2023-01-03 - Village Board Regular Meeting - Agenda PacketFifty Raupp Blvd
Buffalo Grove, IL 60089-2100
Phone: 847-459-2500
A. Pledge of Allegiance
2. Approval of Minutes
A. Village Board - Regular Meeting - Dec 5, 2022 7:30 PM
3. Approval of Warrant
A. Approval of Warrant #1350 (Trustee Weidenfeld) (Staff Contact: Chris Black)
4. Village President's Report
A. Proclamation Honoring Rev. James S. Andrews (Trustee Johnson) (Staff Contact: Evan
Michel)
5. Village Manager's Report
A. Oath for Police Department's New Officer (Trustee Smith) (Staff Contact: Brian Budds)
6. Special Business
7. Reports from Trustees
8. Consent Agenda
All items listed on the Consent Agenda, which are available in this room this evening, are
considered to be routine by the Village Board and will be enacted by one motion. There will be
no separate discussion of these items unless a Board member or citizen so requests, in which
event, the item will be removed from the General Order of Business and considered after all other
items of business on the Regular Agenda under New Business. (Attached).
A. 0-2023-1 Ordinance Authorizing Execution of the Plat of Easement for Public Sidewalk
Purposes for the NCH Buffalo Grove Outpatient Care Center Development (Trustee
Pike) (Staff Contact: Darren Monico)
SUMMARY: Staff recommends approval of the plat of easement for the purpose of the
public sidewalk at Northwest Community Healthcare property located at 15 and 45 S.
McHenry Road.
B. 0-2023-2 Ordinance Amending Chapter BG-11, Rules of the Road, Title 10 of the
Village of Buffalo Grove Municipal Code: Beechwood Road No Parking Zone (Trustee
Pike) (Staff Contact: Darren Monico)
SUMMARY: Adding a no parking area on the north side of Beechwood Road between
Arlington Heights Road and Beechwood Court West between the hours of 3:00 p.m. and
4:00 p.m. on school days. This restriction was proposed by the school with the
concurrence of the Police and Engineering Departments to improve traffic flow during
school pick up hours.
C. 0-2023-3 Ordinance Granting Variations to Exceed Maximum Front Yard Impervious
Surface Coverage and Exceed Maximum Width of a Driveway at the Sidewalk at 89
Fabish Drive (Trustee Pike) (Staff Contact: Nicole Woods)
SUMMARY: The Planning & Zoning Commission unanimously recommended approval of
the variations to exceed the maximum front yard impervious surface coverage and
exceed maximum width of a driveway at the sidewalk at 89 Fabish Drive. Staff concurs
with this recommendation.
D. R-2023-1 Resolution Revising the Procurement Policy (Trustee Weidenfeld) (Staff
Contact: Tom Wisniewski)
SUMMARY: Staff recommends approval of a resolution adopting the revisions to the
Procurement Policy to align with the recent adoption of Title Two as further detailed in the
attached memo.
9. Ordinances and Resolutions
A. 0-2023-4 Ordinance Authorizing the Purchase of Mobile Vehicle Lifts from Safetylane
Equipment Corporation (Trustee Smith) (Staff Contact: Kyle Johnson)
10. Unfinished Business
11. New Business
A. Pre -Application Discussion- New Public Works Building at 1650 Leider Lane (Trustee
Pike) (Staff Contact: Nicole Woods)
12. Public Comment
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 5 minutes and should be limited to concerns or comments regarding
issues that are relevant to Village Board business. All members of the public addressing the
Village Board shall maintain proper decorum and refrain from making disrespectful remarks or
comments relating to individuals. Speakers shall use every attempt to not be repetitive of points
that have been made by others. The Village Board may refer any matter of public comment to
the Village Manager, Village staff or an appropriate agency for review.
13. Executive Session
A. Executive Session - Section 2(C)(6) of the Illinois Open Meetings Act: (6) the Setting of a
Price for Sale or Lease of Property Owned by the Public Body. (President Sussman)
(Staff Contact: Dane Bragg)
14. Adjournment
The Village Board will make every effort to accommodate all items on the agenda by 10:30 p.m.
The Board, does, however, reserve the right to defer consideration of matters to another meeting
should the discussion run past 10:30 p.m.
The Village of Buffalo Grove, in compliance with the Americans with Disabilities Act, requests that
persons with disabilities, who require certain accommodations to allow them to observe and/or
participate in this meeting or have questions about the accessibility of the meeting or facilities,
contact the ADA Coordinator at 459-2525 to allow the Village to make reasonable
accommodations for those persons.
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MINUTES OF THE REGULAR MEETING OF THE VILLAGE PRESIDENT & BOARD OF
TRUSTEES OF THE VILLAGE OF BUFFALO GROVE HELD IN THE JEFFREY S. BRAIMAN
COUNCIL CHAMBERS, 50 RAUPP BOULEVARD, BUFFALO GROVE, ILLINOIS,
MONDAY, DECEMBER 5, 2022
CALL TO ORDER
President Sussman called the meeting to order at 7:30 P.M. Those present stood and pledged allegiance to the
Flag.
President Sussman asked for a moment of silence in memory of the Kisliak family.
ROLL CALL
Roll call indicated the following present: President Sussman; Trustees Stein, Weidenfeld, Johnson, Smith, and;
Pike. Trustee Ottenheimer was absent.
Also present were: Dane Bragg, Village Manager; Patrick Brankin, Village Attorney; Chris Stilling, Deputy c
Village Manager; Mike Skibbe, Deputy Village Manager/Director of Public Works; Art Malinowski, Director of
Human Resources; Katie Golbach, Human Resources Management Analyst; Molly Gillespie, Communications p
Director; Chris Black, Director of Finance; Nicole Woods, Director of Community Development; Tom a
Wisniewski, Buyer; Darren Monico, Village Engineer; Kyle Johnson, Assistant Director of Public Works; Jim Q
Warnstedt, Assistant Director of Public Works; Brett Robinson, Administrative Services Director; Geoff
Tollefson, Director of Golf Operations; Fire Chief Baker; Deputy Fire Chief Kane; Police Chief Budds. as
APPROVAL OF MINUTES
Moved by Weidenfeld, seconded by Smith, to approve the minutes of the November 7, 2022, Regular Meeting.
Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
Moved by Stein, seconded by Johnson, to approve the minutes of the November 14, 2022, Special Meeting.
Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
WARRANT #1348
Mr. Black read Warrant #1348. Moved by Smith, seconded by Weidenfeld, to approve Warrant #1348 in the
amount of $6,168,508.65 authorizing payment of bills listed. Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
VILLAGE PRESIDENT'S REPORT
President Sussman noted the posting of the 2023 Village Board Meeting Schedule.
Packet Pg. 4
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VILLAGE MANAGER'S REPORT
The Firefighter/Paramedic Badge Presentation scheduled for tonight has been postponed.
There were no reports from Trustees tonight.
REPORTS FROM TRUSTEES
SPECIAL BUSINESS
Mr. Skibbe presented a final report on 2022 Buffalo Grove Days, details of which are contained in his memo his
memo to the Board of December 5, 2022. This memorandum reviews the 2022 BG Days Report, as well as the
Memorandum of Understanding with the Buffalo Grove Community Foundation, the Intergovernmental
Agreement with the Park District for BG Days Events, and the Memorandum of Understanding with the BG-L
Chamber of Commerce for BG Days Event. N
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Moved by Stein, seconded by Smith, to approve the Memorandum of Understanding with the Buffalo Grove r-
Community Foundation in accordance with materials contained in Board packets. 2
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Mr. Skibbe further reviewed the proposed MOU.
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Trustee Weidenfeld stated that, as Chair of the Community Foundation, he will sign the document, but will not a
vote on in order to avoid any appearance of impropriety. Q
Upon roll call, Trustees voted as follows: a
AYES:
4 —
Stein, Johnson, Smith, Pike
NAYS:
0 —
None
ABSTAIN:
1 —
Weidenfeld
ABSENT:
1—
Ottenheimer
Motion declared carried.
Moved by Stein, seconded by Weidenfeld, to approve the Intergovernmental Agreement with the Park District
for BG Days Events, in accordance with materials contained in Board packets.
Mr. Skibbe further reviewed the proposed Intergovernmental Agreement.
Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
Moved by Weidenfeld, seconded by Stein, to approve a Memorandum of Understanding with the BG-L Chamber
of Commerce for BG Days Event.
Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
ORDINANCE NO.2022-123 — TITLE 2
Moved by Weidenfeld, seconded by Stein, to pass Ordinance No. 2022-123, adopting changes to Title 2.
Packet Pg. 5
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Mr. Robinson reviewed the proposed ordinance, details of which are contained in the memo from Ms. Brown
and him to Mr. Bragg of November 30, 2022, after which he answered questions from the Board.
Staff was thanked for the tremendous amount of work and effort put into this project.
Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
PUBLIC HEARING —15989 & 16051 DEERFIELD PARKWAY
President Sussman opened the Public Hearing for the First Amendment to the Annexation Agreement for the
property at 15989 & 16051 Deerfield Parkway at 7:51 P.M. Notice of this Public Hearing was published in the;
Daily Herald. C
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Roll call indicated the following present: President Sussman; Trustees Stein, Weidenfeld, Johnson, Smith, and c
Pike. Trustee Ottenheimer was absent.
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Mr. Stilling reviewed the proposed Amendment, details of which are contained in his memo to the Board of a
December 1, 2022, after which he answered questions from the Board. Q
President Sussman asked if there were any questions from the audience. There were none. as
At 7:54 P.M. President Sussman continued the Public Hearing until later in the agenda.
PUBLIC HEARING — RIVERWALK NORTH — 325 N. RIVERWALK
President Sussman opened the Public Hearing for the Amendment to the Annexation Agreement for the
Riverwalk North Property at 325 N. Riverwalk at 7:54 P.M. Notice of this Public Hearing was published in the
Daily Herald.
Roll call indicated the following present: President Sussman; Trustees Stein, Weidenfeld, Johnson, Smith, and
Pike. Trustee Ottenheimer was absent.
Ms. Woods reviewed the proposed Amendment, details of which are contained in the memo to the Board of
December 5, 2022, from her, Kelly Purvis, and Andrew Binder.
Michael Rolls, Hamilton Partners, was sworn in to give testimony, after which he presented a brief overview of
the project and answered questions from the Board.
President Sussman asked if there were any questions from the audience. There were none.
At 8:00 P.M. President Sussman continued the Public Hearing until later in the agenda.
PUBLIC HEARING — FY 2023 BUDGET
President Sussman re -opened the Public Hearing for the proposed Fiscal Year 2023 Budget at 8:00 P.M. This
Public Hearing is continued from November 14, 2022. Notice of this Public Hearing was published in the Daily
Herald.
President Sussman asked if there were any questions regarding the proposed 2023 Budget. There were none.
At 8:01 P.M. President Sussman continued the Public Hearing until later in the agenda.
Packet Pg. 6
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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; there were no such requests. The Village Clerk read a brief
synopsis of each of the items on the Consent Agenda.
Ordinance No. 2022-124 - Compensation for Elected Officials
Motion to pass Ordinance No. 2022-124 setting compensation for Elected Officials. The salaries in the proposed
ordinance remain unchanged and are still set at the amounts passed by ordinance in 1996.
Ordinance No. 2022-125 - Edward Hines Lumber Co.
Motion to pass Ordinance No. 2022-125, amending the existing incentive agreement with Edward Hines Lumber
Co. at 1000 Corporate Grove. The Village entered into a sales tax sharing agreement with Edward Hines
Lumber Co. at 1000 Corporate Grove Drive. Hines is requesting a name change to their new entity US LBM
Operating Co. 3009, LLC d/b/a Hines Lumber Co. No other changes are being proposed.
Ordinance No. 2022-126 - Antenna Tower at 185 Milwaukee
Motion to pass Ordinance No. 2022-126, approving an Amendment to Planned Unit Development Amendment
for the Extension of a Communication Antenna Tower at 185 Milwaukee Avenue. Crown Castle USA Inc. is
requesting to extend the existing communication antenna tower by 10' located at 185 Milwaukee Avenue. The
extension requires an amendment to the Planned Unit Development.
Ordinance No. 2022-127 - Link Crossing Phase IA &1B
Motion to pass Ordinance No. 2022-127, approving the Certificate of Initial Acceptance for the Phase lA & 113
of the Link Crossing development located at Olive Hill Drive and Brandywyn Lane. Staff recommends approval
to begin the one-year maintenance period on December 5, 2022.
Ordinance No. 2022-128 - Updating Fees and Fines
Motion to pass Ordinance No. 2022-128, updating the Village of Buffalo Grove's Fee and Fine schedule to
reflect the changes discussed at the August 1, 2022, Committee of the Whole meeting.
Ordinance No. 2022-129 - 1650 Leider Lane
Motion to pass Ordinance No. 2022-129, authorizing the Village Manager to execute a First Amendment to the
Declarations for Aptakisic Creek Corporate Park concerning the Village owned property located at 1650 Leider
Lane. The amendment is required to accommodate the Village of Buffalo Grove as a governmental body within
the association.
Ordinance No. 2022-130 - Bridge Repairs at Arboretum Golf Course
Motion to pass Ordinance No. 2022-130, authorization to waive bids and authorize the Village Manager to
perform all actions necessary to expend funds with Reliable Property Services, LLC for bridge repairs at both the
Arboretum Golf Course and Buffalo Grove Golf Course in an amount not to exceed $33,388.80, pending final
review and approval by the Village Attorney.
Resolution No. 2022-20 - Agreement for Municipal Legal Services
Motion to pass Resolution No. 2022-20, authorizing the Village Manager to renegotiate and execute
amendments to the agreement with Schain Banks Kenny Schwartz, LTD for legal services for a term beginning
January 1, 2023.
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Packet Pg. 7
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2022 Special Flat Schedule
Motion to accept two applications for special flags to be flown on the flagpole at the Ernie Karge Rotaiy Village
Green. Both submissions are in compliance with the Village of Buffalo Grove Flag Policy.
2022 Stream Bank Stabilization Improvements Bid Reiection
Motion to reject the 2022 Stream Bank Stabilization Improvements bids received on April 7, 2022.
Buffalo Grove Electric Agurmation Program Renewal
Motion to approve the Village's current Electric Aggregation program contract, which is due for renewal in
March 2023, continuing the program for the next twelve months.
Waive Bids and Seek Competitive Proposals Proiects for FY 2023
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Motion to authorize waiver of bids for a limited number of fiscal year 2023 projects and seek competitive proposals
or negotiate for services. c
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Competitive Bids for Various Proiects FY 2023 0
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Motion to authorize staff to bid for the various Fiscal Year 2023 projects as further detailed in the memo Q
contained in Board packets.
Moved by Weidenfeld, seconded by Johnson, to approve the Consent Agenda as presented. Upon roll call,
Trustees voted as follows on the Consent Agenda:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
ORDINANCE NO. 2022-131— RIVERWALK NORTH
Moved by Pike, seconded by Weidenfeld, to pass Ordinance No. 2022-131, approving an Amendment to the
Annexation Agreement for the Riverwalk North Property at 325 N. Riverwalk Drive, subject to final review and
approval by the Village Attorney.
Ms. Woods reviewed the proposed ordinance, details of which are contained in the memo to the Board of
December 5, 2022, from her, Kelly Purvis, and Andrew Binder.
Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
Moved by Weidenfeld, seconded by Johnson, to close the Public Hearing. Upon roll call, Trustees voted as
follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
The Public Hearing was closed at 8:12 P.M.
Packet Pg. 8
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ORDINANCE NO.2022-132 - PARKING FACILITY - 325 N. RIVERWALK DRIVE
Moved by Johnson, seconded by Smith, to pass Ordinance No. 2022-132, approving an Amendment to Planned
Unit Development and approval of an Off -Street Parking Facility Use at 325 N. Riverwalk Drive in accordance
with materials contained in Board packets.
Ms. Woods reviewed the proposed ordinance, details of which are contained in the memo to the Board of
December 5, 2022, from her, Kelly Purvis, and Andrew Binder.
Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
ORDINANCE NO.2022-133 —15989 & 16051 DEERFIELD PARKWAY
Moved by Johnson, seconded by Pike, to pass Ordinance No. 2022-133 approving a First Amendment to the
Annexation Agreement for the property at 15989 & 16051 Deerfield Parkway
Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
Moved by Johnson, seconded by Pike, to close the Public Hearing. Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
President Sussman closed the Public Hearing at 8:14 P.M.
ORDINANCE NO.2022-134 — PPE, SCBA EQUIPMENT
Moved by Pike, seconded by Weidenfeld, to pass Ordinance No. 2022-134, authorizing the purchase of Turn Out
Gear and Personal Protective Equipment and accessories from Air One, Inc. through the Houston Galveston
Area Compact purchasing cooperative in accordance with the Illinois Joint Purchasing Ace in an amount not to
exceed $150,000.00 annually.
Mr. Robinson reviewed the proposed ordinance, details of which are contained in his memo to Mr. Bragg of
December 5, 2022.
Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
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Packet Pg. 9
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ORDINANCE NO.2022-13.5 — EMERGENCY VEHICLE LIGHTING
Moved by Pike, seconded by Smith, to pass Ordinance No. 2022-135, authorization to execute an Agreement
with Ultra Strobe Communications, Inc. for Emergency Vehicle Lighting Services in the amount of $243,240.00
with an 8% ($19,460.00) contingency controlled by the Village Manager for a total amount not to exceed amount
of $262,710.00, pending final review and approval by the Village Attorney.
Mr. Wisniewski reviewed the proposed ordinance, details of which are contained in his memo to the Mr. Bragg
of December 1, 2022.
Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried. m
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ORDINANCE NO. 2022-136 — LEVY OF TAXES
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Moved by Weidenfeld, seconded by Johnson, to pass Ordinance No. 2022-136 for the Levy and Collection of
Taxes for the Fiscal Year commencing on the 1" day of January 2023 and ending on the 31" day of December c
2023. a
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Mr. Black reviewed the proposed ordinance, details of which are contained in his memo to Mr. Bragg of
December 5, 2022.
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Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
ORDINANCE NO. 2022-137 — ABATING TAXES
Moved by Weidenfeld, seconded by Stein, to pass Ordinance No. 2022-137 abating taxes levied for Village of
Buffalo Grove, Cook and Lake Counties, Illinois, with the net levy at the same level as the prior year for an
increase of 0.0%.
Mr. Black reviewed the proposed ordinance, details of which are contained in his memo to Mr. Bragg of
December 5, 2022.
Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
RESOLUTION NO. 2022-21— LOSS IN COLLECTION — COOK COUNTY
Moved by Weidenfeld, seconded by Smith, to pass Resolution No. 2022-21 requesting the County of Cook not
to collect the Loss in Collection on Taxable Property in the Village of Buffalo Grove.
Mr. Black reviewed the proposed resolution, details of which are contained in the Village Board Meeting
Agenda Overview that he prepared.
Upon roll call, Trustees voted as follows:
Packet Pg. 10
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AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1— Ottenheimer
Motion declared carried.
RESOLUTION NO.2022-22 — LOSS IN COLLECTION — LAKE COUNTY
Moved by Weidenfeld, seconded by Smith, to pass Resolution No. 2022-22 requesting the County of Lake not to
collect the Loss in Collection on Taxable Property in the Village of Buffalo Grove.
Mr. Black reviewed the proposed resolution, details of which are contained in the Village Board Meeting
Agenda Overview that he prepared.
Upon roll call, Trustees voted as follows:
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AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer c
Motion declared carried.
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ORDINANCE NO. 2022-138 — FY 2023 BUDGET a
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Moved by Weidenfeld, seconded by Stein, to pass Ordinance No. 2022-138 adopting the Fiscal Year 2023
(January 1—December 31, 2023) Budget for the Village of Buffalo Grove. a
Mr. Black reviewed the proposed resolution, details of which are contained in the Village Board Meeting
Agenda Overview that he prepared.
President Sussman thanked everyone involved in the preparation of the proposed budget.
Trustee Johnson reviewed the highlights of the budget, stressing another year with no property tax increase.
Upon roll call, Trustees voted as follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
Moved by Stein, seconded by Weidenfeld, to close the Public Hearing. Upon roll call, Trustees voted as
follows:
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
The Public Hearing was closed at 8:33 P.M.
RESOLUTION NO.2022-23 — 2023 PAY RANGES
Moved by Weidenfeld, seconded by Johnson, to pass Resolution No. 2022-23 approval of the 2023 Pay Ranges.
Mr. Malinowski reviewed the proposed resolution, details of which are contained in the Village Board Meeting
Agenda Overview that he prepared.
Upon roll call, Trustees voted as follows:
Packet Pg. 11
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AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
ORDINANCE NO.2022-139 — VILLAGE MANAGER
Moved Weidenfeld, seconded by Johnson, to pass Ordinance No. 2022-139 providing for an Amended and
Restated Employment Agreement and Salary for the Village Manager.
Trustee Johnson reviewed the proposed ordinance and noted how pleased she is that we will retain our Village
Manager for another four years and she highlighted some of the accomplishments of our Village Manager and
what an asset he has been for the Village of Buffalo Grove.
Trustee Weidenfeld thanked Trustees Johnson and Pike for their efforts in getting this contract finalized, and he;
thanked Mr. Bragg for all of his accomplishments to enhance the Village of Buffalo Grove.
President Sussman also thanked Mr. Bragg for his efforts on behalf of the Village of Buffalo Grove. c
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Mr. Bragg thanked everyone for their kind words and their confidence, noting that he would not be able to c
accomplish all that he has without the outstanding Village of Buffalo Grove staff members. a
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Upon roll call, Trustees voted as follows: _
AYES: 5 — Stein, Weidenfeld, Johnson, Smith, Pike
NAYS: 0 — None
ABSENT: 1 — Ottenheimer
Motion declared carried.
REGULAR MEETING CANCELLATION
President Sussman noted that the December 19, 2022, Regular Board Meeting is cancelled, and wished everyone
a wonderful holiday.
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.
President Sussman thanked the Leider family for providing the beautiful poinsettias that are in the Council
Chambers tonight.
ADJOURNMENT
Moved by Weidenfeld, seconded by Johnson, to adjourn the meeting. Upon voice vote, the motion was
unanimously declared carried. The Regular Meeting was adjourned at 8:41 P.M.
Janet M. Sirabian, Village Clerk
APPROVED BY ME THIS 3d DAY OF January 2023
Village President
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Action Item : Approval of Warrant #1350
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action pp
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Staff recommends approval.
TOTAL WARRANT #1350- $8,117,903.34.
ATTACHMENTS:
• Warrant 1350 Summary (PDF)
Trustee Liaison
Weidenfeld
Tuesday, January 3, 2023
Staff Contact
Chris Black, Finance
Updated: 12/28/2022 4:14 PM
Page 1
Packet Pg. 13
VILLAGE OF BUFFALO GROVE WARRANT #1350
3-Jan-23
General Fund:
318,028.89
Parking Lot Fund",
243.72
Motor Fuel Tax Fund:
0.00
Debt Service Fund:
3,121,380.96
School & Park Donations"
0.00
Lake Cook Rd TIF Fund
Capital Projects -Facilities:
63,960.84
Capital Projects-Vehicles/Equipment:
150,138.52
Capital Projects -Streets:
299,160.82
Retiree Health Savings (RHS),
Water Fun&
1,636,834.81
Buffalo Grove Golf Fun&
11,872.04
Arboretum Golf Fund,"
11,357.88
Refuse Service Fund:
156,364.11
Information Technology Internal Service Fund:
155,577.53
Central Garage Internal Service Fund'.
81,320.89
Building Maintenance Internal Service Fund:
55,912.03
6,062,153.04
PAYROLL PERIOD ENDING 12/04/22
1,051,024.51
PAYROLL PERIOD ENDING 12/18/22
1,004,725.79
2,055,750.30
TOTAL WARRANT #1350
8,117,903.34
APPROVED FOR PAYMENT BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF BUFFALO GROVE, ILLINOIS
Village Clerk Village President
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Information Item : Proclamation Honoring Rev. James S. Andrews
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action pp
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Staff recommends proclamation.
The Village of Buffalo Grove will recognize and honor Rev. James S. Andrews for his faithful service to
the Village and its citizens.
ATTACHMENTS:
• Rev. James S. Andrews Proclamation 2023 (DOC)
Trustee Liaison Staff Contact
Johnson Evan C Michel, Office of the Village Manager
Tuesday, January 3, 2023
Updated: 12/27/2022 4:13 PM Page 1
Packet Pg. 15
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Village of Buffalo Grove
PROCLAMATION HONORING REV. JAMES S. ANDREWS
WHEREAS, Rev. James S. Andrews is an ordained minister of the Evangelical Lutheran Church in America, currently
serving as the Pastor of Hope Lutheran Church in Long Grove, Illinois, since 2015, and
WHEREAS, since 2018, Pastor Andrews has served the Village of Buffalo Grove as the Chaplain for the Buffalo Grove
Police, and
WHEREAS, in our Village there are certain individuals who, by virtue of their commitment and dedication, command
the respect and admiration of our community for their exemplary contributions and service on behalf of others; and
WHEREAS, in his capacity as Chaplain, Pastor Andrews has devoted himself to serving Buffalo Grove's First
Responders, who themselves protect and provide for the care and welfare of the citizens of this community; and
WHEREAS, Pastor Andrews, a distinguished man of God, has steadfastly provided enlightenment, guidance and wisdom
to the many men and women entrusted to his care, and he has ministered abundantly and unstintingly to the spiritual and
corporeal needs of Buffalo Grove's First Responders; and
WHEREAS, Pastor Andrews, has faithfully served as a spiritual guide, providing support and counseling, a prayer, a
handshake, a shoulder to lean on or an ear to listen with, when Buffalo Grove's First Responders themselves have faced
tragedies in their lives, suffered the loss of a coworker, family member or a friend, or experienced a horrific event„ and
WHEREAS, Pastor Andrews, as Chaplain, has given Buffalo Grove's First Responders the reinforcement they have
needed to continue in their endeavors as peacekeepers and protectors of our community; and
WHEREAS, through his faithful service, Pastor Andrews has helped to maintain the Village's Emergency Services at
optimal levels, and helped our First Responders maintain a high level of professionalism; and
WHEREAS, Pastor Andrews has selflessly taken on a tough road and paved it smoothly for Buffalo Grove's First
Responders for many years, asking for nothing in return, and his service is both priceless and much appreciated, and it is
never taken for granted; and
WHEREAS, Pastor Andrews has announced that he will be retiring from the ministry, effective January 8, 2023, and
WHEREAS, the members of the Village of Buffalo Grove Police will remember Pastor Andrews' help for years to come
NOW, THERFORE, BE IT RESOLVED that I, Beverly Sussman, President of the Village of Buffalo Grove, recognize
and honor Rev. James S. Andrews for his faithful service to the Village and its citizens.
Passed this 3rd day of January, 2023
Beverly Sussman, Village President
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5.A
Information Item : Oath for Police Department's New Officer
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action pp
ll
Staff recommends presentation.
The Oath of Office will be delivered by Board of Fire and Police Commissioners to the Police
Department's new Police Officer Chad Larys.
Trustee Liaison
Smith
Tuesday, January 3, 2023
Staff Contact
Brian Budds, Police
Updated: 12/27/2022 3:33 PM
Page 1
Packet Pg. 17
8.A
Ordinance No. 0-2023-1 : Ordinance Authorizing Execution of the
Plat of Easement for Public Sidewalk Purposes for the NCH Buffalo
Grove Outpatient Care Center Development
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action pp
ll
Staff recommends approval.
SUMMARY: Staff recommends approval of the plat of easement for the purpose of the public sidewalk at
Northwest Community Healthcare property located at 15 and 45 S. McHenry Road.
ATTACHMENTS:
• NCH Sidewalk Easement Memo 22-1220 (DOCX)
• NCH sidewalk easement (PDF)
• Ordinance NCH sidewalk plat (DOCX)
Trustee Liaison
Pike
Tuesday, January 3, 2023
Staff Contact
Darren Monico, Public Works
Updated: 12/29/2022 10:10 AM
Page 1
Packet Pg. 18
8.A.a
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13UPFAL0 GROVE
DATE: December 20, 2022
TO: Dane Bragg, Village Manager
FROM: Darren Monico, Village Engineer
SUBJECT: NCH Sidewalk Plat of Easement Memo
Staff Recommendation
01
Staff recommends approval of the plat of easement for the purpose of the public sidewalk at this
location
Background
With the recent Northwest Community Healthcare development, there is a portion of the existing
public sidewalk that was located outside of the public Right -of -Way and within the subject property
near the proposed west building. Therefore, a sidewalk easement in favor of the Village for public
sidewalk purposes has been provided by the property owner as a requirement of this west building.
Packet Pg. 19
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ORDINANCE 2023-
8.A.c
AN ORDINANCE AUTHORIZING EXECUTION OF THE PLAT OF EASEMENT FOR PUBLIC SIDEWALK PURPOSES
FOR THE NCH BUFFALO GROVE OUTPATIENT CARE CENTER DEVELOPMENT
WHEREAS, the Village of Buffalo Grove is a home rule unit pursuant to the Illinois Constitution of
1970; and
WHEREAS, the Village seeks to execute a Plat of Sidewalk Easement for public sidewalk purposes;
and
NOW THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, as follows:
SECTION 1. The foregoing recitals are hereby adopted and incorporated and made a part of this Ordinance
as if fully set forth herein.
SECTION 2. The Village President is authorized to execute the Plat of Easement for the Northwest
Community Healthcare property located at 15 and 45 S. McHenry Road in the Village of Buffalo Grove.
SECTION 3. If any section, paragraph, clause, or provision of this Ordinance shall be held invalid, the
invalidity thereof shall not affect any other provision of this Ordinance.
SECTION 4. This Ordinance shall be in full force and effect from and after its passage and approval and
shall not be codified.
AYES:
NAYES:
ABSENT:
PASSED:
APPROVED:
ATTEST:
Janet Sirabian, Village Clerk
2023
2023
APPROVED:
Beverly Sussman, Village President
Packet Pg. 21
8.B
Ordinance No. 0-2023-2 : Ordinance Amending Chapter BG-11,
Rules of the Road, Title 10 of the Village of Buffalo Grove Municipal
Code: Beechwood Road No Parking Zone
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action pp
ll
Staff recommends approval.
SUMMARY: Adding a no parking area on the north side of Beechwood Road between Arlington Heights
Road and Beechwood Court West between the hours of 3:00 p.m. and 4:00 p.m. on school days. This
restriction was proposed by the school with the concurrence of the Police and Engineering Departments
to improve traffic flow during school pick up hours.
ATTACHMENTS:
• No parking extension Beechwood Road memo (DOCX)
• Ordinance no parking Beechwood Road addition (DOCX)
Trustee Liaison
Pike
Tuesday, January 3, 2023
Staff Contact
Darren Monico, Public Works
Updated: 12/27/2022 3:47 PM
Page 1
Packet Pg. 22
8.B.a
VILLAGE OF
BUFFALO
MEMORANDUM
DATE:
November 29, 2022
TO:
Dane Bragg, Village Manager
FROM:
Darren Monico, Village Engineer
SUBJECT:
No Parking Addition on Beechwood Road
Staff recommends adding a no parking hour during the school pickup time in addition to the existing
morning no parking time. The existing morning no parking time is currently enforced on several streets
around the Buffalo Grove High School to discourage high school parking during the day. During the
afternoon pickup for Longfellow School, the Principal has asked parents not to park on Beechwood Road
during parent pickup. However, parents continue to park on both sides of Beechwood Road and have
caused repeated traffic issues during this time. Therefore, staff recommends adding no parking on the
north side of Beechwood Road, from Arlington Heights Road to Beechwood Court West, during 3 pm to
4 pm on school days. Letters were sent to the residents in this area to inform them of this proposed
change and asked them to provide comments to staff or to attend the Board Meeting. If comments are
submitted, staff will present them at the Board Meeting.
Packet Pg. 23
8.B.b
ORDINANCE NO. 2023 -
AN ORDINANCE AMENDING CHAPTER BG-11, RULES OF THE ROAD, TITLE
10 OF THE VILLAGE OF BUFFALO GROVE MUNICIPAL CODE
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the
Illinois Constitution of 1970; and,
WHEREAS, in order to provide safe and efficient traffic flow along Beechwood
Road for vehicles, pedestrians and school children, a no parking regulation is
recommended; and,
WHEREAS, the recommendations of the Village Engineer have been presented to
the Corporate Authorities.
NOW, THEREFORE, BE IT ORDAINED BY THE VILLAGE PRESIDENT
AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK
AND LAKE COUNTIES, ILLINOIS, AS FOLLOWS:
Section 1: Section BG-11-1308 of the Village of Buffalo Grove Municipal Code
is hereby amended by adding Subsection 128 to read as follows:
BG11-1308 No Parking Streets and Areas.
128. On the north side of Beechwood Road between Arlington Heights Road
and Beechwood Court West, between the hours of 3:00 p.m. and 4:00 p.m. on
school days.
Section 2: Any person violating any portion of this Chapter shall be punished
according to the provisions of Chapter 1.08 of the Buffalo Grove Municipal Code.
Section 3: This Ordinance shall be in full force and effect from and after its
passage, approval, and publication as provided by law. This Ordinance may be
published in pamphlet form.
1
Packet Pg. 24
8.B.b
AYES:
NAPES:
ABSENT:
PASSED: , 2023
APPROVED: 2023
PUBLISHED: 12023
ATTEST:
Village Clerk
APPROVED:
Village President
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Packet Pg. 25
8.0
Ordinance No. 0-2023-3 : Ordinance Granting Variations to Exceed
Maximum Front Yard Impervious Surface Coverage and Exceed
Maximum Width of a Driveway at the Sidewalk at 89 Fabish Drive
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
Recommendation of Action pp
ll
Staff recommends approval.
SUMMARY: The Planning & Zoning Commission unanimously recommended approval of the variations to
exceed the maximum front yard impervious surface coverage and exceed maximum width of a driveway
at the sidewalk at 89 Fabish Drive. Staff concurs with this recommendation.
ATTACHMENTS:
• BOT Memo (DOCX)
• Ordinance (DOCX)
• Exhibit B Plan Set (PDF)
• Exhibit C Draft PZC Minutes (PDF)
Trustee Liaison
Pike
Tuesday, January 3, 2023
Staff Contact
Nicole Woods, Community Development
Updated: 12/29/2022 10:49 AM
Page 1
Packet Pg. 26
8.C.a
NALLIAGE, Of,"
FF 1 'ROVE
DATE: January 3, 2023
TO: Dane Bragg, Village Manager
FROM: Nicole Woods, Director Community Development
Andrew Binder, Associate Planner
SUBJECT: Ordinance approving Zoning Variations for front yard impervious surface coverage
and driveway width at 89 E Fabish Drive.
BACKGROUND
The Petitioner, Brian Dann who is the
homeowner, is requesting a variation from the
Zoning Ordinance to allow impervious surfaces to
exceed the forty percent (40%) front yard
coverage limitation and a driveway to exceed the
maximum width at the sidewalk at 89 E Fabish
Drive, as shown in Figure 1.
PLANNING & ZONING ANALYSIS
Front Yard Coverage Variation
• The Petitioner placed brick pavers on the
north side of the driveway extension to help
eliminate mud created from their car driving
over the grass area, as shown in Figure 2. The
maximum allowed impervious square footage is 922.8 square feet (40%). Based on the plat of
survey of the site, the total impervious front yard coverage is 952.3 square feet (41.3%). Therefore,
a variation is required.
• The property is unique in that the existing public sidewalk is located in an easement on the
Petitioner's property rather than in the Village's right-of-way. As a result, the total impervious
calculation for the driveway and walkways (public and private) includes the public sidewalk, which
accounts for 318 square feet (13.8%) of the total impervious coverage on the property.
Concrete Driveway:
459 square feet
Concrete Driveway Extension:
102 square feet
Brick Paver Driveway Extension:
41 square feet
Private Walkway:
32 square feet
Public Sidewalk:
318 square feet
Total Impervious Square Footage:
952 square feet
Max. Front Yard Impervious Surface: 923 square feet
Page 1 of 2
Packet Pg. 27
8.C.a
Driveway Width Variation
• Per the Village's Zoning
Ordinance, the maximum width
of a driveway at the sidewalk in
or adjacent to the public
parkway is 24 feet. With the
addition of the brick pavers, the
width of the driveway was
expanded to 26 feet. Therefore,
a variation is required.
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PUBLIC HEARING COMMENTS
The neighbor directly to the north of the subject property (91 Fabish Dr.) was present at the PZC
meeting. He indicated that the brick pavers were a significant improvement and that he supported the
variation requests.
PLANNING & ZONING COMMISSION (PZC) RECOMMENDATION
The PZC conducted a public hearing on December 7, 2022 and unanimously recommended approval
of the requested variations, subject to the condition that the existing driveway remains in accordance
with the documents and plans submitted as part of this petition.
RECOMMENDATION
Staff concurs with the recommendation of the PZC and recommends that the Village Board approve
an Ordinance granting the zoning variations, subject to the conditions in the attached Ordinance.
Page 2 of 2
Packet Pg. 28
8.C.b
ORDINANCE NO. 2023 -
AN ORDINANCE APPROVING VARIATIONS TO THE
VILLAGE ZONING ORDINANCE FOR THE PROPERTY AT 89 E FABISH DRIVE
VILLAGE OF BUFFALO GROVE,
COOK AND LAKE COUNTIES, ILLINOIS
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit by virtue of the Illinois Constitution of
1970; and,
WHEREAS, 89 E Fabish Drive is legally described in Exhibit A hereto (the "Property"), and,
WHEREAS, the petitioner, owner of the Property, recently improved his driveway after receiving
a driveway permit from the Village of Buffalo Grove; and, after an inspection was conducted, it was found
that the driveway was expanded beyond what was shown on the approved permit plans, resulting in the
need for variations from the front yard coverage and driveway width limitations; and,
WHEREAS, the petitioner has requested variations to keep the expanded driveway in its current
condition, in accordance with the documents and information submitted pursuant to Exhibit B; and,
WHEREAS, the Village Planning & Zoning Commission conducted a public hearing on December 7,
2022, concerning the petition for variations to the Village Zoning Ordinance, Section 17.36.030.F,
pertaining to Design and Maintenance, for the impervious surface to exceed the maximum forty percent
(40%) front yard coverage and for a driveway to exceed the maximum width permitted at the sidewalk;
and,
WHEREAS, the Planning & Zoning Commission determined that the testimony, as identified in the
minutes attached as Exhibit C and presented by the petitioner at the public hearing, demonstrated that
the requested variations are warranted based on unique circumstances, and found that the petition meets
the standards for a variation; and,
WHEREAS, the Plan Commission voted 6 to 0 to recommend approval of the requested variations A
N
from the Village Zoning Ordinance to allow impervious surfaces to exceed the forty percent front yard c
N
coverage limitation and for a driveway to exceed the maximum width permitted at the sidewalk. p
m
WHEREAS, the driveway shall remain in conformance with and pursuant to the following exhibits: c
M
c
EXHIBIT B Plan Set
O
EXHIBIT C Draft Minutes from the December 7, 2022 Planning & Zoning Commission
s
NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF
BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS: Q
Section 1. This Ordinance is made pursuant to and in accordance with the Village's Zoning
Ordinance and the Village's Home Rule powers. The preceding whereas clauses
Packet Pg. 29
2
8.C.b
are hereby incorporated herein.
Section 2. The Corporate Authorities hereby grant variations to Section 17.36.030
of the Zoning Ordinance to allow the expanded driveway to remain on the
property subject to the following condition:
1. That the driveway will be maintained in a manner that substantially
conforms with the documents and plans submitted as part of this
petition.
Section 3. This Ordinance shall be in full force and effect upon its passage. This
Ordinance shall not be codified
AYES:
NAYS:
ABSENT:
PASSED: 2023
APPROVED: 2023
ATTEST:
Village Clerk
APPROVED:
Beverly Sussman, Village President
Packet Pg. 30
3
8.C.b
EXHIBIT A — Legal description
89 E Fabish Drive
Buffalo Grove, IL
LOT 3 IN BLOCK 28 IN HIGHLAND POINT UNIT NUMBER 9, BEING A SUBDIVISION OF PART OF THE
SOUTH HALF OF SECTION 28, TOWNSHIP 43 NORTH, RANGE 11 EAST OF THE THIRD PRINCIPAL
MERIDIAN, ACCORDING TO THE PLAT THEREOF RECORDED SEPTEMBER 12, 1985 AS DOCUMENT
2383758, IN LAKE COUNTY, ILLINOIS.
SUBJECT PROPERTY COMMON DESCRIPTION: 89 E Fabish Drive, Buffalo Grove, IL 60089
PIN: 15-28-408-010
Packet Pg. 31
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8.C.b
EXHIBIT B - Plan Set
89 E Fabish Drive
Buffalo Grove, IL
Packet Pg. 32
5
8.C.b
EXHIBIT C — Minutes from the December 7, 2022 Planning & Zoning Commission
89 E Fabish Drive
Buffalo Grove, IL
Packet Pg. 33
Application for Variation
Deborah and Brian Dann
89 E Fabish Dr,
Buffalo Grove IL 60089
003
Me and my wife Debbie have lived in Buffido Grove since 2011 at 89 E Fabish Dr. We have two
children, Dylan who is 18, recently graduated from Stevenson with honors, and is attending University of
Wisconsin — Madison, and Addison who is 15, currently a sophomore at Stevenson and hopes to one day
study Special Education.
Debbie grew up in West Rogers Park, Chicago, attended National Lewis University and has a degree in
Education, I grew up in Deerfield, attended Kent State University, graduated from Columbia College and
I am an I.T. Manager for Harper College in Palatine.
Reason asking for Variance:
In July of 2020 we applied for and was granted a permit to have a small addition added to our driveway in
order to make space for a third car where our son could park. This is commonly done in our
neighborhood. We were hoping to make it just large enough so that the car would not have to drive over
grass to get onto the addition, but due to Buffalo Grove's coverage rule that the total amount of
paved/impervious surfaces in the front yard may not exceed 40%, we were required to shrink the
driveway addition to be so small, the car could barely fit on the spot. (Exhibit A) Also, because we were
required to shrink the size of the addition, every day the car had to drive over grass to be able to pull onto
the new addition.
The result of this was over time the grass turned into a mud pit. The pit eventually started to sink in the
spots that were constantly driven over, and every day mud was being tracked over the Public Sidewalk,
the apron of the driveway, and into the Public Street, as well as our son's shoes when he would get out of
his car. (Exhibit B) This became an untenable situation. This was not only an eyesore but a hazard to
children and adults walking down the muddy sidewalk, as well as bicycles that rode over it. Eventually it
got so bad that we told our son to stop parking on the spot because it was making everything so dirty.
Finding a solution:
In order to eliminate this problem, eliminate the mud, make everything look better, and make the
driveway addition usable again, we decided to add bricks to the area that was became a mud pit. (Exhibit
Q This was a solution that we had seen on many driveways in our area, including our next -door
neighbor's. Ignorance is never an excuse, but we honestly did not realize that adding paver bricks would
be included in the 40% and never even thought to look for documentation on this subject. We simply
wanted to make an ugly mud pit go away, beautify our neighborhood, and make the driveway addition
usable again. The money we spent on a driveway addition was simply going to waste. The spot where we
wanted to add the bricks was so small that a contractor would not even touch it. I ended up doing it
myself with the help of a good friend.
The Result:
I Packet Pg. 34 1
8.C,c
The result is that we made a muddy eyesore pleasant to look at again, eliminated the mud being tracked
everywhere, including the public sidewalk and street, and made the investment in our driveway addition
usable again.
In addition, when speaking with Adam Garcia, the Building Services Manager for Buffalo Grove, after he
visited our home, he pointed out to us that the "Setback" area in the front of our yard, and most, if not all
of the other front yards in our area, was made smaller by the builder compared to other sub -divisions in
Buffalo Grove. This means that very little land is needed to be covered by cement or pavers before it
reaches 40%. This makes it very difficult to add a useable driveway addition and still stay within Buffalo
Groves 40% rule. With many families in our area having children who drive, with third or even fourth
cars, it is reasonable that many houses need to make space for additional automobiles. This is evident by
how many houses, 8 on or near our street alone (Exhibit E), have added both driveway additions, and
paver bricks, similar to what we have done (Exhibit F).
Also, the Setback shown on our plat of survey does not take into account the entire front yard that has
clear line of site from the street. If the entire front yard was considered, even with the added bricks, we
would not be anywhere close to covering 40%. (Exhibit D)
Conclusion:
Because we were restricted to such a small driveway addition, and,
Because that small driveway addition resulted in having to drive over the grass to park on it, and,
Because the repeated driving caused a mud pit that tracked mud onto the public sidewalk, street and our
driveway, and,
Because that mud was both an eyesore and hazard to passersby, and,
Because adding the paver bricks eliminated the mud pit, the mud being tracked and beautified the
neighborhood, and,
Because the "setback" area on our property as well as the other properties in our sub -division are smaller
than comparable ones in Buffalo Grove, and,
Because this smaller "Setback" does not allow for adequate room to be able to add a practical size extra
driveway addition to my property, and,
Because our entire front yard that has line of site from the street is not being considered in the 40%
guideline,
We are requesting that our application for a Variance be granted, and we will be allowed to keep the small
addition of paver bricks, which allows us to effectively use the driveway addition added in 2020, and
eliminates the problem of mud being tracked onto both public and private areas around our home.
Thank you for your consideration on this matter and we look forward to answering any question you may
have.
Deborah and Brian Dann
Packet Pg. 35
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Exhibit E
8 Other homes on our street with driveway additions and paver bricks.
Next door Neighbor (smaller front yard)
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PLAT OF SURVEY
of
LOT 3 IN BLOCK 28 IN HIGHLAND' POINT UNIT NUMBER 0, BEING A SUFOUVISION OF PART OF THE
SOUTH HALF OF SECTION 28, TOWNSHIP 43 NORTH, RANGE 11 EAST OF THE THIRD PRINCIPAL
MERIDIAN, ACCORDING TO THE PLAT nwREOF RECORDED SEMEMBFIt $2, 1085 AS DOCUMENT 23B3758,
IN LAKE COUNTY, ILLINOIS.
ADDRESS: B9 E. FABISH DRIVE, BUFFALO GROVE, ILLINOIS.
P.I.N. 16-28-408-010
STY LINE ()F' BUSCH ROAD
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FOOND IRON PIPE,1
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2) THIS SURVEY SHOWS THE 14UILDXNC LINES AND EASEMENTS AS
INDICATED BY THE RECORDED PLAT, THIS PLAT DOES NOT SHOW
ANY RESTRICTIONS ESTABLISHED BY LOCH, ORDINANCES UNLESS
SUPPLIED BY THE CLIENT.
3) BASIS OF HEARIN(; FOR THIS SURVEY IS HIGHLAND POINT UNIT
NUMBER 9 SUBDIVISION, RECORDED SEPTEMBER 12, 1985 AS
DOCUMENT 2383758.
4) MONUMENTS, MERE NOT SET PER CLIENTS REQUEST,
5) LOCATION Of SOUP FEATURES MAY OR, EXAGGERATED FOR
CLARITY. NO INTERPOLATIONS MAY HE MADE FROM THE
INFORMATION SHOWN HEREON.
6) ONLY COPIES WITH AN ORIGINAL SIGNATURE AND SEAL ARE
OFFICIAL LEGAL DOCUMENTS, ALL SURVEYS ARE COPYRIGHTED
MATERIALS WITH ALL. RIGHTS RESERVED.
O.Preferred
SURVEY, INC
7845:. 79TH STREET R JDGEVIEW. IL, 00455
' p Ph.. 706-456-7845 708-458-7865
I —d Area Surveyed 1 8,012.7 Sq, Ft.] CAD; SH I
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TOTAL AREA BETWEEN 25 FOOT BUILDING LINE AND
PROPERTY LINE = 2,307.0 Sq. FL
TOTAL IMPERVIOUS SURFACE AREA BETWEEN 25 FOOT
BUILDING LINE AND PROPERTY LINE = 952.3 511. Ft.
PERCENTAGE OF IMPERVIOUS SURFACES DKII(EEN 25
FOOT BUILDING LINE AND PROPERTY LINE IS 41.3%
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8.C.d
12/7/2022
MINUTES OF THE REGULAR MEETING OF THE PLANNING AND ZONING COMMISSION OF THE
VILLAGE OF BUFFALO GROVE HELD IN THE COUNCIL CHAMBERS, 50 RAUPP BOULEVARD,
BUFFALO GROVE, ILLINOIS ON WEDNESDAY, DECEMBER 7, 2022
Call to Order
The meeting was called to order at 7:30 PM by Chairman Frank Cesario
Public Hearings/Items For Consideration
Consideration of Variation to the Village Zoning Ordinance, Section 17.36.030.F,
Pertaining to Design and Maintenance, for Impervious Surfaces to Exceed the Forty
Percent Front Yard Coverage Limitation and for a Driveway to Exceed the Maximum
Width Permitted at the Sidewalk for the Property Located at 89 E Fabish Drive. (Trustee
Johnson) (Staff Contact: Andrew Binder)
Binder provided background on the subject property and the two variations being
requested by the petitioners.
Com. Richards referenced the orange portion of the driveway on packet page 4.
Binder reviewed the measurements of the driveway extension.
Com. Davis asked about the neighboring property also needed a variation.
Binder said he was unsure if they needed a variation.
Mr. Dann thanked the commissioners. He noted that he did not know he needed a o
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permit for brick pavers and thought they were more landscape rather than a driveway O
extension.
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their property and not within the right-of-way. N
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12/7/2022
8.C.d
Chairperson reference the driveway adjacent to the subject property. He noted it fits in
with the neighborhood. If the sidewalk was not there it would not be an issue.
Closed the public hearing at 7:43 PM.
The Village staff report was entered as exhibit one.
91 E Fabish Drive, Buffalo Grove, provided testimony on behalf of the neighbors. Noting
the Danns had talked with them before they did the first extension and even helped with
the brick pavers.
Com. Khan made a motion to recommend for approval variations to Section 17.36. of the
Buffalo Grove Zoning Ordinance to allow existing impervious surfaces on the property to
exceed the forty percent front yard coverage limitation and for the driveway to exceed
the maximum width permitted at the sidewalk at 89 E Fabish Drive, provided the existing
driveway remains in accordance with the documents and plans submitted as part of this
petition.
Com. Richards seconded the motion.
Com Richards spoke in favor of the motion.
Com Worlikar spoke in favor of the motion.
Com. Davis spoke in favor of the motion.
Chairperson Cesario spoke in favor of the motion.
RESULT: RECOMMENDATION TO APPROVE [UNANIMOUS]
Next: 1/3/2023 7:30 PM
AYES: Spunt, Cesario, Khan, Richards, Worlikar, Davis
ABSENT: Adam Moodhe, Mitchell Weinstein, Amy Au
Regular Meeting
Other Matters for Discussion
Approval of Minutes
Planning and Zoning Commission - Regular Meeting - Nov 16, 2022 7:30 PM
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12/7/2022
8.C.d
RESULT: ACCEPTED [5 TO 0]
AYES: Spunt, Cesario, Khan, Richards, Davis
ABSTAIN: Neil Worlikar
ABSENT: Adam Moodhe, Mitchell Weinstein, Amy Au
Chairman's Report
Chairperson Cesario thanked the commissioners for their dedication to the Planning and Zoning
Commission.
Committee and Liaison Reports
Purvis read Com. Weinstine's board meeting recap email.
Staff Report/Future Agenda Schedule
Purvis provided updates on the future agenda schedule.
Public Comments and Questions
Adjournment
The meeting was adjourned at 7:57 PM
Action Items
Kelly Purvis
APPROVED BY ME THIS 7th DAY OF December , 2022
Packet Pg. 49
8.D
Resolution No. R-2023-1 : Resolution Revising the Procurement
Policy
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action pp
ll
Staff recommends approval.
SUMMARY: Staff recommends approval of a resolution adopting the revisions to the Procurement Policy
to align with the recent adoption of Title Two as further detailed in the attached memo.
ATTACHMENTS:
• Procurement Policy Memo 2023 (DOCX)
• Procurement_Policy_2023 draft (DOCX)
• Procurement Policy Memo 2023 Resolution (DOC)
Trustee Liaison
Weidenfeld
Tuesday, January 3, 2023
Staff Contact
Tom C. Wisniewski, Village Board
Updated: 12/27/2022 3:39 PM
Page 1
Packet Pg. 50
8.D.a
VILLAGE
MEMORANDUM
DATE: December 28, 2022
TO: Dane Bragg, Village Manager
FROM: Tom Wisniewski, Buyer
SUBJECT: Procurement Policy Updates
Recommendation
Staff recommends approval of a resolution adopting the revisions to the Procurement Policy to align with
the recent adoption of Title Two of the Buffalo Grove Municipal Code.
Background
From time to time the Purchasing Policy is reviewed and updated by staff to reflect current operations and
best practices. A summary of the changes to the Procurement Policy is as follows.
Procurement limits below have been adjusted (shown in red) to align with the recent adoption of Title
Two. All associated language throughout the document has been revised to align with the Procurement
Guidelines and Summary. A new category was added to reflect the Village Mangers Authority as laid out
in Chapter 2.08 of the Municipal Code for purchases of $25,000.01 to $50,000.The ultimate purchase
authority remains with the Village Board.
Amount of Purchase
Procurement Method
Notification
Approval*
Purchases of $500.00 or less
Credit Card
Supervisor or
Supervisor or
Designee
Designee
$500.01 to $1250.00 Purchases
Credit Card
Department
Department
Invoice submitted
Supervisor or
Supervisor or
Designee
Designee
$1250.01 to $2,999.99 Purchases
Quotes (verbal, fax, email, written)
Department
Deputy
3 Quotes Recommended
Supervisor or
Department
Purchase Order Procedure
Designee
Director or Chief
Procurement
Officer
$3,000.00 to $5,000 Purchases
Quotes (written, faxed or email)
Deputy
Department
3 Quotes Required
Department
Director or Chief
Packet Pg. 51
8.D.a
Purchase Order Procedure
Director or
Procurement
Designee
Officer
$5,000.01 to $25,000.00 Purchases
Contact the Chief Procurement
Department
Village Manager,
Officer or Buyer
Director or
Chief
Informal Procurement Process
Chief
Procurement
Purchase Order Procedures
Procurement
Officer
Officer or Buyer
$25,000.01 to $50,000.00
Contact the Chief Procurement
Chief
Village Manager
Officer or Buyer
Procurement
Procurement Process
Officer or Buyer
Informal/Formal
Purchase Exceeds $50,OOO.00
Contact the Chief Procurement
Village
Village Board
Officer or Buyer
Manager or
Formal Procurement Process
Designee
Award by Village Board
Village Managers Authority�n
The method of procurements for expenditures between $25,000.01 and $50,000.00 shall be determined on
a case -by -case basis by the CPO or Village Manager. All request for procurements that fall within this range
require a request in writing to the CPO and Village Manager. The request shall include three prices when
available, joint procurement information when available, or sole source information. The request shall
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include any other justifications for the use of the Village Mangers special purchasing authority. Some
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examples could be timeliness of order, supply chain disruption, or critical to continuity of operations.
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I:'ina nie V::;mei ailment
VILLAGE OF BUFFALO GROVE
PROCUREMENT POLICY
This policy is intended for use by Village Personnel as a general reference and will be revised as policies
and procedures require revisions or clarification.
Approved by Village Resolution 2022-10 on July 18
Previous Resolution 2020-56 on December 7, 2020
8.D.b
Packet Pg. 53
8.D.b
Table of Contents
Village of Buffalo Grove Procurement Policy .................................... 5
Introduction.................................................................................................... 5
Procurement Guidelines & Summary ............................................................... 6
Responsibilities of Purchasing agents.............................................................. 7
The Chief Procurement Officer's responsibilities 7
The Village Manager's responsibilities 8
Department and employee responsibilities 9
Volunteers 9
The Chief Procurement Officer's responsibilities to Vendors 10
The Vendor's responsibilities to Village of Buffalo Grove 10
Payment....................................................................................................... If
Conflicts of Interest ....................................................................................... If
Giftsand Favors............................................................................................ I9
ProcurementMethods................................................................................... 12
Petty Cash 12
Advance Check Request 12
Purchase Orders 12
Blanket Purchase Orders 13
Procurement Card Program 13
Special Procurement..................................................................................... 13
Electronic Equipment 13
Electronic Equipment Maintenance 13
Vehicles/Equipment Repair 14
Buildings 14
Maintenance Agreements 14
Environmentally Preferable Purchasing......................................................... 15
WrittenContracts.......................................................................................... 16
Multi -Year Contracts 16
Informal Purchases....................................................................................... 17
Informal Buying Requirements — Purchases of $500.00 or Less 17
Informal Quote Requirements — Purchases Between $500.01 to $5000.00 17
2 1
Packet Pg. 54
8.D.b
Informal Proposal Requirements — Purchases Between $5000.01 to $25,000.00 17
Informal Purchase Exceptions
17
Forma/ Procurement Requirements...............................................................
18
Competitive Sealed Bids
18
Standard for Awarding Bid
19
Bid/Quote Records
19
Requests for Proposals 20
Quality Based Selection (QBS) or Request for Qualifications (RFQu) 20
Exceptions to Bid/Procurement Requirements ............................................... 29
Sole Source Procurement 21
Emergency Procurements
21
Professional Services
21
Fuel Procurement
21
Natural Gas and Electric Supply
22
Consortium Procurements
22
Village Managers Authority
22
Cooperative Procurement
23
AppendixA
...................................................................................................
24
Formal Bid Requirements
24
AppendixB
...................................................................................................
30
Competitive Sealed Proposals.
30
AppendixC
...................................................................................................
36
Village of Buffalo Grove Public Contract Statements
36
AppendixD
...................................................................................................
37
Causes for Debarment
37
AppendixE....................................................................................................
39
Qualified Vendor
39
Automated Clearing House
40
Tax Exempt Letter 41
AppendixF.................................................................................................... 42
Procurement Card Policy 42
AppendixG................................................................................................... 49
3
Packet Pg. 55
8.D.b
Petty Cash Reimbursement Request 49
AppendixH................................................................................................... 50
Advance Check Request Form 50
Appendix/..................................................................................................... 59
Prevailing Wage Rider 51
Appendix✓.................................................................................................... 54
Asset Sharing Policy 54
AppendixK................................................................................................... 56
Change Orders 56
AppendixL.................................................................................................... 58
Vendor Evaluation Form 58
AppendixM................................................................................................... 60
QBS Procedures - using State, MFT(motor fuel tax) or TBP(township bridge
project) Funds 60
QBS Procedures - Federally Funded Consultant Services 64
Source material forAppendixA and B: American Bar Association The 2000 Model Procurement Code for
State and Local Government.
4
Packet Pg. 56
8.D.b
1,�f1, fi o1,d'i�t, c fUirf,1ij
This procurement policy is intended for use as a guide to the Village of Buffalo Grove procurement
methods. When used properly, the policies will enable the Village to obtain needed materials, equipment,
supplies, and services efficiently and economically. While this policy does not answer all questions related
to purchasing, it does provide the foundation for a sound procurement policy. This policy is intended for
use by the Village's Personnel as a general reference and will be revised as policies and procedures require
revisions or clarification. This procurement policy may sometimes hereafter by referred to as "policy"
The basic goals of the Village's procurement program are:
1. To comply with the legal requirements of public procurement and purchasing.
2. To assure vendors that impartial and equal treatment is afforded to all who wish to do
business with the Village.
3. To receive maximum value for each dollar spent by awarding purchase orders to the lowest
responsible bidder, taking into consideration quality, performance, technical support,
delivery schedule, past performance and other relevant factors.
4. To provide Village departments the required goods, equipment and services at the time and
place needed and in the proper quantity and quality.
5. To promote environmentally safe products and services while taking into consideration
factors such as price, performance, availability and safety.
6. To promote good and effective vendor relations, cultivated by informed and fair buying
practices and strict maintenance of ethical standards.
The purpose of this purchasing policy is to provide the Village of Buffalo Grove staff with guidelines and
directions for the acquisition of goods and services. This policy is designed to be a fluid document and
will be modified from time to time to conform to changes in legislation, technology and actual practice.
The Village Manager, or his/her designee, shall be the final authority with regards to enforcement of any
of the provisions of this policy. Failure to follow the procedures outlined in this policy may lead to
disciplinary action in accordance with the provisions of the Village of Buffalo Grove Personnel Manual.
This policy is not intended to provide third parties with any specific rights when transacting with the
Village of Buffalo Grove. All policies and procedures in this Policy are subject to modification by the
appropriate Village employees and, therefore, vendors or other third parties shall not be entitled to rely
on the contents of this policy.
5 1
Packet Pg. 57
8.D.b
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Amount of Purchase
Procurement Method
Notification
Approval*
Purchases of $500.00 or less
Credit Card
Supervisor or
Supervisor or
Designee
Designee
$500.01 to $1250.00 Purchases
Credit Card
Department
Department
Invoice submitted
Supervisor or
Supervisor or
Designee
Designee
$1250.01 to $2,999.99 Purchases
Quotes (verbal, fax, email, written)
Department
Deputy
3 Quotes Recommended
Supervisor or
Department
Purchase Order Procedure
Designee
Director or Chief
Procurement
Officer
$3,000.00 to $5,000 Purchases
Quotes (written, faxed or email)
Deputy
Department
3 Quotes Required
Department
Director or Chief
Purchase Order Procedure
Director or
Procurement
Designee
Officer
$5,000.01 to $25,000.00 Purchases
Contact the Chief Procurement
Department
Village Manager,
Officer or Buyer
Director or
Chief
Informal Procurement Process
Chief
Procurement
Purchase Order Procedures
Procurement
Officer
Officer or
Buyer
$25,000.01 to $50,000.00
Contact the Chief Procurement
Chief
Village Manager
Officer or Buyer
Procurement
Procurement Process
Officer or
Informal/Formal
Buyer
Purchase Exceeds $50,000.00
Contact the Chief Procurement
Village
Village Board
Officer or Buyer
Manager or
Formal Procurement Process
Designee
Award by Village Board
Ultimate authority to make purchases resides with the Village Board.
613
Packet Pg. 58
8.D.b
1. The Administrative Services Director shall fulfil the role of the Chief Procurement Officer, with the
Buyer fulfilling this role on an as needed basis.
2. Facilitate the involvement of local vendors in the Village's procurement policy.
3. Impartial judgments in the selection of vendors which are based on product quality, price,
warranty, and performance and vendor delivery, service, and performance.
4. Complying with all Village procurement procedures and State Statutes covering procurement and
disposal.
5. Reviewing inventory procedures and recommending solutions that reduce carrying costs and
improve availability.
6. Determine the most appropriate method of procurement for a given good or service.
7. Preparing formal bid packets and quotation requests.
8. Managing the formal bid process, including advertising for bids, notifying vendors, accepting bid
proposals, opening bids, tabulating bids, and serving as the primary resource for questions from
vendors.
9. Maintaining adequate procurement records, including a database of vendors established in an
accessible vendor file.
10. Upon request, assist departments in locating the best source for supplies, materials, and
equipment.
11. Assisting departments in conducting negotiations with vendors concerning prices, bids, terms,
deliveries, and adjustments.
12. Maintaining a central file of contracts and related documents including but not limited to certified
payroll submissions and associated waivers of lien.
13. Assist departments with the informal bid process.
14. Review and approval of all purchase orders of $25,000 or less.
15. Creation of purchase orders in excess of $25,000
7 1
Packet Pg. 59
8.D.b
1. Purchase all materials, supplies, equipment, personal services and contracts for which funds are
provided in the budget, but no item or personal service which exceeds any budget appropriation may
be purchased.
2. For a purchase of more than fifty thousand dollars, with the exception of professional services, the
Village Manager should solicit bids and such bids shall be presented to the Corporate Authorities for
approval.
3. The Village Manager shall seek formal bids or proposals for any public improvement which will exceed
fifty thousand dollars, which is not to be paid for in whole or in part by a special assessment or special
tax.
4. The Village Manager will make recommendations to the Corporate Authorities with respect to all
formal bids or proposals.
5. The Village Manager may issue rules and regulations governing requisitions and the transaction of the
business of the purchasing agent and the heads of departments, officers and employees of the Village.
6. In case of circumstances creating an emergency, the Village Manager may, without prior consent of
the Corporate Authorities, award contracts and make purchases for the purpose of meeting the
emergency. In such cases the Village Manager will notify the Corporate Authorities as soon as is
practicable of all emergency procurements that exceed $50,000.
7. The Village Manager shall approve all purchase orders in excess of $25,000.
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1. It is the responsibility of each department to requisition goods and services in such a way as to allow
time for competitive bidding, ordering, and delivery of materials. Exceptions shall be made only on
rare occasions, when a true emergency exists.
2. It is the responsibility of the Department director or his designee, in consultation with the Chief
Procurement Officer, to obtain these goods based upon competitive bids and to give consideration to
product price, value, quality, performance, and delivery.
3. While the Department director may delegate minor purchases to employees, he/she is still
responsible for ensuring such purchases are made according to the provisions of this policy.
4. No Department Director or employee is authorized to make any commitment to any salesperson or
firm that will bind the Village in any way. During meetings with salespersons, no employee shall make
any indication that he/she will recommend a particular product for purchase.
5. It is the responsibility of all Village of Buffalo Grove employees to comply with all rules and regulations
set forth herein. As directed by the Village Manager, any employee deliberately violating the policy
regarding unauthorized purchases shall be held personally accountable for the purchases. Failure to
follow the procedures outlined in the Policy may lead to disciplinary action in accordance with the
provisions of the Village of Buffalo Grove Employee Manual.
6. Employees maybe made responsible for the management of certain contracts. It is important for staff
to work with the Chief Procurement Officer to understand their responsibilities in managing contracts
including the collection of certificates of insurance, waivers of lien, certified payroll, project closeout
documents and completion of the Vendor Evaluation form(Appendix Q.
7. All contracts/agreements must be submitted to the Village Clerk within 10 calendar days of final
signatory executing the contract/agreement.
8. Departments Heads and may approve purchase orders of $5,000 or less
m
1. Volunteers, Committee, Commission members have no authority to purchase on behalf of the
Village nor do they have authority to execute contracts on behalf of the Village. Village employees
working with volunteers ("Liaisons") shall make purchases for committee/commissions, failure to
abide by this rule may be sufficient cause to remove a member from a committee or commission.
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1. Encourage good Village/vendor relations.
2. Encourage businesses located within the Village to participate in the Village's procurement policy,
by notifying all known in -Village vendors of opportunities to bid.
3. Conduct business with vendors in a professional manner that promotes honesty and fairness.
4. Accept, and in some cases require, samples from vendors to be used for testing. A fair trial shall
be given to all samples and the outcome of the test shall be presented to the vendor, in general
terms.
5. Make every effort to be available for appointments during normal business hours on reasonable
notice.
6. Arrange interviews between salespersons and department directors as needed.
7. Write all correspondence to salespersons and vendors, except when technical details can be
better written by the department.
8. Collect and maintain vendor information.
1. Understand the needs of Village of Buffalo Grove and provide the correct service or product at
the right price, quality, and quantity that benefits the Village as a whole.
2. Conduct themselves in a professional manner: being honest about the supplies, services and
products they represent.
3. Honor purchase orders generated as a result of providing price quotes on specified items and
quantities.
4. Respond to Bids, Requests for Proposals, and Requests for Qualifications in a professional and
ethical fashion. See Appendix D for causes for debarment from bidding.
5. Complete on a biennial basis the Village of Buffalo Grove online Vendor Registry application
located at https://www.vbg.org/bids , updating all required fields.
6. Provide all documents required of them by the Village including but not limited to Village Financial
Forms, Waivers of Lien, Insurance documents, Bonds as required and Certified Payroll as required.
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The Village is bound by State Statute (50 ILCS 505/1 et seq.) which states that payments are to be made
pursuant to the Illinois Local Government Prompt Payment Act. It is important to note that all contracts
and agreements with Vendors reflect these particular payment terms.
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The Village Staff shall not knowingly initiate a purchase order when there is a conflict of interest. All known
or suspected conflict of interest situations shall be referred to the Office of the Village Manager. A conflict
of interest exists when a Village employee or officer (The Village President, the members of the Village
Board of Trustees, the Village Clerk, the Village Treasurer, the members of the Zoning Board of Appeals
and the Plan Commission, the Village Manager and his Assistant or Assistants, or the heads of the various
departments within the Village) is an officer or director of the supplier, or owns five percent (5%) or more
of the supplier of products and or services to the Village of Buffalo Grove.
Employees shall not solicit, accept or agree to accept any gift of any kind from any person or business
entity doing business or wishing to do business with the Village, except where said gift is expressly
permitted by the Illinois State Officials and Employees Ethics Act (5 ILCS 430/1-5). A "gift" means any
gratuity, discount, entertainment, hospitality, loan, forbearance, or other tangible or intangible item
having monetary value including, but not limited to, cash, food and drink, and honoraria for speaking
engagements related to or attributable to government employment or the official position of an
employee. Employees shall comply with the Illinois State Officials and Employees Ethics Act at all times.
The Chief Procurement Officer may accept samples from vendors only for the purpose of testing products.
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Petty Cash
Purpose: To reimburse an employee for small incidental purchases.
Appropriate use of the Petty Cash: Petty cash funds may be used for small incidental nonrecurring cash
purchases that do not exceed $150.00. The use of petty cash should not be considered as a substitute for
regular procurement procedures.
It is recommended that wherever possible a Village issued credit card/procurement card be used in the
place of petty cash.
Requests for reimbursement using petty cash must be accompanied by the Petty Cash Form (Appendix F).
These forms must be completed and then submitted to the Accounts Payable Clerk.
Advance
Purpose: To request a check for payment when an invoice is not issued.
Appropriate use of Advance Check Request for Payment: Occasionally, a check is needed when there is
no invoice. These occurrences include, but are not limited to:
1. An employee request for reimbursement for out-of-pocket expense.
2. Vendors requiring payment in advance.
3. Mail in catalog orders requiring pre -payment.
When the Advance Check Request form is used, a cash receipt, a written quote, or a copy of the catalog
order must be submitted as supporting documentation.
For a copy of the Advance Check Request form see Appendix G.
Purchase s
Purpose: To provide a legal document that places an obligation on both the Village and the vendor. When
properly endorsed by the Finance Department, the purchase order obligates the Village to purchase the
items listed at the prices stated. The vendor is obligated according to the terms and prices stated on the
purchase order to deliver the goods or services. The purchase order provides specifications for goods and
services ordered and shipping and billing information.
Appropriate Use of the Purchase Order. A purchase order shall be used for procurement of any item or
service that requires a written order or any purchase of $250.01 or more. Purchase orders are not
required for prepaid orders.
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Blanket Purchase
Purpose: Blanket purchase orders will be used for repetitive purchases from certain vendors.
Appropriate Use of the Blanket Purchase Order: If the Village has entered into contract with a Vendor,
then a Blanket purchase may be issued for each fiscal year of that contract. Departments should follow
standard purchase order procedures. For repetitive purchases, rather than issuing a purchase order for
each purchase, one purchase order with a dollar limit is issued for a period of up to twelve months.
Procurementr Program
A policy has been designed to establish the procedures to be used with the Village of Buffalo Grove's
credit/procurement card program. Refer to Appendix F for the complete policy.
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Electronic Equipment
The IT (Information Technology) Department or the Government Information Technology Consortium
(GovITC) will purchase or authorize the purchase of all computers, peripherals, printers, cell phones and
all other electronics governed by the Communications and Information Technology Policy. The IT
Department or GovITC will then be responsible for communicating to the Office of the Village Manager
and requesting a Purchase Order or instructing the department requesting services or equipment to enter
the information required to create a Purchase Order. The IT Department or the company contracted by
the Village to supply IT services will setup and install equipment in the appropriate departments.
Electronic Equipment Maintenance
When a copier, large format printer, scanner or multifunction print device requires maintenance, the
department should use the contact information located on the device.
If you have maintenance or repair need for a cell phone or pager, contact the IT department or the
company contracted by the Village to supply IT services.
When maintenance or repair is needed for all other electronic equipment, including but not limited to
computers, printers, and telephones, the IT department or the company contracted by the Village to
supply IT services shall be contacted. The IT department or the company contracted by the Village to
supply IT services will either repair, service or make arrangements for outsourcing the repair.
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Vehicles/Equipment Rit
The Central Garage is responsible for the maintenance repair and replacement of all Village owned
vehicles. Central Garage personnel will determine when repairs can be made at the garage or should be
outsourced. Whenever possible pre -negotiated agreements should be used for outsourced maintenance
and repair.
Buildings
The Public Works Department shall be contacted for Village building repairs and remodeling requests. For
Village property the Public Works department will assess the need or problem and recommend the best
course of action to correct the problem(s).
Repair services for Village buildings or equipment that are not covered by maintenance agreements shall
be obtained by the following procedures:
1. Estimates of the repair/improvement work shall be gathered and reviewed before proceeding
with the repairs/improvements.
2. As repairs/improvements to public facilities will likely require prevailing wage to be paid, the rider
in Appendix I. should be provided to contractors when requesting quotes.
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Maintenance Agreements
Departments should follow these guidelines for all maintenance agreements:
1. All maintenance agreements must be reviewed by the Village Attorney.
2. Maintenance agreements shall be considered for any equipment/asset that requires frequent
adjustment or repairs.
3. Maintenance agreements are a form of contract. Department Directors are not authorized to sign
contracts in excess of $5,000.00
4. Copies of all maintenance agreements will be filed with the Chief Procurement Officer.
5. Purchase order procedures shall be followed.
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The purchase and use of products and services can have a profound impact on the environment. The
Village of Buffalo Grove recognizes the positive impact that it can make on the environment through
purchasing decisions that Village staff make. It is the intent of the Village of Buffalo Grove to integrate
environmental considerations into the aspects of procurement.
Village staff should seek to reduce the environmental damages associated with their purchases by
increasing their acquisition of environmentally preferable products and services to the extent feasible,
consistent with price, performance, availability, and safety considerations.
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Contracts range from written contracts described in this section to purchase orders incorporating
specifications, which are also contracts. The following purchases will require contracts:
1. Supplies, equipment, apparatus, and material requiring an expenditure of more than $25,000.00.
2. All maintenance agreements and leases.
3. Construction and repair (including demolition and renovation) projects requiring an expenditure
of more than $25,000.
4. Change Orders: Contracts for construction or repair projects can have change orders during the
project prior to completion, without going through a new bid process, providing the bidding laws
are not evaded. Change orders that exceed 10% of the total contract price must be approved by
the Village Board and then should only be approved if it is in the best interests of the Village of
Buffalo Grove. Change orders up to $10,000.00 (but less than 10% of total contract price) can be
approved by the Village Manager. See Appendix K. for more information.
5. Any work that that can be considered an improvement to public facilities and therefore invokes
prevailing wage rates must have a written contract. At a minimum the rider in Appendix I. must
be attached to a quote provided for such work and signed by the contractor/vendor performing
the work.
All contracts that commit the Village to an expenditure of more than $5,000.00 shall be submitted to
the Village Manager, Finance Director or Chief Procurement Officer for approval signature. Contracts
at or below $5,000 may be signed by a Department Director after review by the Village Attorney with
the contract forwarded to the Chief Procurement Officer. Contracts that commit the Village to an
expenditure of more than $25,000 can only be signed by the Village President or Village Manager.
While Illinois law and Village policy mandate when written contracts are required, this does not
preclude the use of written contracts at any time. It should also be remembered that the need for a
contract might vary according to circumstances and, a written contract may be used whenever it is
deemed necessary and advisable by the Chief Procurement Officer or Village Attorney.
Multi -Year Contracts
Unless otherwise provided by law, a contract for supplies or services may be entered into for any
period of time deemed to be in the best interests of the Village of Buffalo Grove. The term of the
contract and conditions of renewal or extension, if any, must be included in the solicitation and
funds must be available for the first fiscal period at the time of contracting. Payment and
performance obligations for succeeding fiscal periods shall be subject to the availability and
appropriation of funds therefor.
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Any procurement not exceeding $25,000.00 may be made in accordance with the following purchase
procedures, provided however, that purchases are not artificially divided so as to create an Informal
purchase. The splitting of a purchase or contract into two or more purchases for the purpose of avoiding
the bidding or quotation process is in violation of State law and Village policy.
BuyingInformal ire is ® Purchases of $500.00 or Less
The informal buying requirements cover purchases for construction or repair work and contracts for the
purchase or lease -purchase of apparatus, supplies, materials, or equipment involving the expenditure of
$500.00 or less.
Pricing may be obtained verbally, or by electronic or written submission. No advertisement is required.
The Village of Buffalo Grove standard is to seek three quotes for all purchases that do not qualify for the
informal purchase exception rules. If the purchase is for a routine operating good or service, the price
comparison needs to be performed at least once each fiscal year.
QuoteInformal Requirements ® Purchases Between
The informal quote requirements cover contracts for construction or repair work and contracts for the
purchase or lease -purchase of apparatus, supplies, materials, or equipment involving the expenditure of
$500.01 to $5,000.00.
Pricing may be obtained by electronic or written submission. No advertisement is required. The Village
of Buffalo Grove standard is to seek three quotes for all purchases that do not qualify for the exception
rules.
Informal Proposal Requirements® Purchases
The informal proposal requirements cover contracts for construction or repair work and contracts for the
purchase or lease -purchase of apparatus, supplies, materials, or equipment involving the expenditure of
$5,000.01 to $25,000.00.
Informal proposals may be obtained by electronic or written submission. No advertisement is required
but it is recommended. The Village of Buffalo Grove standard is to seek at least three quotes for all
purchases that do not qualify for the exception rules.
PurchaseInformal xc i
Exceptions to obtaining price quotes from more than one vendor should be limited to the following;
1. There are a variety of numerous items in the order, including but not limited to, maintenance
repair and operational ( O) supplies and office supplies.
2. Specifications are sufficiently detailed, or the item being sought is highly unique and/or
specialized.
3. Sole source procurement.
. Emergency procurement, Purchase Order must contain explanation of emergency.
Exceptions must be noted with the Purchase Order.
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Procurement involving the expenditure of $50,000.00 or more requires Village Board approval. Exception
to this rule is provided for only in the case of emergency and is detailed in the section titled Emergency
Procurement.
Competitive I
The formal bidding requirements cover contracts for construction or repair work and contracts for the
purchase or lease -purchase of apparatus, supplies, materials, or equipment involving the expenditure of
more than $50,000.00. Bids should be used where detailed specifications are available and pricing is of
the upmost concern.
A notice to bidders, "Invitation to Bid" must be advertised locally. The advertisement must include:
A general description of the service or supplies sought after by the Village of Buffalo
Grove, with details on how to obtain more specific information of those
services/supplies.
H-TWEV11=111T.9. 0=1111 11-.
3. Bonding and Insurance requirements as might be necessary.
4. Date, time and location of bid opening.
Bid notices should be mailed/e-mailed to Vendors the week the notice is published. Contract documents
should be made available to Vendors. If copies of contract documents are expensive to reproduce, a fee
may be required by the Village to create those documents.
Pursuant to authority in chapter 2.08 of the Buffalo Grove Municipal Code the Village may utilize Bids
obtained through the Illinois Government Joint Purchase Act (301LCS 525/0.01)
Bids will be opened at the time and date as advertised on the "Notice to Bidders". Bids received after the
time and date specified shall not be accepted.
Both Bid Bonds and Bid deposit checks are acceptable methods of providing earnest payment to show
good faith in entering into a Contract with the Village of Buffalo Grove. If the low bidder chooses not to
enter into a contract with the Village, the Village shall reserve the right to retain those funds.
See Appendix A for more information on the Formal Bid Process.
The requirement for competitive sealed bids may be waived by a two-thirds vote of the Village Trustees.
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AwardingStandard for i
The standard for awarding contracts is based on the lowest responsive and responsible bidder, or bidders,
taking into consideration quality, performance, and the time specified in the proposals for the
performance of the contracts. If a supplier is recommended who has not quoted the lowest price, the
reasons for selecting the supplier should be documented.
Appendix A. Bid Evaluation and Award, fully details the methods to be used in determining lowest
responsive and responsible bidder.
Single Bids. When only a single bid or quote is received that fact alone shall not prevent the Village from
accepting that bid or quote.
Bid/Quote ecor s
The Village must keep a record of all bids/quotes sought, but those records are not subject to public
inspection until the contract has been awarded.
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Requests for Proposals
The formal Request for Proposal (RFP) process cover contracts for construction or repair work and
contracts for the purchase or lease -purchase of apparatus, supplies, materials, or equipment involving the
expenditure of $50,000 or more. An RFP should be used in those occasions where the need for quality or
expertise exceeds the concern for pricing. RFP documents will likely include a section detailing what
criteria shall be used to make the selection for the vendor to be awarded the contract.
A notice to proposers, "Request for Proposal" should be advertised locally. The advertisement should
include:
(a.) A general description of the service or supplies sought after by the Village of Buffalo Grove,
with details on how to obtain more specific information of those services/supplies;
(b.) Notification that only sealed proposals shall be reviewed;
(c.) Bonding and Insurance requirements as might be necessary; and
(d.) Date, time and location Proposals are due.
A Request for Proposal should be mailed/e-mailed to potential Proposers the weekthe notice is published.
Contract documents should be made available to Proposers in the office of the person authorized to
administer the bid. If copies of contract documents are expensive to reproduce, a fee may be required by
the Village to create those documents.
Proposals will be opened at the time and date as advertised in the Request for Proposal. Proposals
received after the time and date specified shall not be accepted.
Both Bid Bonds and Bid deposit checks are acceptable methods of providing earnest payment to show
good faith in entering into a Contract with the Village of Buffalo Grove. If the low bidder chooses not to
enter into a contract with the Village the Village shall reserve the right to retain those funds.
The request for Competitive Sealed Proposals is an exception to the bid process. The reasons for selection
of this method of procurement and the procedures to be followed are set forth in Appendix B.
Quality BasedSelection r Request for Qualifications
The primary purpose of undertaking the QBS process is to locate the most qualified consultant to do the
work. A Request for Qualifications may be followed by a formal Invitation to Negotiate (ITN) in order to
negotiate a fair and equitable agreement. The selection shall be based on the consultant's experience and
expertise in projects of the same type as proposed. Special rules apply to the QBS process. When State or
Federal funds are involved, the QBS procedure in Appendix M, attached hereto, applies.
The Village of Buffalo Grove believes their adopted QBS written policies and procedures (Appendix M)
substantially follows Section 5-5 of the BLRS Manual and specifically Sections 5-5.06(c) and 5-5.06(e),
therefore; approval from IDOT is not required.
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Sole Source Procurement
A contract may be awarded for a supply, service, or construction item without competition when, the
Finance Director, Chief Procurement Officer, or a designee of either determines in writing that there is
only one source for the required supply, service, or construction item. Purchases made in this fashion in
excess of $50,000 must be brought before the Village Board in the form of a request for Bid Waiver.
Emergency Procurements
Notwithstanding any other provision of this Policy, the Village Manager, Finance Director or Chief
Procurement Officer may make or authorize others to make emergency procurements when there exists
a threat to public health, welfare, or safety under emergency conditions; provided that such emergency
procurements shall be made with such competition as is practicable under the circumstances.
If emergency purchases are needed during business hours, begin Purchase Order procedures immediately
and contact the Chief Procurement Officer for Purchase Order approval. When emergency purchases
occur during non -business hours, contact the Chief Procurement Officer immediately the next business
day. A written determination of the basis for the emergency and for the selection of the particular
contractor shall be included in the contract file.
The Village Manager must authorize any emergency procurement for more than $25,000. In such cases
the Village Manager will notify the Corporate Authorities as soon as is practicable of all emergency
procurements that exceed $50,000.
Professional Services. The Village Manager may execute agreements for binding insurance coverage and
professional services without the formal solicitation of bids. The nature of such Professional Services
may include, but is not limited to, accounting, auditing, financial, recruitment, employment, marketing,
procurement, public relations, information technology, legal, land survey, architectural and engineering
services. The Village Manager has the authority to award the contract based upon quality, performance,
and the time specified in the proposals for the performance of the contracts.
Due to the speculative nature of fuel purchases and an ever-increasing volatile market, the Village
Manager working in coordination with the Fleet Manager has been authorized by Section 2.08.040 of the
Village of Buffalo Grove Municipal Code to make purchases in excess of the bid limit in order to secure
fuel at the best possible price for the Village of Buffalo Grove.
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Natural s and Electric Supply
Due to the speculative nature of Natural Gas and Electric Supply purchases, the Village Manager working
in coordination with the Chief Procurement Officer has been authorized by Section 2.08.040 of the Village
of Buffalo Grove Municipal Code to enter into agreements in amounts in excess of the bid limit in order
to secure these commodities at the best possible price for Village of Buffalo Grove facilities.
The Village is a member of multiple consortiums including but not limited to the Northwest Water
Commission, Northwest Central Dispatch, Geographical Information Systems Consortium, and
Government Information Technology Consortium in which all elect to purchase goods and services. If the
consortiums board agrees to make a purchase the Village is obligated to make these purchases and as
such does not follow a formal procurement process. All purchases that do not have consortium board
approval and are over $50,000 will be brought before the Village board for approval.
Village Managers Authority
The method of procurements for expenditures between $25,000.01 and $50,000.00 shall be determined
on a case -by -case basis by the CPO or Village Manager. All request for procurements that fall within this
range require a request in writing to the CPO and Village Manager. The request shall include three prices
when available, joint procurement information when available, or sole source information. The request
shall include any other justifications for the use of the Village Mangers special purchasing authority. Some
examples could be timeliness of order, supply chain disruption, or critical to continuity of operations.
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In some cases, the Village has an opportunity to purchase through a joint procurement agency. Joint
Procurement cooperatives can save the Village of Buffalo Grove money through collective buying power.
It may also be the case that other agencies have gone through the Bid process for items or services the
Village now seeks. In those cases the purchasing department may recommend that the Village Board
"authorize the Village Manager to execute a contract with Vendor Name., for goods/services at a not to
exceed amount of $XX,XXX in accordance with the Illinois Governmental Joint Purchasing Act (30 ILCS
52510.01 et seg.), pending review and approval of the contract/agreement by the Village Attorney.".
The Illinois State Intergovernmental Cooperation Act (5 ILCS 220) allows for cooperative procurement.
* 3rd Party includes but is not limited to; the State of Illinois Central Management Services, United States
General Services Administration, Northwest Municipal Conference and the North Suburban Municipal
Partnering Initiative, Sourcewell, and Houston Galveston Area Compact.
Pursuant to authority in chapter 2.08 of the Buffalo Grove Municipal Code the Village may utilize Bids
obtained through the Illinois Government Joint Purchase Act (30 ILCS 525/0.01)
Asset Sharing Policy
A subset of Cooperative Procurement is Asset Sharing. The Village of Buffalo Grove is committed to
providing safe, efficient and effective services to the Residents of Buffalo Grove and other external
stakeholder groups through the sharing of assets where appropriate and practical.
It is the policy of the Village of Buffalo Grove to ensure that certain criteria are evaluated when making
capital asset purchases. The administrative guidelines outlined in Appendix J. apply to all situations where
the sharing of assets could be of mutual benefit to those involved and reduce the overall lifecycle cost of
the asset. This Policy shall apply to all departments of the Village and include such things as vehicles,
equipment, trailers, and tools.
The purpose of the Asset Sharing Policy("Policy") is to provide the Village of Buffalo Grove staff with
guidelines and directions for acquiring assets that can be shared. The benefit to all parties is a more
effective use of resources, enhanced inter -governmental cooperation, and more efficient use of taxpayer
dollars through cost sharing.
The Policy is designed to be a fluid document and will be modified from time to time to conform to
changes in law, technology and actual practice.
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Formal Bid Requirements
The Invitation for Bids.
The Invitation for Bids is used to initiate competitive sealed bid procurement.
The Invitation for Bids shall include the following:
1. instructions and information to bidders concerning the bid submission requirements, including
the time and date set for receipt of bids, the address of the office to which bids are to be delivered,
the maximum time for bid acceptance by the Village of Buffalo Grove, and any other special
information;
2. the purchase description, evaluation factors, delivery or performance schedule, and such
inspection and acceptance requirements as are not included in the purchase description; and
3. the contract terms and conditions, including warranty and bonding or other security
requirements, as applicable.
Incorporation by Reference. The Invitation for Bids may incorporate documents by reference.
Acknowledgement of Addendums. The Invitation for Bids shall require the acknowledgement of the
receipt of all Addendums issued.
Bidding Time.
Bidding time is the period of time between the date of publication of the Invitation for Bids and the time
and date set for receipt of bids. In each case bidding time will be set to provide bidders a reasonable time
to prepare their bids. A minimum of 10 calendar days shall be provided unless a shorter time is deemed
necessary for a particular procurement as determined in writing by the Chief Procurement Officer.
Bidder Submissions.
Bid Form. The Invitation for Bids shall provide a form which shall include space in which the bid price shall
be inserted and which the bidder shall sign and submit along with all other necessary submissions.
Bid Samples and Descriptive Literature.
1. "Descriptive literature" means information available in the ordinary course of business which
shows the characteristics, construction, or operation of an item which enables the Village of
Buffalo Grove to consider whether the item meets the Village's needs.
2. "Bid sample" means a sample to be furnished by a bidder to show the characteristics of the item
offered in the bid.
3. Bid samples or descriptive literature may be required when it is necessary to evaluate required
characteristics of the items bid.
4. The Invitation for Bids shall state that bid samples or descriptive literature should not be
submitted unless expressly requested and that, regardless of any attempt by a bidder to condition
the bid, unsolicited bid samples or descriptive literature which are submitted at the bidder's risk
will not be examined or tested, and will not be deemed to vary any of the provisions of the
Invitation for Bids.
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Public Notice.
Distribution. Invitations for Bids or Notices of the Availability of Invitations for Bids shall be mailed or
otherwise furnished to a sufficient number of potential bidders for the purpose of securing competition.
Invitations to Bid shall indicate where, when, and for how long Bid and Contract documents may be
obtained; generally describe the supply, service, or construction desired; and may contain other
appropriate information. Where appropriate the Chief Procurement Officer may require payment of a fee
or a deposit for the supplying of the Invitation for Bids.
Publication. Every procurement in excess of $50,000 shall be publicized in one or more of the following
ways:
1. in a newspaper of general circulation;
2. in a newspaper of local circulation in the area pertinent to the procurement;
3. in industry media;
4. through electronic mailing lists,
5. through the internet, agency web site, or other publicly accessible electronic media, or
6. in a government publication designed forgiving public notice.
Public Availability. A copy of the Invitation for Bids shall be made available for public inspection at the
Chief Procurement Officer's office, the Village website, or the Village Clerk's office.
Bidders Lists.
Purpose. Bidders lists may be compiled to provide the Village of Buffalo Grove with the names of
businesses that may be interested in competing for various types of the Village of Buffalo Grove contracts.
Unless otherwise provided, inclusion or exclusion of the name of a business does not indicate whether
the business is responsible in respect to a particular procurement or otherwise capable of successfully
performing a Village of Buffalo Grove contract.
Public Availability. Names and addresses on bidders lists shall be available for public inspection, unless an
exemption to the Illinois Freedom of Information Act applies.
Pre -Bid Conferences.
Pre -bid conferences may be conducted to explain the procurement requirements. The conference
should be held long enough after the Invitation for Bids has been issued to allow bidders to become
familiar with it, but sufficiently before bid opening to allow consideration of the conference results in
preparing their bids. Nothing stated at the pre -bid conference shall modify the Bid document unless a
change is made by written addendum.
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Addendums to Bids.
Form. Addendums to Bid documents shall be identified as such and shall require that the bidder
acknowledge receipt of all Addendums issued. The amendment shall reference the portions of the Bid it
amends.
Distribution. Addendums shall be published on the Village website and whenever practical sent to all
prospective bidders known to have received a Bid.
Timeliness. Addendums shall be distributed within a reasonable time to allow prospective bidders to
consider them in preparing their bids. If the time and date set for receipt of bids will not permit such
preparation, such time shall be increased to the extent possible in the addendum or, if necessary, by e-
mail and confirmed in the addendum.
Pre -Opening Modification or Withdrawal of Bids.
Procedure. Bids may be modified or withdrawn by written notice received in the office designated in the
Invitation for Bids prior to the time and date set for bid opening. An electronic modification or withdrawal
received from the bidder or, as applicable, the receiving prior to the time and date set for bid opening will
be effective provided that there is objective evidence, in electronic form or from the receiving company,
confirming that the message was received prior to the time and date set for bid opening.
Disposition of Bid Security. If a bid is withdrawn in accordance with this Section, the bid security, if any,
shall be returned to the bidder.
Records. All documents relating to the modification or withdrawal of bids shall be made a part of the
appropriate procurement file.
Late Bids, Late Withdrawals, and Late Modifications.
Any bid received after the time and date set for receipt of bids is late. Any withdrawal or modification of
a bid received after the time and date set for opening of bids at the place designated for opening is late.
Notice. Bidders submitting late bids will not be considered for award and shall be so notified as soon as
practicable.
Records. Records equivalent to those required in the Section titled "Pre -Opening Modification or
Withdrawal of Bids", shall be made and kept for each late bid, late modification, or late withdrawal.
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Receipt, Opening, and Recording of Bids.
Receipt. Upon its receipt, each bid and modification shall be time -stamped but not opened and shall be
stored in a secure place until the time and date set for bid opening. Bids submitted through electronic
means shall be received in such a manner that the time and date of submittal, along with the contents of
such bids shall be securely stored until the time and date set for bid opening.
Opening and Recording. Bids and modifications shall be opened publicly, in the presence of one or more
witnesses, at the time, date, and place designated in the Invitation for Bids. The name of each bidder, the
bid price, and such other information as is deemed appropriate by the Chief Procurement Officer, shall be
read aloud or otherwise made available. Such information also shall be recorded at the time of bid
opening; that is, the bids shall be tabulated or a bid abstract made. The names and addresses of witnesses
shall also be recorded at the opening. The opened bids shall be available, after award of bid has been
made, for public inspection except to the extent the bidder designates trade secrets or other proprietary
data to be confidential as set forth in the Subsection titled "Confidential Data" of this Section, or as
otherwise provided by law. Information marked Confidential shall be readily separable from the bid in
order to facilitate public inspection of the non -confidential portion of the bid.
Confidential Data. The Chief Procurement Officer shall examine the bids to determine the validity of any
requests for nondisclosure of trade secrets and other proprietary data identified in writing. If the parties
do not agree as to the disclosure of data, the Chief Procurement Officer shall inform the bidders in writing
what portions of the bids will be disclosed and that, the bids will be disclosed. The bids shall be open to
public inspection subject to any continuing prohibition on the disclosure of confidential data unless
subject to an exemption under applicable law.
Proposals and bids are exempt from disclosure until an award or final selection is made pursuant to 5 ILCS
140/7(1)(h). (This shall be understood to include bid information on projects that will be re -bid)
Bid Evaluation and Award
The standard for awarding contracts is based on the lowest responsive and responsible bidder, or bidders,
taking into consideration quality, performance, and the time specified in the proposals for the
performance of the contracts. If a supplier is recommended who has not quoted the lowest price, the
reasons for selecting the supplier should be documented.
Product Acceptability. The Invitation for Bids shall set forth any evaluation criterion to be used in
determining product acceptability. It may require the submission of bid samples, descriptive literature,
technical data, or other material. It may also provide for accomplishing any of the following prior to award:
(a) inspection or testing of a product prior to award for such characteristics as quality or workmanship;
(b) examination of such elements as appearance, finish, taste, or feel; or
(c) other examinations to determine whether it conforms with any other purchase description
requirements.
The acceptability evaluation is not conducted for the purpose of determining whether one bidder's item
is superior to another but only to determine that a bidder's offering is acceptable as set forth in the
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Invitation for Bids. Any bidder's offering which does not meet the acceptability requirements shall be
rejected as nonresponsive.
Determination of Lowest Bidder. Following determination of product acceptability, if any is required, bids
will be evaluated to determine which bidder offers the lowest cost to the Village of Buffalo Grove in
accordance with the evaluation criteria set forth in the Invitation for Bids. Only objectively measurable
criteria which are set forth in the Invitation for Bids shall be applied in determining the lowest bidder.
Examples of such criteria include, but are not limited to, transportation cost, and ownership or life cycle
cost formulas. Evaluation factors need not be precise predictors of actual future costs, but to the extent
possible such evaluation factors shall:
(a) be reasonable estimates based upon information the Village of Buffalo Grove has available
concerning future use; and
(b) treat all bids equitably.
Responsive and Responsible Bidder. In an effort to determine a "Responsive and/or Responsible" Bidder
the Village will take in consideration responses from references provided by Bidders as well as
information as might be solicited from other local municipalities or governmental agencies, in addition,
the following shall be considered when determining whether the bidder is responsive and responsible:
(a) The ability, capacity and skill of the bidder to perform the contract and to provide the service
(b) Whether the bidder can perform the contract or provide the service promptly, or within the time
specified, without delay or interference;
(c) The character, integrity, reputation, judgment, experience and efficiency of the bidder;
O The quality of the performance of previous contracts or services;
(e) The previous and existing compliance by the bidder with laws and ordinances relating to the
contract and service;
(f) The sufficiency of the financial resources and ability of the bidder to perform the contract or
provide the service;
(g) The quality, availability and adaptability of the supplies or contractual services to the particular
use required;
O The ability of the bidder to provide future maintenance and service for the use of the subject of
(i) The number and scope of conditions attached to the bid.
Restrictions. Nothing in this Section shall be deemed to permit contract award to a bidder submitting a
higher quality item than that designated in the Invitation for Bids if such bidder is not also the lowest
bidder. Further, this Section does not permit negotiations with any bidder.
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The Chief Procurement Officer has the authority to reject all bids and re -bid for the selected goods and
services. Upon review of submitted bids, if the Chief Procurement Officer determines that the bids
submitted were inconsistent, an insufficient number of bids were received, or there were substantial
errors/omissions in the bid documents/specifications, the Chief Procurement Officer will notify all bidders
and either proceed to re -bid the project or reevaluate the selected procurement method.
Definition. Low tie bids are low responsive bids from responsible bidders that are identical in price and
which meet all the requirements and criteria set forth in the Invitation for Bids.
Award. Awards shall not be made by drawing lots, or by dividing business among identical bidders. The
Chief Procurement Officer shall bring before the Village Board a request to reject all Bids and negotiate
with the Low Tie Bidders.
Records shall be made of all Invitations for Bids on which tie bids are received showing at least the
following information:
(a) the identification number of the Invitation for Bids;
(b) the supply, service, or construction item; and
(c) a listing of all the bidders and the prices submitted.
A copy of each such record shall be sent to the Village Clerk's Office
file.
Following award, a record showing the successful bidder shall be made a part of the procurement
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Conditions for Use.
(a) A contract may be entered into by competitive sealed proposals when the Chief Procurement
Officer, Village Manager, the Finance Director, or a designee of any of the foregoing above determines
that the use of competitive sealed bidding is either not practicable or not advantageous to the Village of
Buffalo Grove.
(b) Contracts for the design -build, design -build -operate -maintain, or design -build -finance -operate -
maintain project delivery methods shall be entered into by competitive sealed proposals.
Request for Proposals.
Proposals shall be solicited through a Request for Proposals.
Public Notice. Adequate public notice of the Request for Proposals shall be given in the same manner as
provided in Formal Bid Requirements, Public Notice section of Appendix A.
Receipt of Proposals. Proposals shall be opened so as to avoid disclosure of contents to competing
proposers during the process of negotiation. A Register of Proposals shall be prepared and shall be open
for public inspection after contract award.
Evaluation Factors. The Request for Proposals shall state the relative importance of price and other
factors and subfactors, if any.
Discussion with Responsible Proposers and Revisions to Proposals. As provided in the Request for
Proposals, discussions may be conducted with responsible proposers who submit proposals determined
to be reasonably susceptible of being selected for award for the purpose of clarification to assure full
understanding of, and responsiveness to, the solicitation requirements. Proposers shall be accorded fair
and equal treatment with respect to any opportunity for discussion and revision of proposals, and such
revisions may be permitted after submissions and prior to award for the purpose of obtaining best and
final offers. In conducting discussions, there should be no disclosure of any information derived from
proposals submitted by competing proposers.
Award. Award shall be made to the responsive and responsible proposer whose proposal conforms to
the solicitation and is determined in writing to be the most advantageous to the Village of Buffalo Grove
taking into consideration price, reference responses and the evaluation factors set forth in the Request
for Proposals and any related Addendums.
Debriefings. The Chief Procurement Officer is authorized to provide debriefings that furnish the basis for
the source selection decision and contract award.
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When Competitive Sealed Bidding is Not Practicable. Competitive sealed bidding is not practicable unless
the nature of the procurement permits award to a low bidder who agrees by its bid to perform without
condition or reservation in accordance with the purchase description, delivery or performance schedule,
and all other terms and conditions of the Invitation for Bids. Factors to be considered in determining
whether competitive sealed bidding is not practicable include:
(a) whether the contract needs to be other than a fixed -price type;
(b) whether oral or written discussions may need to be conducted with proposers concerning technical
and price aspects of their proposals;
(c) whether proposers may need to be afforded the opportunity to revise their proposals, including price;
(d) whether award may need to be based upon a comparative evaluation as stated in the Request for
Proposals of differing price, quality, and contractual factors in order to determine the most advantageous
offering to the Village of Buffalo Grove. Quality factors include technical and performance capability and
the content of the technical proposal; and
(e) whether the primary consideration in determining award may not be price.
When Competitive Sealed Bidding is Not Advantageous. A determination may be made to use competitive
sealed proposals if it is determined that it is not advantageous to the Village of Buffalo Grove, even though
practicable, to use competitive sealed bidding. Factors to be considered in determining whether
competitive sealed bidding is not advantageous include:
(a) if prior procurements indicate that competitive sealed proposals may result in more beneficial
contracts for the Village of Buffalo Grove; and
(b) whether the factors are desirable in conducting a procurement rather than necessary; if they are, then
such factors may be used to support a determination that competitive sealed bidding is not advantageous.
Determinations.
The Village Manager, Finance Director, or Chief Procurement Officer may make determinations
by category of supply, service, infrastructure facility, or construction item that it is either not practicable
or not advantageous to the Village of Buffalo Grove to procure specified types of supplies, services, or
construction by competitive sealed bidding. Procurements of the specified types of supplies, services, or
construction may then be made by competitive sealed proposals based upon such determination. The
officer who made such determination may modify or revoke it at anytime, and such determination should
be reviewed for current applicability from time to time.
Content of the Request far Proposals.
The Request for Proposals shall be prepared in accordance with the Invitation for Bids section in
Appendix A of this policy provided that it shall also include:
(a) a statement that discussions may be conducted with proposers who submit proposals determined to
be reasonably susceptible of being selected for award, but that proposals may be accepted without such
discussions; and
(b) a statement of when and how price should be submitted.
(c) a listing of the criteria by which staff will make a selection and recommendation to the Village Board
may also be included.
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Proposal preparation time ohoU be set to provide proposers a reasonable time to prepare their
proposals. A minimum of 10 days shall be provided unless a shorter time is deemed necessary for a
particular procurement as determined in writing by the Chief Procurement Officer.
Form of Proposal.
The manner in which proposals are to be submitted, including any forms for that purpose, may
bedesignated asapart ofthe Request for Proposals.
Public notice shall begiven bydistributing the Request for Proposals inthe same manner provided
for distributing an Invitation for Bids
Use of Bidders Lists.
Bidders lists compiled and maintained in accordance with the Bidders Lists section of Appendix A
of this policy may serve as a basis for soliciting competitive sealed proposals.
ces.
Pre -proposal conferences may beconducted in accordance with the Pre -Bid Conferences section
of Appendix A. Any such conference should be held prior to submission of initial proposals.
Addendums*o}eqmeutsforProposals.
Addendumsto Requests for Proposals may be made in accordance with the Addendumoto
Invitations for Bids section of Appendix A. prior to submission of proposals.
ModifivabmmurWithdrawal oyProposals.
Proposals may be modified or withdrawn prior tothe established due date in accordance with
Section the Pre -Opening Modification or Withdrawal of Bids section ofAppendix A. For the purposes of
this Section and the Late Proposals, Late Withdrawals, and Late Modifications section of this Appendix B.
the established due date is either the time and date announced for receipt of proposals or receipt of
modifications to proposals, if any; or if discussions have begun, it is the time and date by which best and
final offers must be submitted, provided that only proposers who submitted proposals by the time
announced for receipt ofproposals may submit best and final offers.
Late Proposals, Late Withdrawals, and Late Modifications.
Any proposal, withdrawal, or modification received after the established due date at the place
designated for receipt ofproposals is late. Late Proposals may only be considered in accordance with the
Late Bids, Late Withdrawals, and Late Modifications section ofAppendix A. of this Policy
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8.D.b
Receipt and Registration of Proposals.
Proposals shall not be opened publicly but shall be opened in the presence of two or more Village
employees. Proposals and modifications shall be time -stamped upon receipt and held in a secure place
until the established due date. After the date established for receipt of proposals, a Register of Proposals
shall be prepared which shall include for all proposals the name of each proposer, the number of
modifications received, if any, and a description sufficient to identify the supply, service, or construction
item offered. The Register of Proposals shall be open to public inspection only after award of the contract.
Proposals and modifications shall be shown only to the Village of Buffalo Grove personnel having a
legitimate interest in them.
'valuation of Proposals.
Evaluation Factors in the Request for Proposals. The Request for Proposals can include the following
evaluation factors (and subfactors), including price, and their relative importance.
Evaluation. The evaluation shall be based on the evaluation factors set forth in the Request for Proposals.
Evaluators shall be required to complete the Evaluation Committee Member Statement attached at the
end of Appendix B.
1. Classifying Proposals. For the purpose of conducting Village staff discussions, proposals shall be
initially classified as:
(a) acceptable;
() potentially acceptable, that is, reasonably susceptible of being made
acceptable® or
(c) unacceptable.
rOTWITATIMIMMENTM
subsequently3. Selection Criteria. Proposals will be evaluated by a selection committee made up of Village staff,
which will . Buffalo Grove Village Board. The
recommendation # Proposer e based on of
' ♦ #
(a) 15 % Proposer's experience, capacity and capability to provide the required
equipment, installation and training services in a professional, timely, reliable and
61*0I[afAr0dI'd L4YI
() 15 % rooser's understanding of the Village's technical requirements and
demonstrated ability to meet or exceed the same.
(c) 50 % The cost of providing the equipment, installation and training
services.
() 10 % Ability to interact productively with Village staff, as required.
(e) 10 % Information obtained through reference checks.
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Proposal Discussions/Interviews with Individual Proposers.
"Proposers" Defined. "Proposers" includes only those businesses submitting proposals that are acceptable
or potentially acceptable. The term shall not include businesses who submitted unacceptable proposals.
The Chief Procurement Officer has the authority to reduce the pool of Proposers to be involved in
Discussions based upon Selection Criteria.
Purposes of Discussions. Discussions or Interviews are held to:
(a) promote understanding of the Village of Buffalo Grove's requirements and the proposers' proposals;
and
(b) facilitate arriving at a contract that will be most advantageous to the Village of Buffalo Grove taking
into consideration price and the other evaluation factors set forth in the Request for Proposals.
Conduct of Discussions. Proposers shall be accorded fair and equal treatment with respect to any
opportunity for discussions and revisions of proposals. The Chief Procurement Officer should establish
procedures and schedules for conducting discussions. If during discussions there is a need for any
substantial clarification of or change in the Request for Proposals, the Request shall be amended to
incorporate such clarification or change. Auction techniques (revealing one proposer's price to another)
and disclosure of any information derived from competing proposals are prohibited. Any substantial oral
clarification of a proposal shall be reduced to writing by the proposer.
Best and Final Offers. The Chief Procurement Officer shall establish a common date and time for the
submission of best and final offers. Best and final offers shall be submitted only once; provided, however,
the Chief Procurement Officer or the Village Manager may make a written determination that it is in the
Village of Buffalo Grove's best interest to conduct additional discussions or change the Village of Buffalo
Grove's requirements and require another submission of best and final offers. Otherwise, no discussion
of or changes in the best and final offers shall be allowed prior to award. Proposers shall also be informed
that if they do not submit a notice of withdrawal or another best and final offer, their immediate previous
offer will be construed as their best and final offer.
Proposals and bids are exempt from disclosure until an award or final selection is made pursuant to 5 ILCS
140/7(1)(h). (This shall be understood to include bid information on projects that will be re -bid)
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RFP VoBG-2021-## Insert Title
Village of Buffalo Grove Evaluation Committee Member Statement
Dear Evaluation Committee Member:
You have been selected to participate in the evaluation of the above referenced Request for Proposal.
Your selection was based upon your technical qualifications in this area and your ability to develop an
objective/subjective analysis of each proposal.
It is essential that the integrity of this process be maintained to ensure that each offeror is given fair and
equal consideration. Your familiarity with particular services, types of products, or material may tend to
influence your evaluation; however, you are required in this specific instance to be particularly objective
and guard against any tendency that might slant your evaluation in favor of a personal preference.
You are required to report to the Chief Procurement Officer or designee any actual or potential conflict of
interest.
An additional consideration is the mandate to maintain strict security and confidentiality regarding the
content of any proposal, as well as the proceedings of any Evaluation Committee meetings during the
evaluation process. Now that this process has started, it essential that any contact with the Consultant be
through, and by, the Chief Procurement Officer or designee.
In addition, any Evaluation Committee Member shall not communicate, except during formal Committee
meetings, with any Consultant or potential sub -contractor to that Consultant prior to award nor shall that
Member discuss proposals or their evaluation with anyone other than the Chief Procurement Officer or
designee and Evaluation Committee Members.
To emphasize the importance of the above considerations, you are asked to sign the following statement:
I have read and understand the above and agree to be bound by the rules and principles represented. I
know of no conflict of interest on my part, nor have I committed any indiscretion or accepted any
gratuities or favors that would compromise my impartiality. I will maintain all deliberations of the
Evaluation Committee in strict confidence during this process. My recommendations shall be based upon
objective/subjective review of the Consultant's proposal(s) and the appropriate award criteria from the
proposal in accordance with the Village of Buffalo Grove Procurement Policy.
Signature of Evaluator
Position
Date
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The Village of Buffalo Grove is required to obtain certain information in the administration and awarding of public contracts. The following Public
Contract Statements shall be executed and notarized.
PUBLIC CONTRACT STATEMENTS
CERTIFICATION OF CONTRACTOR/BIDDER
In order to comply with 720 Illinois Compiled Statutes 5/33 E-1 et seq., the Village of Buffalo Grove requires the following certification be acknowledged:
The below -signed bidder/contractor hereby certifies that it is not barred from bidding or supplying any goods, services or construction
let by the Village of Buffalo Grove with or without bid, due to any violation of either Section 5/33 E-3 or 5/33 E-4 of Article 33E, Public
Contracts, of the Chapter 720 of the Illinois Compiled Statutes, as amended. This act relates to interference with public contracting, bid
rigging and rotating, kickbacks, and bidding.
CERTIFICATION RELATIVE TO 65 ILCS 5/11-42.1-1
In order to comply with 65 Illinois Complied Statutes 5/11-42.1-1, the Village of Buffalo Grove requires the following certification:
The undersigned does hereby swear and affirm that it is not delinquent in the payment of any tax administered by the Illinois
Department of Revenue unless it is contesting, in accordance with the procedures established by the appropriate revenue Act, its
liability for the tax or the amount of the tax. The undersigned further understands that making a false statement herein: (1) is a Class
A Misdemeanor, and (2) voids the contract and allows the Village to recover all amounts paid to it under the contract.
CONFLICT OF INTEREST
The Village of Buffalo Grove Municipal Code requires the following verification relative to conflict of interest and compliance with general ethics
requirements of the Village:
The undersigned supplier hereby represents and warrants to the Village of Buffalo Grove as a term and condition of acceptance of this
(bid or purchase order) that none of the following Village Officials is either an officer or director of supplier or owns five percent (5%)
or more of the Supplier: the Village President, the members of the Village Board of Trustees, the Village Clerk, the Village Treasurer,
the members ofthe Zoning Board of Appeals and the Plan Commission, the Village Manager and his Assistant or Assistants, or the heads
of the various departments within the Village.
If the foregoing representation and warranty is inaccurate, state the name of the Village official who either is an officer or director of your
business entity or owns five percent (5%) or more thereof:
(Official)
Print Name of Contractor/Bidder/Supplier
Signature
Title
Subscribed and Sworn to before me this day of , 20
Notary Public
Notary Expiration Date
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Causes for Debarment
The Chief Procurement Officer or Village Manager may debar a proposer, bidder, vendor,
subcontractor, or supplier(collectively "Vendor") for-
(1) Conviction of, or civil judgment for, -
(a) Commission or attempted commission of fraud or a criminal offense in connection with (A)
obtaining, (B) attempting to obtain, or (C) performing a private or public contract or subcontract.
(b) Violation or attempted violation of Federal or State statutes, or any other legally applicable
law, regulation, or rule relating to the submission of bids, proposals, or claims;
(c) Commission or attempted commission of embezzlement, theft, forgery, bribery, falsification
or destruction of records, making false statements, tax evasion, or receiving stolen property; or
(d) Commission or attempted commission of any other offense, or engaging in or attempting to
engage in conduct indicating a lack of truthfulness, veracity, or honesty which affects the
responsibility of the Vendor.
(2) Violation of the terms of a Village contract or subcontract so serious as to justify debarment,
including but not limited to -
(a) Willful failure to perform in accordance with the terms of one or more contracts or
subcontracts;
(b) A history of failure to perform one or more contracts or subcontracts;
(c) A history of unsatisfactory performance of one or more contracts or subcontracts; or
(d) A history of failure to meet prevailing wage obligations, or any other contracting or
subcontracting obligation imposed by the Village of Buffalo Grove Municipal Code or any other
law.
(3) Making or attempting or causing to be made or attempting to cause to be made any false,
deceptive, or fraudulent material statement in any bid, proposal, or application for Village or any
government work or in the performance of any such contract for the Village or a government agency,
or application for any permit or license;
(4) Refusal to cooperate with reasonable requests of Village inspectors, representatives, or other
appropriate Village personnel with respect to work under contract provisions, plans, or specifications,
or otherwise, pursuant to the duties of those Village personnel;
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(5) Founding, establishing or operating an entity in a manner designed to evade the application or
defeat the purpose of these rules or any provision of the Municipal Code of Buffalo Grove, Village of
Buffalo Grove rule or regulation, the statutes, rules or regulations of the State of Illinois, Cook County,
Lake County, or any federal statute, rule or regulation, or any other legally applicable law, regulation,
or rule;
(6) Improper conduct, including but not limited to the commission or attempted commission of;
(a) intentional or negligent billing irregularities;
(b) submitting false or frivolous or exaggerated claims, documents, or records;
(c) falsification of claims, documents, or records;
(d) willful or grossly negligent destruction of documents or records the Vendor had an obligation
to maintain;
(e) bribery or coercion of a government official, or other unlawful tampering with a government
official;
(f) use of false or deceptive statements to obtain some benefit, or causing competition to be
restrained or limited;
(g) misrepresentation to any governmental agency or government official;
(h) violation of ethical standards established by the Village, or other dishonesty incident to
obtaining, prequalifying for, or performing any contract or modification thereof;
(i) violation of ethical standards established by the Village or other dishonesty or incident to
applying, obtaining, qualifying for, or acquiring any Village certification, license, or permit;
(7) Any other cause of so serious or compelling a nature that it affects the responsibility of the Vendor,
including, but not limited to, those specifically enumerated in 65 ILCS 5/8-10-11.
(8) Debarment by any other government agency.
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Procurementis
Purpose
This policy has been designed to establish the procedures to be used with the Village of Buffalo
Grove's procurement card program. This policy intends to accomplish the following:
- Establish appropriate internal controls over the purchase card process to ensure cards are only
used for authorized purposes.
- Ensure the Village bears no legal liability from inappropriate use of procurement cards.
- To provide a convenient source of funding for employees who must procure for the Village.
- Verify payments for purchases are made on a timely basis to minimize finance charges.
Background
The Village has used various methods to process the purchase of goods and services. Traditional
procurement utilizing a purchase order or check request has worked well in the past for repetitive
vendor invoicing and acquisitions of large ticket items where timing is not critical in the invoicing and
payment process. The concern is the use of petty cash, advanced check requests, or employee
reimbursement requests in the accounts payable process. These nontraditional methods of
procurement are due primarily to the timing of the request in light of the next warrant cycle or that
the form of payment (check) is occasionally not accepted by merchants. To promote vendor
acceptance, improve operational efficiency, and tighten the controls on the use of petty cash and
advanced checks the Finance Department is initiating the procurement card program. This program
has a number of unique controls that ensure that the card can be used only for specific purposes and
within specific dollar limits.
General Information
- The procurement card is a tool for designated Village employees to use when making low -dollar
purchases for official business needs.
- Each purchase card will include both the individual cardholder and corporate name. However, the
purchase card issuer will not maintain individual cardholder credit records.
- A signed agreement with the Village prior to receiving the card makes the cardholder responsible
for any misuse of the card. Failure to comply with these procedures will result in revocation of the
card and fraudulent misuse may result in termination of the cardholder.
- Purchase cards must be returned to the Finance Department upon leaving the Village's
employment.
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Authorizations and spending limits
Each individual's card will have monthly maximum spending limits. Additional restrictions exist on the
type of purchase each employee can use the purchase card for, based on the employee's need.
The Village of Buffalo Grove disallows the use of mobile wallets.
A Procurement Card is NOT:
- a means to avoid appropriate procurement or payment procedures
- a card to access cash or credit (ATM)
- for items and services for personal, non -business use
- for tax reportable services (any vendor that is NOT incorporated is subject to the 1099 reporting
process for each calendar year)
The following list covers purchases for which purchase card use is expressly prohibited:
- Alcoholic Beverages
- Capital Equipment
- Cash Advances (ATM Machines)
- Computer Hardware and Software (with the exception of the IT Department or department
technology liaison)
- Legal Services
- Temporary Help
- Clothing or other personal items
- Telephone calls
Responsibilities of Cardholders
- The card must NOT be used for personal transactions.
- The card must NOT be loaned to others.
- Splitting of purchases into multiple parts in order to circumvent limits on the card is prohibited.
- The cardholder is responsible for all inappropriate charges.
- The cardholder shall not accept cash in lieu of a credit to the Procurement Card account.
- The card must be kept in a secure location at all times.
- Lost or stolen cards must be reported immediately.
- Fraudulent activity must be reported immediately.
- Creation and submission of an "expense report" each month
- The Village is a tax-exempt entity. Each cardholder should do their best to ensure that the Village
is not charged sales tax.
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Department Cards
- The card must be kept in a secure location at all times.
- All users must have a signed "Cardholder Agreement for Authorized Use of Purchase Card" on file
in the Finance Department.
Reporting Lost or Stolen Cards
- Cardholders must notify the Issuing Bank and Finance Department immediately when a card is
lost, stolen or suspected fraudulent activity is discovered.
- Report a lost or stolen card or other emergency situations, by calling the Issuing Bank's Customer
Service number.
Required Receipt Documentation
- Receipts must be obtained with all purchases, identifying the date and itemized list of all
purchases.
- Receipts should be scanned and attached to an "expense report" using the online reporting
system.
- The Department Director is responsible for reviewing all charges and receipts prior to approving
the "Expense Report".
Scanned or photographed copies of the following are acceptable receipts
- Credit Card Orders: charge slip with only the total does not qualify as an original receipt. A receipt
needs to include an original record of what was purchased. Any exceptions must be documented.
- Pick Up Orders: Attach the detailed cash register receipt.
- Phone/Fax Orders: original invoice or packing slip providing the packing slip shows what was
purchased and pricing
- Internet Orders: Print and attach a copy of the order screen or confirmation screen that shows
what was purchased and the dollar amount.
- Registration Fees: Attach the registration form. The form must show who the registration is for,
the registration amount and what was included in the registration fee.
- Documentation Not Available: If unable to obtain any type of documentation, write the receipt
up by hand. Include the date of the purchase, vendor, items and price. Also attach a brief
explanation as to why the original receipt is not attached. This is the exception rather than the
rule, individuals not obtaining adequate support multiple times may have their card revoked.
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Returns, Credits or Disputed Items
- Returns: A credit should be issued for any item that the supplier has approved for return. The
credit will appear on a subsequent statement. Any item purchased with the card that is returned
must be returned for credit. Do not accept a refund in cash or check format.
- The cardholder is responsible forfollowing up with the merchant or issuing bank on any erroneous
charges, disputed items or returns as soon as possible. Disputed billings can result from failure to
receive the goods charged, defective merchandise, incorrect amounts, duplicate charges or credit
not processed.
- If you have a problem with a purchased item or a billing resulting from use of the procurement
card, you should first try to reach a resolution with the supplier that provided the item.
- If a disputed charge cannot be resolved with the supplier, complete the Cardholder Statement of
Questioned Item Form attached. The written dispute notice must be received by the issuing bank
within 30 days of the date of the bank statement.
- Credits: request from the merchant that a credit be placed on your card account. Obtain a receipt
for the credit like any other purchase documentation.
Responsibilities of Finance Department
- Receive and review the Village's combined billing statement. When the statement is received the
majority of the receipts should already be attached to "expense reports".
- Review information submitted by cardholder. Match receipts with statement of account. All
receipts will be compared to the purchase record submitted by the cardholder.
- Verify travel -related charges have been authorized by the Village Manager.
- Make accessible on-line, monthly statements of accounts to individual cardholders for their
records.
- Make payments on a timely basis to ensure the Village does not accrued finance charges.
- If the Finance Department cannot verify that the purchase made was necessary and for official
use, the purchase will be reviewed by the Village Manager. If it is determined the purchase was
not appropriate, then the cardholder must provide a credit voucher proving the items have been
returned for credit or a personal check for the full amount of that purchase.
- Annual inventory of purchase cards: On an annual basis, the Finance Department will verify that
each cardholder is in physical possession of their assigned card.
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Cardholder Agreement for Authorized Use of Purchase Card
1.) I, , have read and do understand the
Village's Procurement Card Policy.
2) 1 further agree to abide by the terms and conditions in that policy and understand that
this card is subject to revocation if I fail to act in accordance with the policy.
3) 1 agree that if I engage in fraudulent activity or violate the terms and conditions of the
Village's Procurement Card Policy, as amended from time to time, I will fully reimburse the Village
for all such transactions
4) 1 understand that that if I engage in fraudulent activity or violate the terms and conditions
of the Village's Procurement Card Policy , as amended from time to time, I will be subject to
disciplinary action that may include termination.
5) Upon my termination or resignation as an employee with the Village, I agree to return
the purchase card to the Finance Department and will not attempt to use the card after my
employment is completed.
Printed name:
Signature:
Date:
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Cardholder Addition or Change Request Form
TO: Finance Department
FROM:
SUBJECT: Request for Procurement Card or Change of Status
❑ Request the following employee by authorized a Village Purchase Card.
❑ Request the following employee have their Village Purchase Card limit(s) changed.
Full Name:
Signature:
Title:
Single Purchase Limit (Not to exceed $X,XXX.XX): $
Monthly Cycle Limit (Not to exceed $X,XXX.XX): $
❑ Cancel / Reason:
Date:
Department Director
Date:
Finance Director
Date:
Village Manager
* Merchant Category Code
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Record of Purchase In Lieu of Original Receipt
Cardholder name:
Date Description of Purchase Purpose
attest that purchase listed
above is accurate and complies with eligible purchases with the Village of Buffalo
Grove purchasing policy as of , 20_. This record serves in place of
the original receipt.
Cardholder signature:
Supervisor signature:
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/jj,i1, 1ef1j,r ix G
Petty Cash Reimbursement Request
Note: Reimbursements from petty cash cannot exceed $150.00.
Date Description of Purchase Purpose Reimbursement Amount
I, attest that purchase listed above is
accurate and complies with eligible purchases with the Village of Buffalo Grove
purchasing policy as of , 20_. The Receipt for this purchase(s) is attached
Requestor signature:
Supervisor signature:
*A receipt for goods purchased, must be attached to this form.
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p e11'U d D x I I
Advancec
Vendor:
Requested By:
Purpose:
Check Amount:
Distribution of Cha
Date Description of Purchase Account Amount
For use when payment is required in advance of normal accounts payable cycle.
Note: Check Number
Approved By:
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A i,111 rr, ,, f nc d J x I
Prevailing i
Terms
A. The Village is an Illinois unit of local government and the Work hereunder is subject to the Illinois
Prevailing Wage Act, 820 ILCS 130/0.01, et seq.
Pursuant to PA 100-1177 the Illinois Department of Labor (IDOL) has activated an electronic database (Payroll Portal)
capable of accepting and retaining certified payrolls submitted under the State of Illinois Prevailing Wage Act (820
ILCS/130/1). All contractors and subcontractors completing work for the Village of Buffalo Grove pursuant to the
Act must submit all certified payroll through the IDOL Payroll Portal.
Consequently, the Contractor and each subcontractor shall submit with their application for payment(s) the email
certification received from their IDOL Payroll Portal submittal with each of their pay requests. Any delay in processing
the payments due to a lack of aforementioned email certification shall not be an event of default by the Village and
shall not excuse any delay by the Contractor who shall proceed with the Work as if no delay in payment has occurred.
The Contractor and Village shall agree to take any further steps not outlined above to ensure compliance with the
Prevailing Wage Act. Upon two business days' Notice, the Contractor and each subcontractor shall make available
to the Village their records to confirm compliance with the Prevailing Wage Act. Finally, to ensure compliance with
Prevailing Wage Act, the Contractor and each subcontractor shall keep for a period of not less than 5 years after the
Work has been completed records of all laborers, mechanics, and other workers employed by them for the Work;
the records shall include each worker's name, address, telephone number, classification or classifications, the hourly
wages paid in each period, the number of hours worked each day, the starting and ending times of work each day
and, when available, last four digits of the social security number
B. Contractor shall comply with all applicable laws, regulations and rules promulgated by any
federal, state, local, or other governmental authority or regulatory body pertaining to all aspects of the Work, now in
effect, or which may become in effect during the performance of the Work. The scope of the laws, regulations, and
rules referred to in this paragraph includes, but is in no way limited to, the Illinois Human Rights Act, Illinois Equal Pay
Act of 2003, Occupational Safety & Health Act along with the standards and regulations promulgated pursuant thereto
(including but not limited to those safety requirements involving work on elevated platforms), all forms of traffic
regulations, public utility, Interstate and Intrastate Commerce Commission regulations, Workers' Compensation Laws,
Public Construction Bond Act, Prevailing Wage Laws, Public Works Preference Act, Employment of Illinois Workers on
Public Works Act, USA Security Act, federal Social Security Act (and any of its titles), and any other law, rule or
regulation of the Illinois Department of Labor, Department of Transportation, Illinois Environmental Protection Act,
Illinois Department of Natural Resources, Illinois Department of Human Rights, Human Rights Commission, EEOC, and
the Village of Buffalo Grove.
C. <Insert Appropriate Insurance Re uirements>
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D. In addition to the requirements set forth above, the Contractor (and any subcontractor into
whose subcontract this clause is incorporated) agrees to assume the entire liability for all personal injury claims
suffered by its own employees and waives any limitation of liability defense based upon the Worker's Compensation
Act and cases decided there under. Contractor agrees to indemnify and defend the Village from and against all such
loss, expense, damage or injury, including reasonable attorneys' fees, which the Village may sustain as a result of
personal injury claims by Contractor's employees, except to the extent those claims arise as a result of the Village's
own negligence.
E. Within five (5) business days after the Village's notice to the Contractor of the Village's receipt of
a request made pursuant to the Illinois Freedom of Information Act [ILCS 140/1 et seq. — herein "FOIA"], the
Contractor shall furnish all requested records in the Contractor's possession which are in any manner related to this
Contract, including but not limited to any documentation related to the Village and associated therewith. The
Contractor shall not apply any costs or charge any fees to the Village or any other person, firm or corporation for its
procurement and retrieval of such records in the Contractor's possession which are sought to be copied or reviewed
in accordance with such FOIA request or requests. The Contractor shall defend, indemnify and hold harmless the
Village including its several departments and including its officers and employees and shall pay all of the Costs
associated with such FOIA request or requests including Costs arising from the Contractor's failure or alleged failure
to timely furnish such documentation and/or arising from the Contractor's failure or alleged failure otherwise to
comply with the FOIA, whether or not associated with the Contractor's and/or the Village's defense of any litigation
associated therewith. In addition, if the Contractor requests the Village to deny the FOIA request or any portion
thereof by utilizing one or more of the lawful exemptions provided for in the FOIA, the Contractor shall pay all Costs
in connection therewith. As used herein, "in the Contractor's possession" includes documents in the possession of
any of the Contractor's officers, agents, employees and/or independent contractors; and "Costs" includes but is not
limited to attorneys fees, witness fees, filing fees and any and all other expenses — whether incurred by the Village
or the Contractor.
F. Sexual Harassment Policy: The Contractor certifies that the firm has a written sexual harassment
policy defining sexual harassment as required in Section 2-105 of the III. Human Rights Act. 775 ILCA 5/1-105 et. seq.
G. Tax Payments: The Contractor certifies that the Contractor is not delinquent in the payment of any
tax administered by the Illinois Department of Revenue as set forth in 65 ILCS 5/11-42.1-1.
H. The parties hereto agree that for purposes of any lawsuit(s) between them concerning this rider
or contract, its enforcement, or the subject matter thereof, venue shall be in Circuit Court of Cook County, Cook
County, State of Illinois, and the laws of the State of Illinois shall govern the cause of action.
Accepted by , on , 20_
Signature
Printed Name & Title
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CONTRACTOR'S DRUG -FREE WORKPLACE CERTIFICATION
The undersigned is an authorized representative of
Name of Company: and certifies that
they will comply with all requirements Pursuant to Chapter 30, Section 580/1 of the Illinois Compiled Statutes (30
ILCS 580/1) et. Seq. entitled "Drug Free Workplace Act"; the undersigned CONTRACTOR hereby certifies to the
contracting agency that it will provide a drug -free workplace by:
Publishing a statement:
a. Notifying employees that the unlawful manufacture, distribution, dispensation, possession, or use
of a controlled substance, including cannabis, is prohibited in the grantee's of CONTRACTOR'S
workplace.
b. Specifying the actions that will be taken against employees for violations of such prohibition.
c. Notifying the employee that, as a condition of employment on such contract or grant, the
employee will:
d. Abide by the terms of the statement; and
e. Notify the employer of any criminal drug statute conviction for a violation occurring in the
workplace no later than 5 days after such conviction.
2. Establishing a drug free awareness program to inform employees about:
a. the dangers of drug abuse in the workplace;
b. the grantee's or CONTRACTOR'S policy of maintaining drug free workplace;
c. any available drug counseling, rehabilitation, and employee assistance program; and
d. The penalties that may be imposed upon employees for drug violations.
3. Making it a requirement to give a copy of the statement required by subsection (a) to each employee
engaged in the performance of the contract or grant and to post the statement in a prominent place in the
workplace.
4. Notifying the contracting agency within 10 days after receiving notice under part (B) of paragraph (3) of
subsection (a) from an employee or otherwise receiving actual notice of such conviction.
5. Imposing a sanction on, or requiring the satisfactory participation in a drug assistance or rehabilitation
program by any employee who is so convicted, as required by Section 5 (30 ILCS 580/5) of the Act.
6. Assisting employees in selecting a course of action in the event drug counseling treatment, and
rehabilitation is required and indicating that a trained referral team in place.
7. Making a good faith effort to continue to maintain a drug free workplace through implementation of this
Section.
8. Failure to abide by this certification shall subject the CONTRACTOR to the penalties provided in Section 6
(30 ILCS 580/6) of the Act.
Signed:
Printed Name:
Title/Position:
Subscribed and sworn to before me this day of 120
Notary Public:
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ASSET SHARING GUIDELINES
A. Objectives
1. Through collaborative efforts between all Village Departments and other external
stakeholder groups (Park District, School District, County Government, etc...), Asset Sharing
initiatives will be used to reduce asset redundancy and save money.
2. To increase collaboration between both internal and external agencies and improve
productivity and organizational understanding.
3. Asset Sharing efforts are limited to local, regional, state and federal taxing bodies
only, except as provided for specific outside groups with the approval of the Village
Manager or designee.
B. Asset Sharing Considerations
Once an asset has been determined to be in need of replacement, the requesting department should
follow the process outlined below as part of its regular evaluation. (This process would apply to new
additions to the asset inventory as well).
1. Identify potential sharing partners.
a. Can the asset be shared with another department within the Village or
outside agency?
b. Is the sharing of the asset appropriate and practical with type of asset and
the department/agency for which it will be shared?
C. Will the proposed partner be willing to share equally, or in part, the cost of
the asset being purchased as well as the long-term operational cost once acquired?
2. Once a determination has been made that asset sharing is appropriate and practical,
and the parties have agreed to participate in such an engagement, an Intergovernmental
Agreement (IGA), Letter of Understanding (LOA) or some other written agreement should
be drafted or reviewed by the Village Attorney
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3. The agreement should clearly identify the responsibilities of the parties with respect to:
a. Acquisition cost
b. Who will perform the maintenance
C. Maintenance costs allocation
d. Storage
e. Use and scheduling
f. Accounting and budgeting
g. Decommissioning and sale of the asset
h. Other operational considerations.
4. Village department directors will be responsible for ensuring that this policy is
communicated to all employees, particularly those with purchasing authority.
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lli,e11»di x K
Change orders are allowed and can be expected when working on projects, however all personnel should
be keenly aware of the following laws and ordinances.
Subsection 9 of Article 33E, Public Contract, of the Illinois Criminal Code (720 ILCS 5/33E-9) makes it a
Class 4 felony to approve a change order for an increase or decrease in either the cost of a public contract
by a total of $10,000 or more or the time of completion by a total of 30 days or more without first
obtaining from the Village Board, or from a designee authorized by the Village Board, a determination in
writing that (1) the circumstances said to necessitate the change in performance were not reasonably
foreseeable at the time the contract was signed, or (2) the change is germane to the original contract as
signed, or (3) the change order is in the best interest of the unit of local government.
Subsection J. of Section 2.08.040 of the Buffalo Grove Municipal Code gives the Village Manager the
authority to approve a change order to a public contract for an increase in an amount of not to exceed 10
percent of the contract amount or $10,000, whichever is less. Subsection J. of the Municipal Code also
authorizes the Village manager to make a determination, based upon the above criteria in regards to the
modification of the time of completion of a project by not more than 90 days.
Therefore the Village Board, pursuant to subsection 9, must make the determination in writing that one
of the three requirements is applicable or designate the Village Manager as having the authority to make
said determination as it pertains to the cost of a project.
Attached at the end of Appendix K. is a sample change order.
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Village of Buffalo Grove Change Order
Project Name
Project Number
The Contract is altered as follows:
The original Contract Amount was
Amount altered by previous Change Order
The Contract Amount prior to this Change Order
The Contract Amount will be (increased, decreased)
by this Change Order in the amount of
The new Contract Amount including this Change Order
Original Contract Completion Date
Days altered by previous Change Order
The Contract Time/Completion Date will be
(increased, decreased)by
The new Contract Completion Date
Accepted by:
Contractor
Printed Name
Signature
Title
Change Order Number
Date
Calendar Days
Calendar Days
The Village of Buffalo Grove
Printed Name
Signature
Title
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Vendor Evaluation Form
Village of Buffalo Grove
Vendor Performance Evaluation
Page
of
INSTRUCTIONS
1. Use this form to report vendor performance (positive or negative) for deliveries of supplies and/or rendering of services.
2. The person designated for accepting supplies/services or the Contract Manager is responsible for filling out this form (type
print). Only page 1 is required, if page 2 is not used. However, if any area on page 1 is marked "unsatisfactory", page 2 mu
also be filled out and submitted with page 1 (see page 2, Explanations/Comments, when marking "unsatisfactory"). Page
is NOT restricted to "unsatisfactory" comments. If you have something good you want on record, use page 2. Attac
supporting documents, if applicable.
3. Village Contracts: Regardless of the purchasing method (bid, sole source, etc.) used, as a minimum this form MUST I
completed and submitted not later than 2 weeks after completion/expiration of a Village contract. Past performance
considered on future contracts. This form should accompany future bid request forms.
4. Send SIGNED form to: the Buyer or email to BGFinance@vbg.org
VENDOR INFORMATION
COMPLETE ALL APPLICABLE
INFORMATION
Company Name
Contract # VoBG -
Mailing Address
Description/Title
City, St, Zip Code
Original Contract Term:
From
Representative
Current Term: From
Telephone
Solicitation # VoBG -
Email
# of Change Orders to Contract
Type of Contract
Purchase Order #
DEFINITIONS
OUTSTANDING (1) — Vendor considerably exceeded minimum contractual requirements or performance expectations of 1
products/services; The vendor demonstrated the highest level of quality workmanship/professionalism in execution of contract.
EXCELLENT (2) - Vendor exceeded minimum contractual requirements or performance expectations of the products/services.
SATISFACTORY (3) - Vendor met minimum contractual requirements or performance expectations of the products/services.
UNSATISFACTORY (4) - Vendor did NOT meet the minimum contractual requirements or performance expectations of i
products and/or services; Performed below minimum requirements (see page 2, Explanations/Comments)
EVALUATIONS
Place 'W' in appropriate box for each major area.
Criteria includes change orders/amendments
1
2
3
4
N
1. Supplies delivered/Work performed on schedule.
2. Condition of delivered supplies includes handling/packaging).
3. Adherence to specification s/statement of work.
4. Resolvedproblems/customer complaints timely.
5. Working relationship/interfacing with Village staff/public sector (citizens).
6. Service Call On -Call response time.
7. Other (specify):
8. Overall evaluation of compliance with contract requirements.
M
N
O
N
L
M
N
O
N
I
0
a
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a�
E
a�
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0
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V
Village of Buffalo Grove Page
Vendor Performance Evaluation of
Company Name: I I Contract #: VoBG -
EXPLANATIONS/COMMENTS
1. Do not submit page 2 without page 1.
Contract 2. Be specific (include paragraph and page numbers referenced in the applicable contract,
Ref No. purchase order, etc). Continue on separate sheet (enter company name and contract number
or other reference)
Ref No. I ACTION TAKEN BY VENDOR (reply below or submit separate correspondence)
NAME/TITLE OF EMPLOYEE
SIGNATURE I DATE
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QBS Procedures ® using State, MFT(motor fuel tax)i i s s
The procedure for State required Quality Based Selection (QBS) procurement consists of the following five
basic steps:
1. Define the Project. Clearly define the scope of the services desired. Depending on the amount of data,
this may be on one or more pages. This information should include the following:
a) describe in general terms the need, purpose, and objective of the project;
b) identify the various project components;
c) establish the desired timetable for the effort;
d) identify any expected problems; and
e) determine the total project budget.
A comprehensive evaluation of the problem or need that resulted in the project is essential to the
procurement process. The solution, approach, and eventual design for the project will evolve out of the
expertise offered by the consultant responding to the request for technical proposals. To ensure that the
respondents address the project properly and effectively, clearly articulate all known parameters of the
project.
The Village of Buffalo Grove ("Village")may skip to Step 5 when both of the following criteria are met.
a) The Village elects to select a consultant that has a satisfactory working relationship with the
Village; and
b) The engineering services contract is not being paid for using federal funds.
2. Public Notice. Whenever a project requiring engineering services is proposed, the Village shall post a
public notice requesting a statement of interest along with the qualifications and performance data from
consultants. This may be accomplished through an advertisement in a local newspaper, posting on the
Village's website, or through various trade magazines or websites.
The Village will consider the following sources when preparing a list of potential firms:
a) identification of consultants from the Village's or IDOT's prequalification list;
b) a directory or source list identifying small, minority, and women owned businesses with
capabilities relevant to the project;
c) discussions with other persons or agencies who have accomplished similar work;
d) lists of consultants secured from professional societies; and/or
e) lists of consultants secured from the agency's own experience of consultants.
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3. Evaluation. The Village shall evaluate the consultant submitting letters of interest, taking into account
qualifications, ability of professional personnel, past record and experience, performance data on file,
willingness to meet time requirements, location, workload of the consultant, and such other
qualifications -based factors.
The first objective of evaluation is the elimination of all respondents who are not qualified or who do not
have the experience for the required work. The Village may conduct discussions with and require
presentations by consultants deemed to be the most qualified based on their qualifications, approach to
the project, and abilityto furnish the required services. When conducted, interviews shall occur separately
with a minimum of three consultants, or all qualified consultants if less than three qualified consultants
respond. If the Village decides to conduct discussions with and/or require presentations by consultants
deemed to be the most qualified, this should be included in the public notice.
In no case shall the Village, prior to selecting a consultant for negotiation, seek formal or informal
submission of verbal, written, or sealed estimates of costs or proposals in terms of dollars, hours required,
percentage of construction cost, or any other measure of compensation.
4. Selection. On the basis of evaluations, discussions and presentations, the Village shall select no less
than three consultants which it determines to be the most qualified to provide services for the project
and rank them in order of qualifications to provide services regarding the specific project. The Village shall
then contact the consultant ranked most preferred and attempt to negotiate a contract at a fair and
reasonable compensation, taking into account the estimated value, scope, complexity, and professional
nature of the services to be rendered. Typical criteria for evaluating and ranking consultants are included
in the following consultant ranking criteria. If fewer than three qualified consultants submit letters of
interest and the Village determines that one or both are so qualified, the Village may proceed to negotiate
a contract.
Consultant Ranking Criteria
The weight given to each evaluation criterion in the ranking process may vary from project to project, with
more weight towards the criteria that are critical to the success of the project. Typical technical criteria
for both evaluating and ranking entities should include but not be limited to the following:
a) The education, experience, and expertise of the entity's principals and key employees.
b) The entity's general experience, stability, and history of performance on projects similar to the
one under consideration.
c) Availability of adequate personnel, equipment, and facilities to do the required work
expeditiously.
d) The name, or names, of individuals in the entity who will be assigned key project responsibilities,
with particular attention to their qualification, competence, and past performance.
e) The entity's approach to the planning, organizing, and management of a project effort, including
communication procedures, approach to problem solving, data gathering methods, evaluation
techniques, and similar factors.
f) Facilities and equipment owned by the entity, including computer capability, reproduction and
communication equipment, laboratory and testing equipment, or other specialized equipment
applicable to the project under consideration.
g) Present workload with attention to current and future commitments of available personnel,
particularly those key persons expected to be assigned to your project.
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h) Financial stability, with particular attention to avoiding a situation in which the entity is solely
dependent on income from the project at hand for its existence.
i) Recommendations and opinions of each entity's previous clients as to its ability to meet deadlines
and remain within budget. Prior clients may also be able to advise you as to each entity's sense of
responsibility; attitudes of key personnel; concern for economy, efficiency, and environment; and
quality of service.
j) If practical, observation of each entity's facility and the sites of current and/or completed projects.
k) The reputation and integrity of the engineering entity within the professional field and the
community.
1) Awards received by the entity and technical papers authored by employees.
m) Special considerations for some projects might include staff conversant in foreign languages.
Non -technical criteria may not exceed 10% of the total evaluation and rank weighting. Typical non-
technical criteria for both evaluating and ranking entities may include but not be limited to the following
a) Proximity of the engineering entity to the proposed project site and/or the agency's office.
b) Qualified minority representation.
c) How DBE goals are addressed.
5. Contract Negotiation. The Village shall prepare a written description of the scope of the proposed
services to be used as a basis for negotiations and shall negotiate a contract with the highest qualified
consultant at compensation that the Village determines in writing to be fair and reasonable. In making
this decision, the Village shall take into account the estimated value, scope, complexity, and professional
nature of the services to be rendered.
An important objective of the negotiation process is to reach a complete and mutual understanding of
the scope of professional services to be provided and the degree of performance desired. The general
scope of professional services developed in the procurement process should be broad in order to serve
as the basis for negotiation. The negotiation process offers the opportunity for refinement, amendment,
and complete definition of the services to be rendered, as well as the areas of responsibility and liability
for those services. Mutual understanding on these points at the negotiation stage can minimize the
possibility of misunderstanding as the project progresses.
Special elements of the engineering portion of the project to be established during negotiation include:
a) project schedule,
b) manpower requirement and timing,
c) level of engineering effort,
d) avenues of research, and
e) areas of responsibility/liability.
Any percentage fee contract should be fully supported by an acceptable estimate of man-hours,
anticipated hourly payroll rates by classification of employee for the project, and applicable overhead and
burden rates. These rates should be evaluated and, if determined to be acceptable, the percentage fee
may be approved by the Village.
The consultant's method of dividing the project into work units and calculating related time units are to
be such that the estimate can be readily reviewed. The consultant will use its own estimates of man-hours,
rates of pay, overhead, profit, and itemized non- salary costs based on the consultant's work force and
past job experience.
Packet Pg. 114
8.D.b
When the prime consultant requires the services of another consultant to provide expertise, advice, or
information to the prime consultant, the prime consultant will complete an analysis of fee for engineering
services (including a breakdown of direct salary and direct non -salary costs) or supply specific rate for
services (e.g. testing). The prime consultant is responsible for ensuring that Disadvantage Business
Enterprises (DBEs) will have an equitable opportunity to compete for subcontracts.
Contracts between the Village and consultants must be set forth in fully executed agreements. If there is
an agreement with the consultant, and if the fee is within range of the budget, then proceed to finalize
an agreement. If problems arise with the scope of the project or the fee, further discussion and
clarification may be required.
Selection of a consultant by qualification provides no guarantee that the Village and the consultant will
come to an agreeable fee. For that reason, the ranking process provides, in addition to the first preference,
at least two alternative qualified consultants. If an agreement cannot be reached on the scope and fee,
the Village may drop negotiations with the top -ranked consultant and continue the process with the
second ranked consultant.
6. Summarv. Ranking and negotiations involve a considerable amount of subjective judgment.
Engineering projects involve a large expenditure of public funds, accountability for decisions, and value
judgments is most important. To ensure adequate accountability the Village shall endeavor to:
a) involve more than one knowledgeable person in the evaluation process,
b) be consistent in reviewing each applicant,
c) keep accurate and complete records of all correspondence, memoranda, evaluations, and
decisions.
631I13age
Packet Pg. 115
8.D.b
When the Village of Buffalo Grove receives federal funds, which may be used to fund the engineering and
design related consultant services, the Village will follow the below described procedure. The Village's
written policies and procedures as described below for Quality Based Selection (QBS) will meet the
requirements of 23 CFR 172 and the Brooks Act.
1. Initial Administration —The Village of Buffalo Grove QBS policy and procedures assigns responsibilities
to the following staff members: the Administrative Services Manager, Public Works Director, Village
Engineer, Deputy Director of Public Works, and Civil Engineers/Project Managers within the Village of
Buffalo Grove organization for the procurement, management, and administration for consultant
services.
2. Written Policies and Procedures — The Village of Buffalo Grove believes their adopted QBS written
policies and procedures (this Appendix M) substantially follows Section 5-5 of the BLRS Manual and
specifically Section 5-5.06(e), therefore; approval from IDOT is not required.
3. Project Description — The Village of Buffalo Grove will use the following five items when developing
the project description and may include additional items when unique circumstances exist:
a) Describe in general terms the need, purpose, and objective of the project;
b) Identify the various project components;
c) Establish the desired timetable for the effort;
d) Identify any expected problems
e) Determine the total project budget.
4. Public Notice —The Village of Buffalo Grove will post an announcement for professional services on the
Village website www.vbg.org and/or publish an ad in a newspaper with appropriate circulation. The item
will be advertised for at least 14 days prior to the acceptance of proposals, and at least twice in the
newspaper and/or on continuous display on the Village's website.
5. Conflict of Interest — The Village will require consultants to submit a disclosure statement with their
proposals. The Village of Buffalo Grove will require the use of the IDOT BDE DISC 2 Template as their
conflict of interest form.
6. Suspension and Debarment — The Village of Buffalo Grove will make use of SAM (System for Award
Management, sam.gov)Exclusions, IDOT's (Illinois Department of Transportation), CPO's (Chief
64 1 lip a g c
Packet Pg. 116
8.D.b
Procurement Officer)website and the three other state CPO's websites to verify suspensions and
debarments actions to ensure the eligibility of firms short listed and selected for projects.
7. Evaluation Factors — The Village of Buffalo Grove allows the Chief Procurement Officer and Village
Engineer to set the evaluation factors for each project, but must include a minimum of 4 criterion and
stay within the established weighting range shown below. The maximum of DBE and local presence
combined will not be more that 10% on Droiects where federal funds are used.
The follow project specific evaluation factors ("Critera") will be included in the Request for Proposals
a) Technical Approach (10 - 30%)
b) Firm Qualifications & Experience (10 - 30%)
c) Specialized Expertise (10 - 30%)
d) Staff References and Resumes (Prime/Sub) (10 - 30%)
e) Work Load Capacity (10 - 30%)
f) Past Performance (10 - 30%) In -State or Local Presence*
g) Participation of Qualified and Certified DBE Sub -consultants* (* The combined total of these two
items cannot exceed 10%)
The following shall not be used as a factor in the evaluation, ranking and selection:
a) All price and cost related items including: cost proposals, direct salaries/wage rates; indirect costs
(overhead), and other direct costs.
b) In -State or Local Presence (other than as explained above).
8. Selection — The Village of Buffalo Grove will require a selection committee made up of no less than 3
persons. The selection committee members may include the Director of Public Works, the Village
Engineer, the Deputy Director of Public Works, Civil Engineers/Project Managers, Village Board Members,
and Consultants. The selection committee members must certify that they do not have a conflict of
interest. Selection committee members are chosen by the Chief Procurement Officer for each project. The
Village of Buffalo Grove requires each member of the selection committee to provide an independent
score for each proposal using a form substantially similar to that shown below prior to the selection
committee meeting.
Criteria
Weighting
Points
Firm 1
Firm 2
Firm 3
Firm 4
Total
100%
i 100
The selection committee members' scores are averaged for a committee score which is used to establish
a short list of three firms. The committee score is adjusted by the committee based on group discussion
and information gained from presentations and interviews to develop a final ranking. If there are other
firms within 10% of the minimum score, the Chief Procurement Officer may choose to expand the short
list to include more than three firms.
65 1 lip a g c
Packet Pg. 117
8.D.b
9. Independent Estimate —Village of Buffalo Grove Engineering staff will prepare an independent in-
house estimate for the project prior to contract negotiation. The estimate is to be used in the negotiation
process.
10. Contract Negotiation — The Village of Buffalo Grove requires a 2 person team to negotiate with
consultants. The team consists of The Chief Procurement Officer, and The Village Engineer or The Director
of Public Works. Members of the negotiation team may delegate this responsibility to staff members. If
agreement cannot be reached on the scope and fee, the Village may drop negotiations with the top -
ranked consultant and continue the process with the second ranked consultant. The Village shall shred
the concealed cost proposals of unsuccessful firms.
11. Acceptable Costs —The Village of Buffalo Grove requires the Chief Procurement Officer or the Village
Engineer review the contract costs and the indirect cost rates to assure they are compliant with Federal
cost principles prior to submission to IDOT.
12. Invoice Processin-9—The Village requires the Village Attorney and the Project Manager/Civil Engineer
assigned to any project using federal funds to review and approve all invoices prior to payment and
submission to IDOT for reimbursement.
13. Project Administration —The Village requires the assigned Project Manager/Civil Engineer to monitor
work on the project in accordance with the contract and to file reports with the Village Engineer/Chief
Procurement Officer. The Village procedures require an evaluation of the consultant's work at the end of
each project. These reports are maintained in the Village consultant information database. The Village of
Buffalo Grove follows IDOT's requirements and will submit BLRS Form 05613 to the IDOT district at
contract close-out along with the final invoice.
14. Professional Service Agreements - While use of standard engineering agreement forms is not
required by IDOT, the Village of Buffalo Grove may consider the use of standard engineering agreements
developed by IDOT in order to ensure compliance with all federal and state requirements. If a standard
engineering agreement form is modified, the department logo, form number, and any other department
identifier shall be removed. Separate engineering agreements are required for preliminary and
construction engineering services.
The following standard agreement forms are provided by CBLRS:
• Form BLR 05510 — Engineering Services Agreement
• Form BLR 05520 — Maintenance Engineering to Be Performed by a Consulting Engineer
• Form BLR 05530 — Request for Engineering Services Performed by Local Forces
66age
Packet Pg. 118
8.D.c
1/3/2023
RESOLUTION NO.2023-
A RESOLUTION APPROVING A VILLAGE PROCUREMENT POLICY
WHEREAS, the Village of Buffalo Grove is a Home Rule Unit pursuant to the Illinois
Constitution of 1970.
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD
OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE
COUNTIES, ILLINOIS, as follows:
Section 1. A responsibility exists to maintain stewardship over the financial resources that
are used to deliver government services, and the approval of the revisions to the Village of
Buffalo Grove Procurement Policy will maintain such controls in purchasing. Staff seeks to
ensure proper usage and administration of the program through the approval of a
Procurement Policy
The Village President and Board of Trustees do hereby approve the Village of Buffalo Grove
Procurement Policy which is attached hereto as Exhibit "A".
Section 2. This Resolution shall be in full force and in effect from and after its passage and
approval.
AYES:
NAYS:
ABSENT:
PASSED: 2023
APPROVED: 2023
Approved:
ATTEST:
Village Clerk
Village President
Packet Pg. 119
9.A
Ordinance No. 0-2023-4 : Ordinance Authorizing the Purchase of
Mobile Vehicle Lifts from Safetylane Equipment Corporation
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action pp
ll
Staff recommends approval.
Staff recommends the Village Board authorize the Village Manager to purchase 10 mobile lifts and one
wheel dolly from Safetylane Equipment Corporation, through the Sourcewell purchasing cooperative, in
accordance with the Illinois Joint Purchasing Act (30 ILCS 525/0.01 et seq.), in an amount not to exceed
$159,215.70. The approved 2023 budget includes the replacement of 10 mobile automotive lifts, with a
budgeted amount of $173,000, which are currently assigned to the Central Garage.
ATTACHMENTS:
• Mobile Lifts -Memo (002) (DOCX)
• Lift Ordinance (DOCX)
Trustee Liaison
Smith
Tuesday, January 3, 2023
Staff Contact
Kyle Johnson, Engineering
Updated: 12/29/2022 9:49 AM
Page 1
Packet Pg. 120
9.A.a
VILLAGE OF
BUFFALO
MEMORANDUM
DATE: December 28, 2022
TO: Brett Robinson, Administrative Services Director
FROM: Josh Wallace, Fleet Manager
SUBJECT: Public Works Mobile Lift Replacement
Recommendation
Staff recommends the Village Board authorize the Village Manager to purchase 10 mobile lifts
and one wheel dolly from Safetylane Equipment Corporation, through the Sourcewell purchasing
cooperative, in accordance with the Illinois Joint Purchasing Act (30 ILCS 525/0.01 et seq.), in an
amount not to exceed $159,215.70.
Background Information
The approved 2023 budget includes the replacement of 10 mobile automotive lifts, with a
budgeted amount of $173,000, which are currently assigned to the Central Garage.
The 10 mobile lifts are 2002 Stertil Koni St-1070 16,000 pound lifts. The anticipated life cycle for
the lifts are 20 years. These units are still in regular service and nearing the end of their useful
life. Recently, the lifts were inspected, and numerous deficiencies were found. Currently, there
are units in stock with the vendor. However, if the lifts sell out, the expected lead time for the
replacement units would be approximately 8-12 months.
The mobile replacement lifts will be moved to the new Public Works facility.
The replacement lifts will be 10 Stertil Koni wireless ST1085-2FWA 18,500 lb lifts, and one wheel
dolly. It is recommended that the Village purchase from the Sourcewell contract #013020-SKI in
accordance with the Illinois Joint Purchasing Act (30 ILCS 525/0.01 et seq.), and purchase the
mobile lifts and tire lifter wheel dolly in an amount not to exceed $159,215.70.
If the replacements are approved, all 10 of the current lifts would be traded in for asset recovery
at a value of $1,500, when the replacement lifts are delivered.
Packet Pg. 121
ORDINANCE 2023-
9.A.b
AN ORDINANCE AUTHORIZING THE PURCHASE OF MOBILE VEHICLE LIFTS FROM SAFETYLANE EQUIPMENT
CORPORATION
WHEREAS, the Village of Buffalo Grove is a home rule unit pursuant to the Illinois Constitution of
1970; and
WHEREAS, the Village of Buffalo Grove Public Works Department requires lifts to perform service
on Village vehicles; and
WHEREAS, the Village will make purchases in accordance with the Illinois Governmental Joint
Purchasing Act (30 ILCS 525/0.01 et seq.).
NOW THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS, as follows:
SECTION 1. The foregoing recitals are hereby adopted and incorporated and made a part of this Ordinance
as if fully set forth herein.
SECTION 2. The Village Manager is authorized to purchase 10 mobile lifts and one wheel dolly from
Safetylane Equipment Corporation, through the Sourcewell purchasing cooperative, in accordance with
the Illinois Joint Purchasing Act (30 ILCS 525/0.01 et seq.), in an amount not to exceed $159,215.70.
SECTION 3. If any section, paragraph, clause or provision of this Ordinance shall be held invalid, the
invalidity thereof shall not affect any other provision of this Ordinance.
SECTION 4. This Ordinance shall be in full force and effect from and after its passage and approval and
not be codified.
AYES:
NAYES:
ABSENT:
PASSED:
APPROVED:
ATTEST:
Janet Sirabian, Village Clerk
2023
.2023
APPROVED:
Beverly Sussman, Village President
Packet Pg. 122
Action Item : Pre -Application Discussion- New Public Works
Building at 1650 Leider Lane
........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Recommendation of Action pp
ll
Staff recommends discussion and referral to the Planning & Zoning Commission.
The Village has purchased property at 1650 Leider Lane for a new Public Works Building. The property is
a little over 9 acres in area, zoned for Industrial Use, and is currently improved with a 173,000 square foot
warehouse building. Public Works is proposing various improvements to the property, which include a
complete interior renovation of the existing building and construction of a salt storage dome and exterior
material storage structures. As Public Works is finalizing their plans, they are seeking comments from the
Village Board along with a referral to the Planning & Zoning Commission. Public Works will provide the
Village Board with an overview of their concept plan at the January 3, 2023 Village Board meeting.
ATTACHMENTS:
• BOT Memo (DOCX)
• Plan Set (PDF)
Trustee Liaison
Pike
Tuesday, January 3, 2023
Staff Contact
Nicole Woods, Community Development
Updated: 12/27/2022 3:26 PM
Page 1
Packet Pg. 123
11.A.a
JI,f.,.,:.G'E tf
1 U1,'1,'A1, GRO"io,.f'�,"
MEMORANDUM
DATE: January 3, 2023
TO: Dane Bragg, Village Manager
FROM: Nicole Woods, Director of Community Development
Kelly Purvis, Deputy Director of Community Development
SUBJECT: Pre -Application Discussion - New Public Works Building at 1650 Leider Lane
Background
Buffalo Grove Public Works
Department is requesting
feedback from the Board of
Trustees on the proposed use and
site improvements to the
property at 1650 Leider Lane that
would allow the Public Works
Department to relocate to the
subject property. Improvements
include a complete interior
renovation of the existing building
and construction of a salt storage
dome and exterior material
storage structures.
The property is a little over 9 acres
in area, zoned for Industrial Use,
and is currently improved with a
173,000 square foot building that
was formerly used as a warehouse
and distribution facility.
In order for the project to move forward as proposed, it will require approval of a Text Amendment to
allow a Public Works Facility in the Industrial District, a Special Use for a Public Works Facility and
Outdoor Storage in the Industrial District, and Zoning Variations related to the accessory structures
and outside storage. Prior to starting the formal application process, the petitioner is seeking
comments from the Village Board along with a referral to the Planning & Zoning Commission. The
following memorandum provides a brief summary of the project.
Zoning History
The Village approved an Annexation and Development Agreement for the Aptakisic Creek Corporate
Park (of which the subject property is a part) on July 16, 2007, to allow the construction of two new
buildings and the renovation and reuse of an existing 173,000 square foot building (formerly 15823 W.
Aptakisic Road, now known as 1650 Leider Lane) on the site. The Aptakisic Creek Corporate Park was
Page 1 of 4
Packet Pg. 124
11.A.a
annexed into the Village and zoned for industrial use on September 24, 2007 by adoption of Ordinances
No. 2007-57 and 2007-58 respectively.
In October of the same year, the Village adopted Ordinance No. 2007-67 to grant PrimeSource Building
Products, Inc., (the previous occupant of the 1650 Leider Lane property) a Special Use for outside
storage (approximately 52,685 square feet for building material storage), a Variation from the Fence
Code to allow a 10-foot fence to screen the outside storage and a Variation to allow 59 off-street
parking spaces in lieu of 64 needed for the office use. The Special Use for outside storage and the
Variations were granted to PrimeSource Building Products, Inc., and do not run with the land.
PrimeSource was later granted Variations from the Sign Code in 2008 (Ordinance No. 2008-05), and
2009 (Ordinance No. 2009-055).
In 2022, the Village approved various ordinances related to the acquisition of the property and hiring
consulting services to design the new Public Works facility. On August 15, 2022, by adoption of
Ordinance No. 2022-082, the Village Board authorized the purchase of the property. Following the
purchase of 1650 Leider Lane, the Declaration of Easement and Protective Covenants for the Aptakisic
Creek Corporate Park was amended to allow a governmental body within the Association in
accordance with Ordinance No. 2022-129.
Public Works Department Operations
The Public Works Department has 50 full time employees plus 8-10 seasonal employees. The typical
hours of operation are 7:00 am to 3:30 pm Monday — Friday but may be extended seasonally (snow
removal) or for emergencies such as water main breaks. The Department is responsible for the design
and maintenance of the streets, sidewalks, water and sewer systems, parkway trees, natural areas,
and streetlights throughout the Village. In addition, Public Works maintains all Village -owned buildings
and services the Police, Fire and Public Works vehicles and equipment.
Text Amendment for Public Works Facility
The 2009 Comprehensive Plan indicates that the subject property and all surrounding properties
should be Industrial Uses. Staff believes that the Public Works facility is compatible with the
surrounding uses, which are all industrial uses.
Currently, the Industrial District does not allow for municipal buildings other than Police and Fire
Stations. Staff is recommending a Text Amendment to the Zoning Code which would add "Public Works
Facility' as a Special Use in the Industrial District. This addition is logical and fitting given the similar
nature and operations of a Public Works Facility and other uses allowed in the Industrial District. As
staff prepares for a full Zoning Code rewrite in the near future, we will more fully analyze municipal
uses, how they are defined, and
where they are allowed.
Proposed Plan
The 1650 Leider Lane building is
approximately 173,000 square feet
in area and was previously used as a
warehouse and distribution facility
with accessory uses for an office
and outside material storage.
By repurposing the building, the
Village will be able to significantly
reduce the cost to move the
operations of the Public Works
Page 2 of 4
Packet Pg. 125
11.A.a
Department as compared to constructing a new building. Approximately 130,000 square feet of the
building will be designed for the use of the Public Works Department, while the remaining 43,000
square feet will be leased to a tenant in the future. To meet the needs of the Public Works Department,
the building will require a full interior renovation, however the building footprint will remain
unchanged.
Accessory Structures:
Most of the work associated with the project will take place inside the existing building. However,
Public Works is proposing to construct a salt storage dome and dry materials storage structures on the
south part of the site. The salt storage dome will be located in the rear yard of the property
approximately 2 feet from the interior lot line. It is permitted to be constructed no closer than 3 feet
from the south property line, therefore, a variation will be needed. The salt storage dome will be
approximately 43 feet tall, which is complaint with the 50-foot height limitation in the industrial
district.
The proposed materials storage structures will be very similar to the storage structures at the current
Public Works facility (see attached photo) which are approximately 20 feet in height and open on one
side. They will provide approximately three times the amount of storage than the existing structures,
which will give Public Works greater control over materials' supply chains. A special use is required to
allow outside storage of materials on the site. In addition, a variation is necessary as the structure will
not be fully enclosed and the proposed fence (described below) will be shorter than the opening of
the storage structures. The material storage enclosures will be located within the interior side yard,
approximately 2 feet from the south property line. Accessory structures located in the side yard in the
industrial district must be setback from interior lot lines a minimum of 15-feet and must be no closer
to the front lot line than the mid -point of the building. The material storage enclosures will need
variations from both requirements.
Given the location of the salt dome and materials storage structures on the site (on the side and
towards the rear of the principal building) and in the Village (in the Industrial district surrounded by
only industrial uses) as well as the geometry of the site, staff finds these variation and special use
requests reasonable.
Fence:
There is an existing 10-foot fence on the property, for which a previous variation was granted. As
previously noted, the variation granted for the 10-foot fence was tied to the previous tenant of the
property and does not run with the land. Therefore, a variation from Section 15.20.60 (nonresidential
districts) of the Fence Code will be needed to allow the existing fence to remain on the site. Staff finds
this variation reasonable and necessary as it will help to screen the outdoor storage.
Site Access & Traffic:
There are 5 access drives to the various parking and loading areas on the property. The site can be
accessed from Industrial Drive, but the main entrances to the site are on Leider Lane. There are no
changes proposed to the site access.
For daily operations, the Public Works vehicles will use Leider Lane to access Aptakisic Road. As the
building was previously used as a warehouse and distribution facility, it is anticipated that the traffic
patterns will remain the same. It is expected that the new Public Works facility will generate less traffic
than the previous use.
Parking:
There will be ample parking provided at the 1650 Lieder Lane with 240 spaces proposed (inside and
outside). This is sufficient parking for both the Public Works facility as well as an additional tenant as
Page 3 of 4
Packet Pg. 126
11.A.a
the current Public Works facility has 70 parking stalls. The Department's 58 work vehicles will be stored
inside the building while employee and visitor parking will be provided outside in the existing parking
lots.
Lighting:
There may be some updates to the exterior lighting for the site. Light fixture cut sheets and a
photometric plan will be provided as part of the formal application for development.
Landscaping:
There are minimal changes proposed to the existing landscaping on the property. The Village's Forestry
Division will maintain and work to improve the existing landscaping with native plantings as shown on
the attached Geometric Plan.
Action Requested
The Petitioner is seeking comments from the Village Board related to the proposed plan. Should the
Board conceptually support the plan, the project can be referred to the Planning and Zoning
Commission for discussion of specific details including parking, landscaping, lighting, and other zoning
requirements. Based on the concept plans provided, the following approvals will be required:
• A Text Amendment to add "Public Works Facility" as a Special Use in the Industrial District;
• A Special Use for a Public Works Facility and outside storage of materials in the Industrial
District;
• Zoning Variations for the placement of the accessory structures, and to allow outside storage
that is not fully enclosed; and
• A Fence Code Variation to allow a 10-foot fence to remain on the property for purposes of
screening outside storage.
Page 4 of 4
Packet Pg. 127
ITILLMIE OF'
BUFFALO ('4ROVE
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December 15, 2022
Nicole Woods
Director of Community Development
Village of Buffalo Grove
RE: 1650 Leider Lane Project Narrative
Dear Ms. Woods,
The Village of Buffalo Grove recently purchased 1650 Leider Lane, a vacant industrial building, to be used
as the new location of the Public Works Department. By repurposing an existing building, the Village will
be able to significantly reduce the cost to move the operations when compared to the purchase and
construction of a new building. However, to fully function effectively for the Public Works Department, the
new property will require certain accommodations such as a text amendment, a special use, and variations
that will be brought to the Planning and Zoning Commission and the Village Board for approval.
Project Narrative
The 1650 Leider Lane property is a large industrial building that is approximately 173,000 square feet in
size and was formerly used as a warehouse with a small office area. The Village is planning on using
130,000 square feet of the building for its Public Works operations while approximately 43,000 square feet
will be marketed for lease to a separate entity in the future. To meet the needs of the Public Works
Department, the building will need a full interior renovation, but will maintain the same building footprint. In
addition, a salt dome accessory structure, and an area for the outside storage of materials are proposed.
These structures are critical to Public Works operations.
As most of the proposed renovation work will be within the building, there are minimal changes proposed a
for the existing landscaping. However, the trash areas will remain enclosed as per Village code and the —
Forestry department will work on maintaining and improving the existing landscaping as per the attached a
plan. This will include looking for areas to install native plants to beautify and reduce maintenance
responsibilities on the property.
a
As the property is currently screened with tall wooden fences, the Village will look to continue to maintain
the existing screening, as well as continue to use these fences to limit access to this secure facility. There E
is an existing, publicly accessible entry from the main parking lot for use by the public and visitors to the
facility which will be maintained for this new use.
Q
Typical Operations
When the renovation is complete, this building will house the Public Works Department which consists of
approximately 50 full time employees plus 8 to 10 seasonal employees. The hours of operation are 7 am
to 3:30 pm plus emergency operations for infrastructure maintenance such as water main breaks or winter
Z
An Internationally Accredited
Public Works Agency
Since 2004
Packet Pg. 128
NTILLMIE OF'
BUFFALO ('4ROVE
snow plowing. The building has adequate areas for parking which will be located both inside and outside
the building. There are currently 240 parking stalls located at the 1650 Leider Lane property, whereas the
current Public Works facility has 70 parking stalls.
The parking for the department's work vehicles will be inside the building while the employee and visitor
parking will be outside in the existing parking lots. In working with an architect and with the Village's space
needs analysis, the inside building layout will hold the Village's work trucks and equipment without the need
to provide new parking areas for trucks outside the building. Due to its previous use as an industrial building,
the truck turning analysis for the lot and the existing entrances are sufficient for the village vehicles and any
oversized vehicles such as fire trucks or semi -truck and trailers.
For the daily departmental operations, the Public Works vehicles will use Leider Lane to access Aptakisic
Road. As the building was previously used for an industrial use, the traffic patterns are expected to remain
the same and will not negatively impact the existing road or the intersection of Aptakisic Road and Leider
Lane. Due to the limited nature of public and private traffic heading to the Public Works Department, it is
expected that this use will generate less traffic than the past industrial use. Access to the site will be made
through the existing entrances and no new entrances are proposed. Leider Lane is a private road
maintained by a property management association made up of the 4 properties located at 1625, 1650,
1700, and 1701 Leider Lane.
The properties around Leider Lane are all industrial or commercial uses and this proposed use will fit right
in with the typical work in the area. As Public Work operations can sometimes happen at night, this new
area is not near residential properties and any noise after normal business hours will not be unusual for this
industrial area.
Sincerely,
Darren Monico, P.E.
Village Engineer
Village of Buffalo Grove
An Internationally Accredited
Public Works Agency
Since 2004
Packet Pg. 129
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13.A
Information Item : Executive Session - Section 2(C)(6) of the Illinois
Open Meetings Act: (6) the Setting of a Price for Sale or Lease of
Property Owned by the Public Body.
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Recommendation of Action pp
ll
N/A
Executive Session - Section 2(C)(6) of the Illinois Open Meetings Act: (6) the Setting of a Price for Sale or
Lease of Property Owned by the Public Body.
Trustee Liaison
Sussman
Tuesday, January 3, 2023
Staff Contact
Dane Bragg, Office of the Village Manager
Updated: 12/27/2022 3:51 PM
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