to accommodate a fitness n a user at 45 E. Dundee Rd premises. The retail landscape has drastically changed in the a a� last five years. The number of retailers that require large spaces have dwindled with a the bankruptcy of Sears, Kmart, Carson Pierre Scott, Toys R Us, Babys R Us, HH Gregg, Dominicks Finer Foods, Treasure Island Foods, several Joe Caputos & Sons c locations, and numerous others. More brands have recently sought bankruptcy a protection due to the changing retail landscape making it unlikely they will open any new locations in the near future — Mattress Firm, Brookstone, David's Bridal, Rockport Group (shoes), Nine a Packet Pg. 87 11.A.b West, Claires Stores, Payless, Inc. Lastly, Moodys has placed the following names on their bankruptcy watch list— J.C. Penney, Pier 1 Imports, Lord & Taylor, Neiman Marcus, Toms Shoes, and J. Crew. Vacancy rates of medium to large box retail spaces will continue to increase with the ongoing popularity of e-tailors such as Amazon and the continued dominance of giant retailers such as Costco, Target, and Walmart. Demand for brick and mortar shopping centers is forecasted to continue its decline. We believe that fitness users may be the only viable option and are a good community anchor tenant that serve as health, wellness, and as social centers. Medium to large retail spaces will be dominated by entertainment -based concepts (indoor sky diving, gun ranges, indoor go-carts, swim schools) as well as health and fitness. The agreement with 24 Hour Fitness requires significant renovation of the entire shopping center costing approximately $4,000,000. As part of the 24 Hour Fitness lease agreement the following exterior items will be renovated, new fagade for all storefronts, new roof, new storefront glass on anchor space, pylon sign to be re-cladded inline with center, new seal coating, striping, and re -paving some areas, new landscaping, new landscaping planters to accent storefronts, larger walkway in front of storefronts, and LED retrofit lights for all pole lights. In addition to the exterior renovation, 24 Hour Fitness and Svigos will be performing a complete gut -rehab of 45 E. Dundee to include the typical features of an A -Class health club including a pool and half basketball court. We are excited to present a renovated Cambridge Commons Shopping Center to the retail marketplace with 24 Hour Fitness as the anchor tenant. 24 Hour Fitness will generate positive customer traffic for Cambridge Commons and the surrounding shopping centers. The retails shops on the west end of Cambridge Commons will flourish with 24 Hour Fitness as the Anchor. We intend to market the spaces to specifically for a restaurant such as Chipotle, Jimmy Johns, Potbelly, Panera Bread, as well as other fitness complimentary users such as GNC, Athleta, Lulu Lemon. We will retain Jones Lang LaSalle to rent. We look forward to working together on renovation of Cambridge Commons. Packet Pg. 88 Susan P. Myers Sr. Director, Real Estate Development/Management & Counsel 12647 Alcosta Blvd., Suite 500 San Ramon, CA 94583 T 925,543.3374 smyers@24hourfit.com VIA EMAIL March 13, 2019 Christopher Stilling, AICP Director of Community Development Village of Buffalo Grove 50 Raupp Blvd. Buffalo Grove IL 60089 Re: 24 Hour Fitness — Buffalo Grove IL/ Cambridge Commons, 45 East Dundee Road, Buffalo Grove, 11, 60089 Dear Mr. Stilling: We wanted to take this opportunity to provide some background and company overview information on 24 Hour Fitness. 24 Hour Fitness is headquartered in San Ramon, California. 24 Hour Fitness is a leading health club industry pioneer, serving 4 million members across the U.S. We are dedicated to improving lives by making fitness accessible and rewarding to everyone. Each of our more than 430 clubs features a fun and dynamic environment inspired by the latest trends and driven by the highest standards. Through convenient club hours and locations, personal training services, challenging group exercise classes and a variety of strength, cardio and functional training equipment, we help our members Succeed at achieving their individual fitness goals. Z.� Since our founding in 1983, we have changed the lives of 12 million people. Our core customers include members of all fitness levels and abilities, and represent the most attractive demographic segments in the country (Age: 18+ (median age is 37); Median household income: $75K and Lip; Gender: 50150 male/female). By delivering a stellar workout experience and creating a strong sense of community, we inspire an average of 3-5 visits per member each week. Most of our clubs are open 24 hours per day, enabling members to visit before or after work, or even after their families are in bed, instead of during traditional retail hours. We are proud to offer the latest, top-quality training equipment, high -end group exercise rooms, spotless locker rooms areas and size between 28,000 to 42,000 square feet of premium workout space, which is continuously maintained and upgraded. Truly best in class, our clubs provide amenities such as dedicated cycle and personal training areas, basketball courts, indoor and/or outdoor lap pools, whirlpools, steam rooms, saunas, racquetballs courts and pro shops. Our company is very excited to be entering the Chicago market. We are thrilled to have signed a lease with the Svigos Asset Management and we look forward to being part the redevelopment at Cambridge Commons - 45 Fast Dundee Road in Buffalo Grove IL. We appreciate your time and consideration. Please let us know of any questions. Thank you. Sincerely, 24 1-106 R FITNESS USA, INC. E .. . ....... U Susan Myers, Esq. on behalf d24 Hour Fitness cc: Raymond Dewhirst (via email) David Self (via email) 12647 Alcosta Blvd., Suite 500, San Ramon, CA 94583 1 www.24hourfitness.com I Packet Pg. 89 1 ./iuowwoo \B/am�� }amaod m|� eso o d- qs n,m(3 u gmgl dd d) mS um d :Iuowq3elIv � \ _ ~ ®\/ suommoo a6piagweo o; s}uauaanoidLul pesodo.ad-uoissnasi(3 uoi;enilddd-aad) ;ag ueld :;uaWLj3ejjv I� W Q ' Q : O O � cry O Cj W O O O O Z y Q W p O O ciW O �C O v W§2_CZ Z W p� O� O �C h O Z5 V Q O V suommoo aBpljqweo 01 SIUGWaAoidLul pesodO.d -uoissn3si(3 uoilenilddV-aJd) IOS ueld :juaWLj3ejjv . C— C-0 PC- rl" &W i� m il 00 a. 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Recommendation of Action Staff recommends approval. The 2019 Street Improvement Project was bid on February 28th, 2019 and the lowest responsible and responsive bid was A Lamp Concrete Contractors, Inc. Staff recommends approval of the contract to A Lamp Concrete Contractors, Inc. in the amount of $1,790,007.69 pending Village Attorney review. ATTACHMENTS: • A Lamp Award of Bid Memo (DOCX) • Street Improvements - Bid Tabulation - REVISED (PDF) • 4798.037 Bid Recommendation - REVISED (PDF) Trustee Liaison Smith Monday, March 18, 2019 Staff Contact Kyle Johnson, Engineering Updated: 3/15/2019 9:27 AM Page 1 Packet Pg. 108 11.B.a VILLACE 014 MEMORANDUM DATE: March 15, 2019 TO: Jennifer Maltas, Deputy Village Manager FROM: Darren Monico, Village Engineer SUBJECT: 2019 Street Improvement Project Award of Bid The 2019 Street Improvement Project was advertised for bids and opened on February 281", 2019. The lowest, qualified bid was in the amount of $1,688,686.50 from A Lamp Concrete Contractors, Inc. The project includes complete pavement and curb replacement along with isolated storm sewer improvements on: • Caren Drive —Thompson Blvd to Thompson Blvd • Caren Court —Caren Drive to End • Ronnie Drive —Thompson Blvd to Thompson Blvd Along with pavement rehabilitation and spot curb repairs on: • Fremont Way— Camden Ct to Bristol Ln • Fremont Way — Fremont Way to Arlington Heights Rd • Fremont Way— Fremont Way to IL Route 53 Attached is a copy of the Tabulation of Bids for the program indicating the lowest, qualified bid of $1,688,686.50 by A Lamp Concrete Contractors, Inc. Staff recommends that the Village Board award the contract to A Lamp Concrete Contractors, Inc. because the firm is the lowest qualified bidder for the work proposed. Due to the size and scope of the project, staff recommends a contingency fund be created and controlled by the Village in the amount of $101,321.19 (6.0% of the project cost). As bids came in below the engineers estimate Engineering staff will consult with the Village Manager prior to exceeding the low bid price of $1,688,686.50 due to the economic climate of the State of Illinois. This project is funded by General Funds from Capital Storm Sewer and Street Budgets of which $1,800,000.00 was budgeted. 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This project includes roadway reconstruction, roadway resurfacing, hot -mix asphalt pavement patching, landscape restoration, and other associated improvements on Caren Drive, Ronnie Drive, and Fremont Way. A total of eleven (11) sets of plans and specifications were distributed to contractors, and bids were received from six (6) contractors. As -read, the bid amounts ranged from $1,688,686.50 to $1,999,970.59; the Engineer's Opinion of Probable Cost (EOPC) was $1,989,679.00. The as -read low bid of $1,688,686.50 was received from A Lamp Concrete Contractors, Inc. of Schaumburg, Illinois. A Lamp Concrete Contractors, Inc. is an IDOT prequalified firm and has the experience and means to perform the work in accordance with the plans and specifications. We recommend that the Village Board authorize the award of a construction contract for the 2019 Street Improvement Project to A Lamp Concrete Contractors, Inc. in the amount of $1,688,686.50. If you have any questions or require additional information regarding the above, please do not hesitate to contact me at (847) 821-6235 or by email at bwesolowskiCcDgha-engineers.com. Sincerely, GEWALT HAMILTON ASSOCIATES, INC. p { Brian Wesolowski, PE Professional Engineer Encl.: Bid Summary Cc (via email): Brent Robinson — Village of Buffalo Grove Leo Morand, PE — Gewalt Hamilton Associates, Inc. Lucas Deferville — Gewalt Hamilton Associates, Inc. James Houston, PE — Gewalt Hamilton Associates, Inc. 6601 Stephens Station Road, Unit 107, Columbia, MO 65202 0 TU 573.397.6900 in Fax 573.397.6901 Packet Pg. 111 Action Item : Award of Bid for 2019 Sidewalk Improvement Project ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. The 2019 Sidewalk Improvement Project was bid on February 28th, 2019 and the lowest responsible and responsive bid was Schroeder & Schroeder, Inc. Staff recommends approval of the contract to Schroeder & Schroeder, Inc. in the amount of $203,145.25 pending Village Attorney review. ATTACHMENTS: • Schroeder & Schroeder Award of Bid Memo (DOCX) • Sidewalk Improvements - Bid Recommendation (PDF) • Sidewalk Improvements - Bid Tabulation (PDF) Trustee Liaison Smith Monday, March 18, 2019 Staff Contact Kyle Johnson, Engineering Updated: 3/13/2019 3:43 PM Page 1 Packet Pg. 112 11.C.a VILLACIE F' BUFFALO G RON,I MEMORANDUM DATE: March 14, 2019 TO: Jennifer Maltas, Deputy Village Manager FROM: Darren Monico, Village Engineer SUBJECT: 2019 Sidewalk Improvement Project Award of Bid The 2019 Sidewalk Improvement Project was advertised for bids and opened on February 28t", 2019. The lowest, qualified bid was in the amount of $184,677.50 from Schroeder & Schroeder, Inc. The project includes sidewalk replacement on various streets within the Village which correct deficient sidewalk. Some of these deficiencies include cracked or broken pieces, trip hazards and low areas that collect and pond water. Attached is a copy of the Tabulation of Bids for the program indicating the lowest, qualified bid of $184,677.50 by Schroeder & Schroeder, Inc. Staff recommends that the Village Board award the contract to Schroeder & Schroeder, Inc. because the firm is the lowest qualified bidder for the work proposed. Due to the size and scope of the project, staff recommends a contingency fund be created and controlled by the Village in the amount of $18,467.75 (10.0% of the project cost). As bids came in below the engineers estimate Engineering staff will consult with the Village Manager prior to exceeding the low bid price of $184,677.50 due to the economic climate of the State of Illinois. This project is entirely funded by Illinois Motor Fuel Tax Funds (MFT). Packet Pg. 113 March 1, 2019 Mr. Kyle Johnson, PE, CFM Civil Engineer II Village of Buffalo Grove 51 Raupp Boulevard Buffalo Grove, Illinois 60089 Re: 2019 Sidewalk Improvements Project VoBG-2019-04 Bid Results and Recommendation for Award Dear Mr. Johnson: CONSULTING ENGINEERS 625 Forest Edge [give, Vernon Hills, 1L 60061 TM, 847,478.9700 8 FAX 847A78.9701 www.gl ra-engineers.cor n On Thursday, February 28, 2019, bid proposals for the above referenced project were received, opened, and publicly read loud at Village Hall. This project includes concrete sidewalk removal and replacement, detectable warnings, and other associated improvements on various street segments throughout the Village limits. A total of five (5) sets of plans and specifications were distributed to contractors, and bids were received from four (4) contractors. As -read, the bid amounts ranged from $184,677.50 to $245,250.00; the Engineer's Opinion of Probable Cost (EOPC) was $210,240.00. The as -read low bid of $184,677.50 was received from Schroeder & Schroeder, Inc. of Skokie, Illinois. Schroeder & Schroeder, Inc. is an IDOT prequalified firm and has the experience and means to perform the work in accordance with the plans and specifications. We recommend that the Village Board authorize the award of a construction contract for the 2019 Sidewalk Improvements Project to Schroeder & Schroeder, Inc. in the amount of $184,677.50. If you have any questions or require additional information regarding the above, please do not hesitate to contact me at (847) 821-6235 or by email at bwesolowski(a)gha-engineers.com. Sincerely, GEWALT HAMILTON ASSOCIATES, INC. Brian Wesolowski, PE Professional Engineer Encl.: Bid Summary Cc (via email): Brett Robinson — Village of Buffalo Grove Leo Morand, PE — Gewalt Hamilton Associates, Inc. Lucas Deferville — Gewalt Hamilton Associates, Inc. James Houston, PE — Gewalt Hamilton Associates, Inc. 6601 Stephens Station Road, Unit 107, Columbia, MO 65202 a TFu, 573.397M00 a I'Ax 573.397.6901 Packet Pg. 114 U _ N Un (f7 EA K3 O O CO Q � ER fA 64 O O EA fA (fT Efl O d N N y ._ 6v Et7 C 7 O O O o 0 0 0 00 0 0 0 o O O O O O o oU? O O O O O O Iq i O o LO 0 0 1-. 0 0 0 0 0 0 Ln (j M cl O O n V, O M Ln Ln Ln c V n � Ln Ln (9 M O M N N N Ln M V t0 i 0 C9 N co (O W N N co N V � H> U3 H-7 co ER (R 6i1 efl ER EA c0 'O F Ef3 69 N O J L U N N Y ptj Y O CD O O O IDLn O O O CD O L O O O Un O O I, 0 0 0 0 0 0 G1 N In O O Lo In In O O O O Ln In f� '6 V I` Ln ER ff) Q=) Q=J Uf> Ln � H> V co 0'L fA Ef3 fA N N u+ EL? e=7 L a NN NN U O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O m O O fn 0 0 0 0 0 0 O O Un Ln n 0 7 I- In In O O Un O V _ co N M co I-- O N n I-- CO O n n N fU R (9 (fl M (9 Ef3 d) I` M M N V 6" M O C EH U9 6s ('n M U) EA U9 Vf 69 U7 � N O O 181 IS, O O O O O O O O O O G a O O O U+7 0 0 Un 0 0 0 0 0 0 O O 6 Ln m O n O O O O m Ln WO U K3 K3 EA d} n r � GG Et7 d} a 69 � c D 5 I w Cn 0 (n L.L 0 J J Cn (n (n L.L O O O O O O O O O O O O O Ln O CD CD O O Ln 0 0 0 COLn I` Ln n N Ln CO O (M N N (p c0 Ln 7 't N N .N X w U � � (U Q O U � C O N fn O M Q O O L N E In cocl N N N >O > N N j U 0 n[I- 0 y > F 10 Q d Ln co > > 3 3 3 E o o (n in 0 Y m O m c 0 o mmm CD a cn °i o o > d o m p -0 M OO H N N fU >° O j U U T O i N (n O > E 3 U rn 00 c L U o o a�i a� rn > oN v m o U o U d d n c Cj 3 c 3 cm co'L E U c N N N E N 7 > O M o M 0 w-' 0 U 0 O c d m u aE U aEi U > 0- [if o o Q co 0 (6 _Y X (6cm (4 N C as C C ?i f6 U U O O O O 2 O O N N O Z 81 H Q d d p U (n H H 2 C7 0 U V C Q O O O O O O Cl O O O O O O O O O N O V O Z N 7 N N N m (0 co (0 Un O O O O O CD O CD O CD O CDO N N O 7 O c m 0 d OL 2 =� N m V 7 V V V CD N N U a c9 a Action Item : Award of Bid for 2019 Winter Repairs Project ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. Staff recommends approval of the lowest responsible and responsive bidder contract to Chicagoland Paving in the amount of $112,950.00 pending Village Attorney review. ATTACHMENTS: • Chicagoland Award of Bid Memo (DOCX) • Winter Repairs - Bid Recommendation (PDF) • Winter Repairs - Bid Tabulation (PDF) • 4798.037 Revised Quantities - Winter Repairs Project (PDF) Trustee Liaison Johnson Monday, March 18, 2019 Staff Contact Darren Monico, Public Works Updated: 3/14/2019 2:30 PM Page 1 Packet Pg. 116 11.D.a VILLACIE F' BUFFALO G RON,I MEMORANDUM DATE: March 14, 2019 TO: Jennifer Maltas, Deputy Village Manager FROM: Darren Monico, Village Engineer SUBJECT: 2019 Winter Repairs Project Award of Bid The 2019 Winter Repairs Project was advertised for bids and opened on February 28t", 2019. The lowest, qualified bid was in the amount of $124,990.00 from Chicagoland Paving. The project includes pavement patches, sidewalk and driveway apron repairs and general restoration. The intent of this project is to clean up all disturbances caused by utility breaks, sizeable snow plow damage or other destructive means. This contract include provisions for two sets of work, one in the spring and one in the fall, to either clean up from winter or help prepare for it. Currently Public Work staff completes through a variety of contracts and internal forces however the sporadic approach does not provide timely service to the residents for repairs. Attached is a copy of the original Tabulation of Bids for the program demonstrating one bid of $124,990.00 by Chicagoland Paving. Also included is a Revised Quantities that better demonstrate the expected scale of work for 2019 in a total amount of $112,950.00. The original quantities were based on past data for this type of work which allowed us to estimate figures for bid. At this time actual quantities show a smaller number of repairs than expected, therefore it is recommended we reduce the contract. Staff recommends that the Village Board award the contract to Chicagoland Paving because the firm is a qualified bidder for the work proposed. This project type is a new and unique idea to the industry as a whole requiring a contractor create a specialized work plan that includes several disciplines of work that typically are not found all within one company. Packet Pg. 117 March 8, 2019 Mr. Kyle Johnson, PE, CFM Civil Engineer II Village of Buffalo Grove 51 Raupp Boulevard Buffalo Grove, Illinois 60089 Re: 2019 Winter Repairs Project VoBG-2019-13 Bid Results and Recommendation for Award Dear Mr. Johnson: CONSULTING ENGINEERS 625 Forest Edge [give, Vernon Hills, 1L 60061 TM, 847,478.9700 8 FAX 847A78.9701 www. glia-engin eery. corn On Thursday, February 28, 2019, bid proposals for the above referenced project were received, opened, and publicly read aloud at Village Hall. This project includes hot -mix asphalt pavement patching, concrete sidewalk removal and replacement, curb and gutter removal and replacement, landscape restoration, and other associated improvements on various street segments throughout the Village limits. A total of five (5) sets of plans and specifications were distributed to contractors, and bids were received from one (1) contractor due to the unknown complexity and unique project scope. The Engineer's Opinion of Probable Cost (EOPC) was $87.450.00. The as -read low bid of $124,990.00 was received from Chicagoland Paving Contractors, Inc. of Lake Zurich, Illinois. Chicagoland Paving Contractors, Inc. is an IDOT prequalified firm and has the experience and means to perform the work in accordance with the plans and specifications. Due to the Village budget, we recommend that the Village Board authorize the award of a construction contract for the 2019 Winter Repairs Project to Chicagoland Paving Contractors, Inc. for a reduced amount of $112,950.00. If you have any questions or require additional information regarding the above, please do not hesitate to contact me at (847) 821-6235 or by email at bwesolowski(a)-gha-engineers.com. Sincerely, GEWALT HAMILTON ASSOCIATES, INC. Brian Wesolowski, PE Professional Engineer Encl.: Bid Summary Cc (via email): Brett Robinson — Village of Buffalo Grove Leo Morand, PE — Gewalt Hamilton Associates, Inc. Lucas Deferville — Gewalt Hamilton Associates, Inc. James Houston, PE — Gewalt Hamilton Associates, Inc. 6601 Stephens Station Road, Unit 107, Columbia, MO 65202 a TFu, 573.397M00 a I'Ax 573.397.6901 Packet Pg. 118 (paemV }oafoad saiedoM aa;uiM 6M) uoi;eingel pi8 - saiedeN aa;uiM :;uauayoe;;d 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 00000000000 LO I- LO N 0 LO 0 CO Ln f— m O 0 N 0 00 0 N m O m C N 7 06 N 0 c0 I-- co-4 z R _ 64 N V 64 64 64 N •>CL 0 64 64 64 64 64 E9 0 = J 00 O a o Q M Y O O O O O M O O O O V J y v LO 00 LO N O O N 0 N 00 64 O co O co O co O h C O O N 0 t 64 64 64 64 64 fA fA EH vi o o m V a 0 0 Q � c m 0 o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o o o LO o m o 0 0 0 0 0 In m I— 0 N O In In In O w m N Cl! N M CO V N O O O V O = O Q co R G lfl 64 V 64 c0 EA N � V 64 h 64 Ia EA ua EA 00 00 Q O a F W) O 3 CMc6 N f6 U N O N W O d4 (7 N LO h � O 0 0 0 O O O O O O O V' LO LO I- n c9 Ln O U[ O O W km mN 64 64 LO 64 W LO 64 64 N 64 m 64 c0 64 m 64 0 R = 0 J OS S +' a a 41 " r z>- LL r>- r r R O O O F rn U 0 LL U U 0 LL a m m 0 0 0 0 0 0 0 0 0 0 y o o m o m o 0 ui o ui 00 N O 0 I I� o m m R LO a m R O H U _C N U c0 4% =O C > N L Q >_ a > ~ 2 V C_ R a a a�i 3 3 m a cn (D cn cn cn O m N C "O L U U m N O N 'o N > O .� N C C C (n a co c0 cp M > N Zi CD ~ O O>1 O = _ > � 00 m (6 C C C _ > ° o U UU HQU H0UoON > C C N0-N N N W 00 C C -o aNNO-OMMM U U Q M Z x ci Q a- a- C7 U U U U t c m R G o 0 0 0 0 Z 0 00 0 V 0 N 0 N Ln ; c CD 0 0 0 0 CDv 0 0 0) Q ar y V m V O 2 2— N M V V CD N v a 0 a 0) co d ENGINEER'S OPINION OF PROBABLE COST (REVISED) 2019 Winter Repairs Project Various Locations Village of Buffalo Grove, IL Buffalo Grove Bid #: VoBG-2019-13 GHA Project #: 4798.037 Date: 3/8/2019 Prepared by: Lucas Deferville Checked by: Brian Wesolowski, PE Revised Quantities With As -Bid Unit Prices � I f, ItLT l //ASSOCIATES, • 625 Forest lodge L)rive, Vc z-nrsn 11911s„ 11, 60061 "14[13, 847.478.9700 4 FAx 847.478.9701 www.gha-engineers.com ITEM NO DESCRIPTION QUANTITY UNIT UNIT PRICE VALUE 20400800 Furnished Excavation 145.0 CY $85.00 $12,325.00 35101400 Aggregate Base Course, Type B 200.0 TN $25.00 $5,000.00 42300200 Portland Cement Concrete Driveway Pavement, 6 Inch 200.0 SY $100.00 $20,000.00 42400200 Portland Cement Concrete Sidewalk 5 Inch 650.0 SF $12.00 $7,800.00 Z0004510 Hot -Mix Asphalt Driveway Pavement, 3" 100.0 SY $50.00 $5,000.00 General Landscape Restoration (Special) 3,500.0 SY $8.35 $29,225.00 Combination Concrete Curb and Gutter, Type Varies 160.0 FT $60.00 $9,600.00 Class D Patches, Type II, 6 Inch (Special) 90.0 SY $80.00 $7,200.00 Class D Patches, Type III, 6 Inch (Special) 105.0 SY $80.00 $8,400.00 Class D Patches, Type IV, 6 Inch (Special) 120.0 SY $70.00 $8,400.00 TOTAL: $112,950.00 Packet Pg. 120 Action Item : Authorization to Waive Bids and Purchase Cardiac Monitors ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ Recommendation of Action Staff recommends approval. Staff requests authorization to waive bids and purchase three (3) X series cardiac monitors from the Zoll Medical Corporation. This purchase will replace three (3) out of the four (4) remaining E series cardiac monitors that are not compatible with the existing X series cardiac monitors and Zoll AEDs throughout the Village. ATTACHMENTS: • Buffalo Grove Fire Department 301329Version 1 (PDF) • Waiver of Bid - Zoll Cardiac Monitor Purchase 031819 (DOCX) X Series Sole Source Letter (DOC) Trustee Liaison Ottenheimer Monday, March 18, 2019 Staff Contact Mike Baker, Fire Updated: 3/14/2019 2:32 PM Page 1 Packet Pg. 121 ZOL 1111 c, TO: Buffalo Grove Fire Department 1051 Highland Grove Drive Buffalo Grove, IL 60089 Attn: Mike Baker MPA/EM, CFO, EFO Fire Chief/Emergency Management Directo email: wbaker(cDvbg.org Tel: (847) 537-0995 11.E.a ZOLL Medical Corporation Worldwide HeadQuarters 269 Mill Rd Chelmsford, Massachusetts 01824-4105 (978) 421-9655 Main (800) 348-9011 (978) 421-0015 Customer Support i FEDERAL ID#: 04-2711626 O QUOTATION 301329 VA DATE: March 05, 2019 TERMS: Net 30 Days FOB: Shipping Point FREIGHT: Free Freight ITEM MODEL NUMBER DESCRIPTION CITY. UNIT PRICE DISC PRICE TOTAL PRICE 1 6 0 1- 2 2 3 1 0 1 1- 0 1 X Series ® Manual Monitor/Defibrillator $14,995 3 $40,020.00 $28,814.40 $86,443.20 with 4 trace tri-mode display monitor/ defibrillator/ printer, comes with Real CPR Help®, advisory algorithm, advanced communications package (Wi-Fi, Bluetooth, USB cellular modem capable) USB data transfer capable and large 6.5"( 16.5cm) diagonal screen, full 12 ECG lead view with both dynamic and static 12-lead mode display. Accessories Included: • MFC cable • MFC CPR connector • A/C power adapter/ battery charger • A/C power cord • One (1) roll printer paper • 6.6 Ah Li -ion battery • Carry case • Declaration of Conformity • Operator's Manual • Quick Reference Guide • One (1)-year EMS warranty Advanced Options: Real CPR Help Expansion Pack $995 CPR Dashboard quantitive depth and rate in real time, release indicator, interruption timer, perfusion performance indicator (PPI) • See - Thru CPR artifact filtering To the extent that ZOLL and Customer, or Customer's Representative have negotiated and executed overriding terms and conditions ("Overriding T's & C's"), those terms and conditions would apply to this quotation. In all other cases, this quote is made subject to ZOLL's Standard Commercial Terms and Conditions ("ZOLL T's & C's") which for capital equipment, accessories and consumables can be found at On4h alwvsvev.zo0n.counn/4P'I('Q; and for software products can be found and for hosted software products can be found at VnQ¢prUwvQrov ,mAllxonnl/SSH If. Except in the case of overriding T's and C's, any Purchase Order ("PO") issued in response to this quotation will be deemed to incorporate ZOLL T's & C's, and any other terms and conditions presented shall have no force or effect except to the extent agreed in writing by ZOLL. 1. DELIVERY WILL BE MADE 120-150 DAYS AFTER RECEIPT OF ACCEPTED PURCHASE ORDER. 2. PRICES QUOTED ARE VALID UNTIL MARCH 30, 2019. 3. APPLICABLE TAX WILL BE ADDED AT THE TIME OF INVOICING. 4. ALL PURCHASE ORDERS ARE SUBJECT TO CREDIT APPROVAL BEFORE ACCEPTABLE BY ZOLL. 5. FAX PURCHASE ORDER AND QUOTATION TO ZOLL CUSTOMER SUPPORT AT 978-421-0015 OR EMAIL TO ESALES@ZOLL.COM. 6. ALL DISCOUNTS OFF LIST PRICE ARE CONTINGENT UPON PAYMENT WITHIN AGREED UPON TERMS. 7. PLACE YOUR ACCESSORY ORDERS ONLINE BY VISITING www.zollwebstore.com. Caroline Guibord EMS Territory Manager 773-425-0710 Page 1 of 4 Packet Pg. 122 ZOL 1111 c, TO: Buffalo Grove Fire Department 1051 Highland Grove Drive Buffalo Grove, IL 60089 Attn: Mike Baker MPA/EM, CFO, EFO Fire Chief/Emergency Management Directo email: wbaker(cDvbg.org Tel: (847) 537-0995 11.E.a ZOLL Medical Corporation Worldwide HeadQuarters 269 Mill Rd Chelmsford, Massachusetts 01824-4105 (978) 421-9655 Main (800) 348-9011 (978) 421-0015 Customer Support i FEDERAL ID#: 04-2711626 O QUOTATION 301329 VA DATE: March 05, 2019 TERMS: Net 30 Days FOB: Shipping Point FREIGHT: Free Freight ITEM MODEL NUMBER DESCRIPTION CITY. UNIT PRICE DISC PRICE TOTAL PRICE ZOLL Noninvasive Pacing Technology: $2,550 Masimo Pulse Oximetry SP02 & SpCO $4,540 • Signal Extraction Technology (SET) • Rainbow SET ( for SpCO & SpMet) NIBP Welch Allyn includes: $3495 • Smartcuff 10 foot Dual Lumen hose • SureBP Reusable Adult Medium Cuff End Tidal Carbon Dioxide monitoring (ETCO2) $4,995 Oridion Microstream Technology: Order required Microstream tubing sets separately Interpretative 12- Lead ECG: $8,450 • 12-Lead one step ECG cable- includes 4- Lead limb lead cable and removable precordial 6- Lead set 2 8 0 0 0- 0 3 4 1 Sp02/SpCO/SpMet Rainbow Reuuable Patient 3 $245.00 $176.40 $529.20 CpNe: Connects to Single Use Sensors (4 ft) 3 8 0 0 0- 0 0 0 3 7 1 Sp02/SpCO/SpMet Rainbow DCI Adult Reusable 3 $845.00 $608.40 $1,825.20 U- Sensor with connector (3 ft) To the extent that ZOLL and Customer, or Customer's Representative have negotiated and executed overriding terms and conditions ("Overriding T's & C's"), those terms and conditions would apply to this quotation. In all other cases, this quote is made subject to ZOLL's Standard Commercial Terms and Conditions ("ZOLL T's & C's") which for capital equipment, accessories and consumables can be found at On4h .!lwwev.zo0n.counn/4P'I('Q; and for software products can be found and for hosted software products can be found at VnQ.. °//wvww,millIxonni/SSH If. Except in the case of overriding T's and C's, any Purchase Order ("PO") issued in response to this quotation will be deemed to incorporate ZOLL T's & C's, and any other terms and conditions presented shall have no force or effect except to the extent agreed in writing by ZOLL. 1. DELIVERY WILL BE MADE 120-150 DAYS AFTER RECEIPT OF ACCEPTED PURCHASE ORDER. 2. PRICES QUOTED ARE VALID UNTIL MARCH 30, 2019. 3. APPLICABLE TAX WILL BE ADDED AT THE TIME OF INVOICING. 4. ALL PURCHASE ORDERS ARE SUBJECT TO CREDIT APPROVAL BEFORE ACCEPTABLE BY ZOLL. 5. FAX PURCHASE ORDER AND QUOTATION TO ZOLL CUSTOMER SUPPORT AT 978-421-0015 OR EMAIL TO ESALES@ZOLL.COM. 6. ALL DISCOUNTS OFF LIST PRICE ARE CONTINGENT UPON PAYMENT WITHIN AGREED UPON TERMS. 7. PLACE YOUR ACCESSORY ORDERS ONLINE BY VISITING www.zollwebstore.com. Caroline Guibord EMS Territory Manager 773-425-0710 Page 2 of 4 Packet Pg. 123 ZOL 1111 c, TO: Buffalo Grove Fire Department 1051 Highland Grove Drive Buffalo Grove, IL 60089 Attn: Mike Baker MPA/EM, CFO, EFO Fire Chief/Emergency Management Directo email: wbaker(cDvbg.org Tel: (847) 537-0995 11.E.a ZOLL Medical Corporation Worldwide HeadQuarters 269 Mill Rd Chelmsford, Massachusetts 01824-4105 (978) 421-9655 Main (800) 348-9011 (978) 421-0015 Customer Support i FEDERAL ID#: 04-2711626 O QUOTATION 301329 VA DATE: March 05, 2019 TERMS: Net 30 Days FOB: Shipping Point FREIGHT: Free Freight ITEM MODEL NUMBER DESCRIPTION CITY. UNIT PRICE DISC PRICE TOTAL PRICE 4 8 0 0 0- 0 3 3 9 Sp02/SpCO/SpMet Rainbow Single use Sensors: 2 $795.00 $572.40 $1,144.80 Patients 10-50 kg (10 per case) 5 8 0 0 0- 0 5 8 0- 0 1 Six hour rechargeable Smart battery 6 $495.00 $356.40 $2,138.40 6 8 0 0 0 - 0 8 9 5 Cuff Kd with Welch Allyn Small Adult, Large Adult and 3 $157.50 $113.40 $340.20 Thigh Cuffs 7 8 0 0 0- 0 0 2 0 0 5- 0 1 Cable Sleeve, Propaq / X Series, ZOLL Blue 3 $49.95 $35.96 $107.88 " 8 8 3 0 0- 0 5 2 0- 0 1 Filteriine Set Adult/Pediatric, Case of 25 3 $275.00 $198.00 $594.00 9 8 3 0 0 - 0 5 2 4 - 0 1 Smart CapnoLine Plus 02 Adult (02 tubing), Case of 3 $355.00 $255.60 $766.80 25 10 8 0 0 0- 0 0 0 9 0 1- 0 1 ECG plain white paper- 80mm (pack of 6 rolls) 3 $24.00 $17.28 $51.84 11 8 9 0 0 - 0 4 0 0 CPR stat•padz HVP Multi -Function CPR Electrodes - 8 3 $560.00 $403.20 $1,209.60 U_ pair/case I I I I I To the extent that ZOLL and Customer, or Customer's Representative have negotiated and executed overriding terms and conditions ("Overriding T's & C's"), those terms and conditions would apply to this quotation. In all other cases, this quote is made subject to ZOLL's Standard Commercial Terms and Conditions ("ZOLL T's & C's") which for capital equipment, accessories and consumables can be found at On4h alwvsvev.zo0n.counn/4P'I('Q; and for software products can be found and for hosted software products can be found at VnQ.. rRwvQ w,millIxonnl/SSH If. Except in the case of overriding T's and C's, any Purchase Order ("PO") issued in response to this quotation will be deemed to incorporate ZOLL T's & C's, and any other terms and conditions presented shall have no force or effect except to the extent agreed in writing by ZOLL. 1. DELIVERY WILL BE MADE 120-150 DAYS AFTER RECEIPT OF ACCEPTED PURCHASE ORDER. 2. PRICES QUOTED ARE VALID UNTIL MARCH 30, 2019. 3. APPLICABLE TAX WILL BE ADDED AT THE TIME OF INVOICING. 4. ALL PURCHASE ORDERS ARE SUBJECT TO CREDIT APPROVAL BEFORE ACCEPTABLE BY ZOLL. 5. FAX PURCHASE ORDER AND QUOTATION TO ZOLL CUSTOMER SUPPORT AT 978-421-0015 OR EMAIL TO ESALES@ZOLL.COM. 6. ALL DISCOUNTS OFF LIST PRICE ARE CONTINGENT UPON PAYMENT WITHIN AGREED UPON TERMS. 7. PLACE YOUR ACCESSORY ORDERS ONLINE BY VISITING www.zollwebstore.com. Caroline Guibord EMS Territory Manager 773-425-0710 Page 3 of 4 Packet Pg. 124 ZOL 1111 c, TO: Buffalo Grove Fire Department 1051 Highland Grove Drive Buffalo Grove, IL 60089 Attn: Mike Baker MPA/EM, CFO, EFO Fire Chief/Emergency Management Directo email: wbaker(cDvbg.org Tel: (847) 537-0995 11.E.a ZOLL Medical Corporation Worldwide HeadQuarters 269 Mill Rd Chelmsford, Massachusetts 01824-4105 (978) 421-9655 Main (800) 348-9011 (978) 421-0015 Customer Support i FEDERAL ID#: 04-2711626 O QUOTATION 301329 VA DATE: March 05, 2019 TERMS: Net 30 Days FOB: Shipping Point FREIGHT: Free Freight ITEM MODEL NUMBER DESCRIPTION CITY. UNIT PRICE DISC PRICE TOTAL PRICE 12 8 9 0 0- 0 8 1 0- 0 1 pedi•padz@ H Pediatric Multi -Function Electrodes - 3 $95.00 $68.40 $205.20 Designed for use with the AED Plus. The AED recognizes when pedi•padz II are connected and automatically proceeds with a pediatric ECG and adjusts energy to pediatric levels. Twenty four (24) month shelf -life. One pair. 13 5 0 0 1- 9 9 2 8 ZOLL E Series w/Pacing, 12 lead + 3 parameters or 3 ($1,000.00) ($3,000.00) ** mare Trade -In **Trade value guaranteed only through March 30, 2019. **Trade-in Value valid if all equipment purchased is in good operational and cosmetic condition, and includes all standard accessories. Customer assumes responsibility for shipping trade-in equipment to ZOLL Chelmsford within 60 days of receipt of new equipment. Customer agrees to pay cash value for trade-in equipment not shipped to ZOLL on a timely basis. *Pricing valid with a signed execution of the Silver Cross Emergency Medical System's Pricing Contract. The initial order must be accompanied with a signed copy of the Silver Cross Emergency Medical System's Pricing Contract. To the extent that ZOLL and Customer, or Customer's Representative have negotiated and executed overriding terms and conditions ("Overriding T's & C's"), those terms and conditions would apply to this quotation. In all other cases, this quote is made subject to ZOLL's Standard Commercial Terms and Conditions ("ZOLL T's & C's") which for capital equipment, accessories and consumables can be found at h!jig.f/e�avem.razOn.aayuua/tp'd'4; and for software products can be found at➢ntr4ya. (lemwvw.zay➢➢.aaru..................l and for hosted software products can be found at Vnrtap.11ebt:ev.ranOnocGuum SSQQ.47. Except in the case of overriding T's and C's, any Purchase Order ("PO") issued in response to this quotation will be deemed to incorporate ZOLL T's & C's, and any other terms and conditions presented shall have no force or effect except to the extent agreed in writing by ZOLL. 1. DELIVERY WILL BE MADE 120-150 DAYS AFTER RECEIPT OF ACCEPTED PURCHASE ORDER. 2. PRICES QUOTED ARE VALID UNTIL MARCH 30, 2019. 3. APPLICABLE TAX WILL BE ADDED AT THE TIME OF INVOICING. 4. ALL PURCHASE ORDERS ARE SUBJECT TO CREDIT APPROVAL BEFORE ACCEPTABLE BY ZOLL. 5. FAX PURCHASE ORDER AND QUOTATION TO ZOLL CUSTOMER SUPPORT AT 978-421-0015 OR EMAIL TO ESALES@ZOLL.COM. 6. ALL DISCOUNTS OFF LIST PRICE ARE CONTINGENT UPON PAYMENT WITHIN AGREED UPON TERMS. 7. PLACE YOUR ACCESSORY ORDERS ONLINE BY VISITING www.zollwebstore.com. r� L. TOTAL $92,356.32 ii G1 O /L^ V O Caroline Guibord M EMS Territory Manager m 773-425-0710 C G1 E t V ro 1r a Page 4 of 4 Packet Pg. 125 11.E.b VILLACIE F' BUFFALO GRON,"T, MEMORANDUM DATE: March 14, 2019 TO: Dane Bragg, Village Manager FROM: Mike Baker, Fire Chief SUBJECT: Bid Waiver and Cardiac Monitor Purchase — Sole Source Background Information Staff requests authorization to waive bids and purchase three Zoll X Series Cardiac Monitors with diagnostic accessories. The current cardiac monitors are reaching the end of their useful life and their technology is not capable of using today's advanced communication capabilities. Advances in cardiac treatment have created additional diagnostic capabilities which are available for pre - hospital emergency cardiac care and are included in this request. The Village uses Zoll AEDs and to maintain seamless compatibility from the onset of a cardiac event through advanced life support, the continued use of Zoll cardiac monitors is requested. The replacement purchase of one cardiac monitor with accessories ($30,785.44) was approved as part of the Capital Improvement Program for the 2019 Village budget and is assigned as Project #5012. The replacement purchase of two cardiac monitors with accessories ($61,570.88) will be funded through the Foreign Fire Insurance Tax fund. The proposed equipment purchase will replace three of the four remaining Zoll E series cardiac monitors carried on the advanced life support ambulances and fire apparatus of the Buffalo Grove Fire Department. Zoll Medical Corporation uses regional sales representatives and reduced pricing is available through a multi -jurisdictional cooperative purchase. Normal contract pricing for this request would be $131,749.35. This is a sole source purchase not to exceed $92,356.32 based on a multi - jurisdiction cooperative purchase and would result in a total savings of $39,393.03. Recommendation As noted in the attached memo, Zoll Medical Corporation is the sole manufacturer and source for the selected X series cardiac monitors. As such, it is recommended that the Village Board waive bids and authorize staff to purchase the above mentioned replacement equipment at a total not to exceed amount of $92,356.32 from Zoll Medical Corporation. Packet Pg. 126 11.E.c ZOLL Medical Corporation ZOLL,Advancing Resuscitation. Today." March 41h 2019 Worldwide Headquarters 265 dill Load Chelmsford, Massachusetts 01824-4105 U.S.A. 978 421 9655 978 421-0025 Maen Fax We appreciate your consideration of ZOLL�) products for the Buffalo Grove Fire Department. This letter serves as confirmation that ZOLL® Medical Corporation at 269 Mill Road in Chelmsford, Massachusetts, is the sole manufacturer and source of X Series® Defibrillators for the EMS Market. ZOLL® or Kyle Sears, EMS Territory Manager, will not sell an X Seriesg Defibrillator to Buffalo Grove Fire Department through any vendor or dealer. The ZOLL® monitor line is the only source for the patented Rectilinear Biphasic Waveform. This waveform is proven clinically superior by the FDA for the synchronized cardioversion of Atrial Fibrillation and for High Impedance Ventricular Fibrillation. ZOLLe is also the only source of the RLB 40msec pulse duration pacing waveform. This pacing technology is patented technology as well and is not available from any other manufacturer. Additionally, ZOLL is the sole provider of the Inovise 12 lead algorithm for ALS monitors in the EMS environment. This 12 lead algorithm provides the highest level of accuracy and specificity for determining ST elevations in the EMS environment. Additionally, the exclusive capabilities of the Inovise 12 lead and ZOLL X series to simultaneously capture all EKG leads provides for higher levels of accuracy, reduces the need for acquiring multiple EKG's, therefore increasing the speed and quality of care for the patients. These technologies are exclusive to the Inovise 12 lead algorithm, which can only be found in the ZOLL X series for the EMS Market and not available from any other manufacturer. ZOLL® is also the sole source manufacturer of FDA approved Real CPR Help and See thru CPR technologies only available in the ZOLLn X Series® and other ZOLL-k, defibrillation equipment. The ZOLL© monitor line, including the ZOLL X series It is the only ALS Cardiac monitor with both Real CPR Help and See thru CPR technologies. See thru CPR is also the only technology of its kind on the market allowing the rescuer to filter through the CPR to see a verifiable rhythm without stopping CPR. These technologies must be capable of being used through defibrillation pads than must have an attached accelerometer to enable CPR feedback and artifact filtering functionality and are disposable with each event. These technologies and the ZOLL© X Seriesoi, cardiac resuscitation monitor are not available from any other manufacturer. Packet Pg. 127 11.E.c In addition, the X series monitor is the only EMS monitor with the following capabilities: - Device must be capable of acquiring a blood pressure measurement on inflation within 15 to 30 seconds - Device must be capable of synchronizing the oscillation to the R-wave of the ECG during Non-invasive blood pressure monitoring - Device must have impedance pneumography for monitoring respiratory rate via ECG Leads I or 11 - Device must have a minimum IP55 rating for water and solid foreign objects - Device shall not exceed 10.6 lbs. (4.82 kg) without battery and paper Should you have any questions or require additional information please contact me at: 708-466-8172 or ks. a s.(jocorn , Kyle Sears ZOLL Medical 708-466-8172 ksearsL`(r-zoll.com Packet Pg. 128