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2009-05-04 - Village Board Regular Meeting - Agenda Packet VILLAGE OF Meeting of the Village of Buffalo Grove uroulo up Grout Board of Trustees P/101Regular Meeting May 4, 2009 at 7:30 PM I. Call to Order II. Pledge of Allegiance III. Roll Call IV. Approval of Minutes None. V. Approval of Warrant None. VI. Village President's Report A. Proclamation: Designating May 17 -23, 2009 Emergency Medical Services Week B. Proclamation: Designating May 11-15, 2009, "Bike to Work Week" C. Proclamation: Municipal Clerk's Week May 3-9, 2009 VII. Reports from the Trustees VIII. Village Manager's Report A. 2009 Buffalo Grove Health and Wellness Fair Follow-Up IX. Special Business X. Questions from the Audience Discussion on questions from the audience will be limited to 10 minutes. Presentations before the Village Board should be scheduled through the Village Manager's Office five days prior to each meeting. Xl. 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 Regular Agenda items. (Attached). XII. Ordinances and Resolutions A. Ordinance No. 2009- ) An Ordinance Amending the Comprehensive Zoning Ordinance, Title 17 of the Village of Buffalo Grove Municipal Code Concerning Inter-Track Wagering Locations (Off-Track Betting Facilities) (Trustee Braiman) XIII. Old Business A. Award of Bid: Golf Maintenance Equipment (Trustee Braiman) Village Board of Trustees-Agenda Page 1 • XIV. New Business A. Authorization to Bid Village Hall Antenna Tower(Trustee Berman) B. Authorization to Waive Bids and to Request Proposals -Wireless Network (Trustee Trilling) XV. Executive Session A. Pending Litigation: Section 2(c)(11) of the Illinois Open Meetings Act XVI. 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 459-2518 to allow the Village to make reasonable accommodations for those persons. • Village Board of Trustees-Agenda Page 2 VILLAGE OF Meeting of the Village of Buffalo Grove NAuffals Board of Trustees Regular Meeting May 4, 2009 at 7:30 PM Xl. Consent Agenda All items are recommended for approval by motion. Ordinances and Resolutions A. Resolution No. 2009- : A Resolution Authorizing the Village of Buffalo Grove and Commonwealth Edison to Extend Leases (Trustee Trilling) SUMMARY: Commonwealth Edison has approached the Village regarding consolidation of certain recreational leases now in place between ComEd and the Village. Staff and counsel have reviewed the proposal and concur with the request and recommend approval, with authority given to Village Manage to execute on behalf of Village. B. Resolution No. 2009- A3 : Calendar 2010 Village Wide Contractual Street Maintenance Program Motor Fuel Tax Resolution (Trustee Trilling) SUMMARY: The subject Resolution meets the requirements of the Illinois Department of Transportation in the use of Motor Fuel Tax funds for the proposed calendar 2010 Villagewide street improvement and maintenance program. New Business None. Old Business None. Village Board of Trustees-Consent Agenda Page 1 Meetingof the Village of Buffalo Grove Fifty RaGro Blvd g Buffalo Grove, IL 60089-2100 Board of Trustees Phone:847-459-2500 Regular Meeting May 4, 2009 at 7:30 PM I. Call to Order II. Pledge of Allegiance III. Roll Call IV. Approval of Minutes None. V. Approval of Warrant None. VI. Village President's Report A. Proclamation: Designating May 17 - 23, 2009 Emergency Medical Services Week B. Proclamation: Designating May 11-15, 2009, "Bike to Work Week" C. Proclamation: Municipal Clerk's Week May 3-9, 2009 VII. Reports from the Trustees Vill. Village Manager's Report A. 2009 Buffalo Grove Health and Wellness Fair Follow-Up IX. Special Business X. Questions from the Audience Discussion on questions from the audience will be limited to 10 minutes. Presentations before the Village Board should be scheduled through the Village Manager's Office five days prior to each meeting. XI. 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 Regular Agenda items. (Attached). XII. Ordinances and Resolutions A. Ordinance No. 2009- : An Ordinance Amending the Comprehensive Zoning Ordinance, Title 17 of the Village of Buffalo Grove Municipal Code Concerning Inter-Track Wagering Locations (Off-Track Betting Facilities) (Trustee Braiman) XIII. Old Business Village Board of Trustees-Agenda Page 1 A. Award of Bid: Golf Maintenance Equipment (Trustee Braiman) XIV. New Business A. Authorization to Bid Village Hall Antenna Tower (Trustee Berman) B. Authorization to Waive Bids and to Request Proposals - Wireless Network (Trustee Trilling) XV. Executive Session XVI. 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 459-2518 to allow the Village to make reasonable accommodations for those persons. Village Board of Trustees-Agenda Page 2 Meetingof the Village of Buffalo Grove Fifty RaGro Blvd g Buffalo Grove, IL 60089-2100 Board of Trustees Phone:847-459-2500 Regular Meeting May 4, 2009 at 7:30 PM XI. Consent Agenda All items are recommended for approval by motion. Ordinances and Resolutions A. Resolution No. 2009- : A Resolution Authorizing the Village of Buffalo Grove and Commonwealth Edison to Extend Leases (Trustee Trilling) SUMMARY: Commonwealth Edison has approached the Village regarding consolidation of certain recreational leases now in place between ComEd and the Village. Staff and counsel have reviewed the proposal and concur with the request and recommend approval, with authority given to Village Manage to execute on behalf of Village. B. Resolution No. 2009- : Calendar 2010 Village Wide Contractual Street Maintenance Program Motor Fuel Tax Resolution (Trustee Trilling) SUMMARY: The subject Resolution meets the requirements of the Illinois Department of Transportation in the use of Motor Fuel Tax funds for the proposed calendar 2010 Villagewide street improvement and maintenance program. New Business None. Old Business None. Village Board of Trustees-Consent Agenda Page 1 EMS Week Proclamation WHEREAS, Emergency Medical Services is a vital public service; and WHEREAS, the members of the Buffalo Grove Fire Department stand ready to provide lifesaving care to those in need 24 hours a day, seven days a week; and WHEREAS, access to quality emergency care dramatically improves the survival and recovery rate of those who experience sudden illness or injury; and WHEREAS, the Northwest Community Emergency Medical Services System consists of emergency physicians, emergency nurses, paramedics, firefighters, educators, administrators and others; and WHEREAS, the members of the Buffalo Grove Fire Department, engage in thousands of hours of specialized training and continuing education to enhance their lifesaving skills; and WHEREAS, it is appropriate to recognize the value and the accomplishments of emergency medical services providers by designating Emergency Medical Services Week; and WHEREAS, paramedics, firefighters and officers of the Buffalo Grove Fire Department rendered emergency medical care to nearly 2800 patients in 2008, NOW, THEREFORE, I, Elliott Hartstein, President of the Village of Buffalo Grove, in recognition that the members of the Buffalo Grove Fire Department are Partners in the Community, do hereby proclaim the week of May 17 - 23, 2009, as EMERGENCY MEDICAL SERVICES WEEK With the theme, EMS is a Proud Partner in Your Community and I encourage the community to observe this week with appropriate programs, ceremonies and activities. Proclaimed this 4t' day of May, 2009 RESOLUTION NO. 2009- A RESOLUTION APPROVING THE COMMONWEALTH EDISON RECREATION LEASE (BIKE PATH AND OPEN SPACE) AND FENCE LEASE EXTENSION WHEREAS, a lease from Commonwealth Edison is required to properly accommodate the Village's bike path system and fencing; and, WHEREAS,the Village is required to approve the required recreational lease. NOW, THEREFORE, BE IT RESOLVED by the Village President and Board of Trustees of the Village of Buffalo Grove, Cook and Lake Counties, Illinois, that the Village Manager is hereby authorized and directed to execute the recreational lease and fence extension, which is attached hereto and made a part hereof. AYES: NAYES: ABSENT: PASSED: , 2009 APPROVED: 2009 APPROVED: Village President ATTEST: Village Clerk GIGNGINErR\Ord&Res\Res09-2.doc DESPLAINES-WAUKEGAN R/W PARCELS: PARTS OF 254 THROUGH 267 SW '/ SEC.27, SE % SEC. 28 AND THE NW '/ SEC. 34 ALL IN TWP. 43N RANGE 11 EAST OF THE THIRD PRINCIPAL MERIDIAN LAKE COUNTY, ILLINOIS COMED NORTHERN REGION P.I.N.: 15-28-100-039,15-28-100-046,15-28-100-033,15-28- 200-019,15-28-100-031, 15-28-400-032,15-28-400-031,15-27-300-007,15-27-300-008,15- 34-100-003,15-34-101-041 LEASE SUPPLEMENT NUMBER THREE LANDLORD: Commonwealth Edison Company, an Illinois corporation TENANT: Village of Buffalo Grove LEASE DATED: October 16, 1987 PRIOR SUPPLEMENTS DATED: December 2, 1992 ("Lease Supplement Number One") and September 16, 2002 ("Lease Supplement Number Two") PURPOSE: The Leases Premise is to be used for the maintenance of 1-8 foot wide recreation bike and recreational path, fence and maintenance of a open grassway recreational area, insofar as permitted by law and for no other purpose whatsoever. LOCATION OF PREMISES: Aptakisic Road, southeasterly to just south of Frank Street, all located in Buffalo Grove, Illinois LANDLORD and TENANT have entered into the hereinabove mentioned Lease for a term commencing on October 1, 1987 and expiring on September 30, 1992, which Lease Term was extended by Lease Supplement Number One to September 30, 2002, which Lease Term was extended further by Lease Supplement Number Two to September 30, 2022, and LANDLORD and TENANT desire to amend such Lease (as heretofor amended, the "Amended Lease") subject to the modifications hereinafter provided. MODIFICATIONS: 1. Parts of Parcels 254 through 259 and 262 previously 263 through 267 (all as depicted on the drawing attached hereto as Exhibit A) are hereby added to the premises, leased under the Amended Lease. In addition, Landlord hereby leases to Tenant, for the tenn of the Amended Lease, the right to maintain an existing chain link fence located on previous Parcel 263 revised on Parcel 262, which is located approximately one foot east of the sidewalk along Weiland Road c1zy7bs Q as more fully depicted on Exhibit B & B-1. In addition, additional requirements are depicted on Exhibit C attached hereto. 2. Upon execution of this Lease Supplement Number There TENANT shall pay LANDLORD a one time fee of fifteen Hundred dollar(1,500.00) for rent. ALL rent payments to be mailed to: Commonwealth Edison Company c/o Manager Revenue Real Estate & Facilities Three Lincoln Centre—41h Floor Oakbrook Terrace, Illinois 60181 3. Additional Consideration. As additional and material consideration for the granting of this Lease Tenant agrees to perform, at Tenant's sole cost and expense, any and all necessary cutting and mowing of grass and weeds and removal of all debris on that portion of the Landlord's property described on Exhibit "A" attached hereto ("Landlord's Additional Property"). Tenant shall have no rights to occupy or otherwise use Landlord's Additional Property except as is necessary to perform its obligations set forth in this Section. 4. The provision of the Amended Lease, headed "ENVIRONMENTAL PROTECTION", as such provision has been previously amended, is hereby deleted and amended to read as follows: 5. ENVIRONMENTAL PROTECTION. A. General. Tenant covenants and agrees that Tenant shall conduct its operations on the Leased Premises in compliance with all applicable Environmental Laws (as hereinafter defined) and further covenants that neither Tenant nor any member of the Tenant Group shall use, bring upon, transport, store, keep or cause or allow the discharge, spill or release (or allow a threatened release) in each case of any Hazardous Substances (as hereinafter defined) in, on, under or from the Leased Premises. Without limiting any other indemnification obligations of Tenant contained herein, Tenant hereby agrees to protect, indemnify, defend (with counsel acceptable to Landlord) and hold harmless the Indemnified Parties from and against any and all Losses and Claims (including, without limitation, (i) reasonable attorneys' fees, (ii) liability to third parties for toxic torts and/or personal injury claims, (iii) fines, penalties and/or assessments levied or raised by any governmental authority or court, and (iv) assessment, remediation and mitigation costs and expenses and natural resource damage claims) arising out of, resulting from or connected with any Hazardous Substances used, brought upon, transported, stored, kept, discharged, spilled or released by Tenant, any member of the Tenant Group or any other person or entity (except for any person or entity which is an Indemnified Party) in, on, under or from the Leased Premises. For purposes of this Lease, the term "Hazardous Substances" shall mean all 2 toxic or hazardous substances, materials or waste, petroleum or petroleum products, petroleum additives or constituents or any other waste, contaminant or pollutant regulated under or for which liability may be imposed by any Environmental Law. "Environmental Laws" shall mean all federal, provincial, state and local environmental laws (including common law) regulating or imposing standards of care with respect to the handling, storage, use, emitting, discharge, disposal or other release of Hazardous Substances, including, but not limited to, the Resource Conservation and Recovery Act of 1976, 42 U.S.C. §§ 6901 et seq., the Clean Air Act, 42 U.S.C. §§7401, et seq., the Federal Water Pollution Control Act, 33 U.S.C. §§1251, et seq., the Emergency Planning and Community Right to Know Act, 42 U.S.C. §§ 1101, et seq., the Comprehensive Environmental Response, Compensation and Liability Act of 1980, 42 U.S.C. §§ 9601 et seq., the Toxic Substances Control Act, 15 U.S.C. §§2601, et seq., the Oil Pollution Control Act, 33 U.S.C. §§2701, et seq., any successor statutes to the foregoing, or any other comparable local, state or federal statute or ordinance pertaining to protection of human health, the environment or natural resources, including without limitation the preservation of wetlands, and all regulations pertaining thereto, as well as applicable judicial or administrative decrees, orders or decisions, authorizations or permits. B. Wetlands. If there are wetlands on the Leased Premises, or if wetlands should develop on the Leased Premises during the Term, Tenant shall strictly comply with and observe all applicable Environmental Laws. At Landlord's request, Tenant, at its cost, shall furnish Landlord with a survey of the Leased Premises delineating any wetland areas located on the Leased Premises. Under no circumstances shall Tenant change the physical characteristics of any wetland areas located on the Leased Premises or any adjoining land or place any fill material on any portion of the Leased Premises or adjoining land, without in each instance obtaining Landlord's prior written consent (which may be granted or withheld in Landlord's sole discretion), and only then in compliance with applicable Environmental Laws, C. Notice of Violation/Release. Tenant shall provide Landlord with prompt written notice upon Tenant's obtaining knowledge of the existence of any Hazardous Substances on, in or under the Leased Premises in violation of Environmental Laws, or of any potential or known release or threat of release of any Hazardous Substances affecting the Leased Premises. D. Survival. This Section shall survive the expiration or other termination of the Lease. 6. The portion of the section entitled "INSURANCE AND INDEMNITY" in the Amended Lease is hereby deleted and amended to read as follows: INSURANCE. Tenant agrees to require its contractors, before commencing any work on the Leased Premises to purchase and maintain, or at the option of Tenant to itself purchase and maintain, at the cost of Tenant or its contractors, a policy or policies of insurance issued by insurance companies authorized to do business in the State of Illinois, having ratings of A-/VII or better in the Best's Key Rating Insurance Guide (latest edition in effect at the latest date stated in the Certificates of Insurance) and in a form satisfactory to Landlord as follows: 3 COVERAGE #1 Workers' Compensation Insurance with statutory limits, as required by the state in which the work is to be performed, —and Employers' Liability Insurance with limits not less than One Million dollars ($1,000,000.00) each accident/occurrence COVERAGE #2 Commercial General Liability (CGL) Policy or Policies (with coverage consistent with ISO CG 0001 (12 04)) covering all contractors, subcontractors and all their subcontractors with limits not less than Four Million dollars ($4,000,000.00) per occurrence covering liability for bodily injury and property damage arising from premises, operations, independent contractors, personal injury/advertising injury, blanket contractual liability and products/completed operations for not less than three (3) years from the date the work is accepted. (CGL insurance includes, but is not limited to coverage for claims against Landlord for injuries to employees of Tenant and its contractors or any subcontractors) Landlord shall be added as an Additional Insured providing coverage consistent with ISO Form CG 20 26 11 85 or the combination of ISO Form CG 20 10 10 01 and CG 20 37 10 01. COVERAGE #3 Automobile Liability in an amount of not less than one million dollars ($1,000,000) per accident for bodily injury and property damage, covering all owned, leased, rented or non-owned vehicles, which shall include automobile contractual liability coverage. Policies covering contractors may substitute lower limits for any of the policies listed above, provided that Contactors maintains an umbrella or excess liability policy or policies which provide a total minimum limit of four million dollars ($4,000,000) per occurrence for general liability and one million dollars ($1,000,000) for automobile liability, and that all other requirements of this 4 insurance clause are satisfied by such umbrella or excess policy or policies. Tenant will, in any event, purchase and maintain during the term hereof; COVERAGE #4 Commercial General Liability (CGL) Insurance (with coverage consistent with ISO CG 00 01 12 04) with a limit of not less than four million dollars ($4,000,000) per occurrence covering liability for bodily injury and property damage, arising from premises, operations, independent contractors, personal injury/advertising injury, blanket contractual liability and products/completed operations (CGL insurance includes, but is not limited to coverage for claims against Landlord for injuries to employees of Tenant and its contractors or any subcontractors). Landlord shall be added as an Additional Insured providing coverage consistent with ISO Form CG 20 11 10 01 COVERAGE #5 Workers' Compensation Insurance with statutory limits, as required by the state in which the work is to be performed, —and Employers' Liability Insurance with limits not less than One Million dollars ($1,000,000.00) each accident/occurrence Tenant may substitute lower limits for any of the policies listed above, provided that Tenant maintains an umbrella or excess liability policy or policies which provide a total minimum limit of $4,000,000.00 per occurrence for general liability, and that all other requirements of this insurance clause are satisfied by such umbrella or excess policy or policies. 5 If any work on the Leased Premises involves or includes Contractor handling, transporting, disposing, or performing work or operations with hazardous substances, contaminants, waste, toxic materials, or any potential pollutants, Tenant and/or contractors shall purchase and maintain pollution legal liability applicable to bodily injury; property damage, including loss of us of damaged property or of property that has not been physically injured or destroyed; cleanup costs; and defense, including costs and expenses incurred in the investigation, defense, or settlement of claims; all in connection with any loss arising from the Leased Premises. Coverage shall be maintained in an amount of at least two million dollars ($2,000,000) per loss and aggregate. Coverage shall apply to sudden and non-sudden pollution conditions resulting from the escape or release of smoke, vapors, fumes, acids, alkalis, toxic chemicals, liquids, or gases, waste materials, or other irritants, contaminants, or pollutants. Landlord shall be included as an additional insured and the policy shall be primary with respect to Landlord as the additional insured. There shall be furnished to Landlord, prior to commencing the work above described a certificate of insurance showing the issuance of insurance policies pursuant to the requirements contained in Coverages #1, #2, and #3 of this paragraph and shall be delivered to Landlord upon written request. Insurance coverage as required herein shall be kept in force until all work has been completed. All policies shall contain a provision that coverages afforded under the policies will not be canceled or material change until at least thirty (30) days prior written notice (ten (10) days in the case of nonpayment of premium) has been given to Exelon. Tenant shall provide evidence of the required insurance coverage under Coverage #4 and #5, which shall be delivered to Landlord upon execution of this document. The insurance under Coverage #4 and #5 shall be kept in force through the term hereof through the above-referred policy, or such subsequent or substitute policy or policies as Tenant may, at its discretion obtain. Insurance coverage provided by Tenant and its contractors shall not include any of the following; any claims made insurance policies; any self-insured retention or deductible amount greater than two hundred fifty thousand dollars ($250,000) unless approved in writing by Landlord; any endorsement limiting coverage available to Landlord which is otherwise required by this Article; and any policy or endorsement language that (i) negates coverage to Landlord for Landlord's own negligence, (ii) limits the duty to defend Landlord under the policy, (iii) provides coverage to Landlord only if Tenant or its contractors are negligent, (iv) permits recovery of defense costs from any additional insured, or (v) limits the scope of coverage for liability assumed under a contract. To the extent permitted by applicable Laws, all above-mentioned insurance policies shall provide the following: 6 (1) Be primary and non-contributory to any other insurance carried by Landlord (2) Contain cross-liability coverage as provided under standard ISO Forms' separation of insureds clause; and (3) Provide for a waiver of all rights of subrogation which Tenant's, or its Contractors' insurance carrier might exercise against Landlord; and (4) Any Excess or Umbrella liability coverage will not require contribution before it will apply Landlord hereby reserves the right to amend, correct and change from time- to-time the limits, coverages and forms of polices as may be required from Tenant and/or its contractors. WAIVER OF SUBROGATION Tenant and its contractors shall waive all rights of subrogation against ComEd under those policies procured in accordance with this Lease. 7. The provision of the Amended Lease headed "NOTICES", as such paragraph has been previously amended, is hereby deleted and amended to read as follows: INSURANCE. "All notices to LANDLORD shall be in writing; to Commonwealth Edison Company, c/o Manager Revenue, Real Estate & Facilities, Three Lincoln Centre 41h Floor, Oakbrook Terrace, Illinois, 60181, or at such other place as LANDLORD may from time-to-time designate in writing. All notices to TENANT shall be in writing; addressed to TENANT at c/o Village Manager, 50 Raupp Boulevard, Buffalo Grove IL, 60089, or at such other place as TENANT may from time-to-time designate in writing. The term "in-writing" shall include telegraphic, telecopier, telex, electronic mail or similar means of transmitting writings". 8. Tenant agrees to comply with Exhibit B, B-1 and Additional Requirements C. attached to this lease. 9. Tenant's Authority to Act. This Lease Supplement Number Three has been executed for and on behalf of the Tenant pursuant to a resolution adopted by the Corporate authorities of Tenant, at a regular meeting held , 2009_, and signed by the officers therein designated as signatories and attested by the clerk of Tenant. A certified copy of such resolution shall be attached to this Lease and 7 made a part hereof as evidence of the authority herein exercised by the undersigned officers executing the Lease on behalf of Tenant. 10. All of the terms and conditions of the Amended Lease are incorporated herein by reference and except as expressly modified by this instrument, said terms and conditions shall remain in full force and effect. [SIGNATURE PAGE TO FOLLOW] 8 IN WITNESS WHEREOF, the parties hereto have hereunto set their hands and seals this day of , 20 . LANDLORD: COMMONWEALTH EDISON COMPANY By Michael E. Walker Manger Real Estate& Facilities TENANT: VILLAGE OF BUFFALO GROVE By Title List of Exhibits. A. Leased premise B. Fence premise B-1 Fence requirements C. Additional Requirements 9 EXHIBIT A DRAWINGS OF PARCELS ADDED TO LEASED PREMISES UNDER THE AMENDED LEASE 10 6Z dool Pp �p en 1 ' M s f k 11Ns p .n V•. a !q 7t u ~ �, �►J, to FD • ,T \ >01 FXMBIT wwA 0£ �•'� ` ( of Ile all— f w HOP fl =i Alto, ?w + OO 4t `y iul i lm tN� ! ,'m Flo i--1:cnis � t \ 4 v r M f p / rI► 1� * f 1 r '� � IL Ar b J 7 E P -+ � . �' I I .67, I ---- PARKWAY USCH - - io: ExISTING' w osivtrsr- LEGEND �` �¢: u c- LEASED PREMISES --- 8* WIDE BIKE PATHNOT Yo� k 45-90 d* T if0.711' � fl t> 3 _ Ci9i f�. or N c n-rrw y 9 L4 f � fasr " EXHIBIT IDES PLAINES - WAUKEGAN R/W PARCELS 264. 265, 266 a PART 267 fff S.E.1/4 SEC. 28, S.W. 1/4 SEC. 27, 1 pq d N.W. 1/4 SEC. 34 ALL IN TWP. 43. RANGE II ma.••l1— Fr BUFFALO—GROVE, ILLINOIS +:�� i 2 � 3 3 ` a 4 0: EXHIBIT "A" I •o� I I { ' I p y4a3 � 01) -! 06 j� X7 \ r ` m } r*t dam/ �a w p oi.. \ -tn a Ip b m ra t _ 4J°a - I oo " 01) / yk %' �s A OP PLANK 7jR.OVGR CRGlK �� OFF /0 ` 0" -9a c{'� c a \ y 91 10 cc CIO s �rqy F ty � I •A�J t '�Q� \ ,�) ti EXHIBIT B 11 .J- 3.c7 - . 'gip }}C•���sa¢t}i � .i - {7 y r� i r!r--err w+.r----•---_—.._. _...... � '����'v�t*tr .^a=; � ,*;,{e'; i � `✓ }- � _ _ ........ ,. tPtw c�:'• /�•0 Nl. . �.�` - j � .al�,•§�t .'ai 1 't . T 5 �• «�I { , \ • {fit,� ,�.�� � 1 n I 1 ! th le- 1 -- It 01• AN ( �! • c �m� ! �Y c E 1 rr n: tr;OrIqL j O A � IJ rw�'wfiGlWuNom ON P.TI WIRE FE11CM ONMIMMIONRIGHT'S Y Ct f`� d 0 GROUND U1Nt . 1 Atg11QiL lJlit f �pOt1lt l PIP( 80fam or oATC t1PGJWa Mot r RSA I. .i f a �t � J OTM �CT101t A ' 1 �,�At�"' tmlMwter error"nwut ttacf��orpMr, &MUM MM hl7fY f�iWgMp CosiR . Y1FCiMr�'M� ,'p� pR.gR,it7t q�1,�q tp�y�,ip rMt !7 A t OVAL p tWC O t&K!OMM AC14M Rr A a.a� 13 A .VW" _ +JCAL4r on ina� Ac ntotiwows ooNoucznR at Rp�t To lNctA� �r�r mar . � rao cmy4HWEALTH SON C�F'AtIY OV14/1Ni MOM il:L t /�q!N lg7J EXEMIT (Page I of 2) • � lr�Or7Nrra Roy CKING ARRAWEMEN]'g r++�uveiuroe °PWAY GAM �. trwcp,war or ,.,,,�c - • • If .. stir i . irr , rnrrr�;rr ap wuMe�WTM�r.� • �■�Id1N�R . cc'wwartisysnw r, �caw�un► 17/11/tN1 Z1N ifstl [���p f1t7I SZHIHrr '' (Pats 2 of s) Additional Requirements Exhibit"C" 1. Proposed R/W occupations cannot occur within the first fifteen(15)from the edge of our property line as this area is reserved for distribution facilities. Crossings are acceptable. 2. The path should not meander,but it can curve around structures by keeping a fifteen(15)foot spacing. 3. At all path R/W access points,the Village of Buffalo Grove must post highly visible signs within their easement indicating that motorized vehicular use of the path is prohibited. Further, the Village of Buffalo Grove must take responsibility to ensure that motorized vehicular use does not occur. 4. The path surface for the Village of Buffalo Grove's project cannot use aggregate concrete or curbs. A crushed limestone or asphalt surface is acceptable. 5. The Village of Buffalo Grove's proposed grade changes cannot exceed eight(8) inches within the right-of-way or must ensure that the existing drainage and storm water will not pool on our right-of-way or adjacent properties. 6. Any damage to ComEd's property caused by the Village of Buffalo Grove will be repaired at the Village of Buffalo Grove's expense. 7. The Village of Buffalo Grove cannot place obstructions on ComEd property that will restrict our ability to access, operate and maintain existing and future transmission and distribution facilities. 8. Stationary metal objects on the south half of the R/W under the transmission conductors should be grounded to avoid induced voltages. 9. The Village of Buffalo Grove's equipment cannot exceed fourteen(14)feet in height on the right-of-way. 10. The Village of Buffalo Grove cannot leave construction equipment and materials on ComEd Property when there is no work activity. 11.The north tower line has 2-138,000 volt circuits, and the south tower line has 2- 345,000 volt circuits. When working in the vicinity of ComEd's electric transmission lines during the path installation, OSHA requires that a minimum twenty(20) foot working clearance distance must be maintained between the Village of Buffalo Grove's equipment and ComEd's 345,000 volt electric transmission conductors, and a minimum thirteen(13)foot working clearance distance must be maintained between the Village of Buffalo Grove's equipment and ComEd's 138,000 volt electric transmission conductors. A note to this effect should be added to all construction drawings. 12. The Village of Buffalo Grove must be made aware that the Company does use heavy equipment and cannot be responsible for any damage to the Village of Buffalo Grove's facilities that may occur due to the Company's right to access our property to operate and maintain new and existing transmission and distribution facilities. Additional Requirements Exhibit"C' 13. Upon completion of Village of Buffalo Grove's project, the Village of Buffalo Grove must remove any equipment, construction debris and material from the right-of-way and restore any other disturbed areas of the right-of-way to their pre- construction condition. 14. ComEd does not have the resources to answer requests for detailed EMF and induced voltage studies. The Village of Buffalo Grove is responsible for these requests. ComEd. Commonwealth Edison Company An EXelon Company Three Lincoln Center Oakbrook Terrace,IL 6o181-426o EGEOVE January 23, 2009 FEB - 2 2009 Village of Buffalo Grove 50 Roupp Blvd Buffalo Grove, IL 60089 Re: License between Commonwealth Edison and the Village of Buffalo Grove dated July 16, 2001 ( the "License") Dear Mr. Brimm: We hereby agree, subject to your execution of a copy of this letter, to amend the License to extend the term of the License from August 1, 2006, to April 30, 2007. If you agree to this amendment of the License please execute a copy of this letter and return it to the undersigned. Sincerely, John Mishevksi The undersigned hereby agrees to amend the License to extend the term of the License to April 30, 2007. Executed this day of 2009 Village of Buffalo Grove By: William H. Brimm Its:Village Manager � 0 REF LEGAL G Gt�YYj RESOLUTION NO. 2009- Illinois Department Resolution for Improvement by p Municipality Under the Illinois of Transportation Highway Code BE IT RESOLVED, by the President and Board of Trustees of the Council or President and Board of Trustees Village of Buffalo Grove Illinois City,Town or Village that the following described street(s) be improved under the Illinois Highway Code: Name of Thorou hfare Route From To See attached list BE IT FURTHER RESOLVED, 1. That the proposed improvement shall consist of curb and gutter, base course restoration and resurfacing, design engineering and construction engineering and shall be constructed 35' and 27' B-B wide and be designated as Section 09-00099-00-RS 2. That there is hereby appropriated the (additional ❑ Yes ® No) sum of One million two hundred fifty-six thousand one hundred seventy-two Dollars ( $1,256,172.00 ) for the improvement of said section from the municipality's allotment of Motor Fuel Tax funds. 3. That work shall be done by contract ; and, Specify Contract or Day Labor BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit two certified copies of this resolution to the district office of the Department of Transportation. Approved I, Janet M. Sirabian, Village Clerk Clerk in and for the Village of Buffalo Grove City,Town or Village County of Cook and Lake hereby certify the Date foregoing to be a true, perfect and complete copy of a resolution adopted by the President and Board of Trustees Council or President and Board of Trustees Department of Transportation at a meeting on May 4, 2009 Date IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this 4th day of May, 2009 Regional Engineer (SEAL) City,Town, or Village Clerk Printed 4/21/2009 BLR 09111 (Rev. 11/06) YEAR 2010 PROJECT DESCRIPTION Street Limits Dogwood Terrace Pauline Avenue to end Hazelwood Terrace Pauline Avenue to end Buckthorn Terrace (W) Horatio Boulevard to Buckthorn Court Buckthorn Court Buckthorn Terrace to end Ridgewood Lane Pauline Avenue to Horatio Boulevard Knollwood Drive Thompson Boulevard to Oxford Drive Oxford Drive Knollwood Drive to end Woodstone Circle Woodstone Drive to Woodstone Drive Woodstone Drive Weiland to Woodstone Circle Brandywyn Lane Aptakisic Road to Com Ed Row Coventry Lane Brandywyn Lane to end Coventry Court Coventry Lane to end London Court Brandywyn Lane to end Dover Court Brandywyn Lane to end Brandywyn Lane Deerfield Parkway to Thompson Boulevard Brandywyn Court Brandywyn Lane to end LeJardin Court Armstrong Drive to end Old Oak Drive Buffalo Grove Road to end Old Oak Court West Old Oak Drive to end Old Oak Court East Old Oak Drive to end G:AENGINEER\STRMAINT\YEAR 2010.doc 4/3 0/2009 ORDINANCE NO. 2009- AN ORDINANCE AMENDING THE COMPREHENSIVE ZONING ORDINANCE TITLE 17 OF THE VILLAGE OF BUFFALO GROVE MUNICIPAL CODE CONCERNING INTER—TRACK WAGERING LOCATIONS (OFF—TRACK BETTING FACILITIES) WHEREAS, the Village of Buffalo Grove is a Home Rule Unit by virtue of the Illinois Constitution of 1970; and, WHEREAS, the Village has determined that text amendments to the Zoning Ordinance, Title 17 of the Village of Buffalo Grove Municipal Code ("Municipal Code"), are necessary concerning inter—track wagering locations (also known as off—track betting facilities) to provide appropriate controls to ensure the public health, safety and welfare; and, WHEREAS, the Village Plan Commission conducted a public hearing concerning said amendments and has forwarded its recommended amendments to the Village Board; and, WHEREAS, the President and Trustees of the Village have determined that the proposed amendments are appropriate to properly regulate inter—track wagering locations. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFALO GROVE, COOK AND LAKE COUNTIES, ILLINOIS: Section 1. Chapter 17.12. "Definitions" of the Municipal Code is hereby amended by adding the following: Section 17.12.298: Inter—track wagering location —A facility licensed by the State of Illinois to conduct off—track betting operations. Section 2. Chapter 17.28. "Special Uses" of the Municipal Code is hereby amended by adding the following: Section 17.28.070 Special use for inter—track wagering locations A. A special use for inter—track wagering on a property zoned in the B-3 Planned Business Center District may be authorized by the passage of an ordinance by the Corporate Authorities after a public hearing and recommendation by the Plan Commission in accordance with Section 17.28.030. B. The Plan Commission shall review the special use application for compliance with the following criteria and standards: 1. The special use shall meet the requirements of Section 17.28.040. 1 2. An inter—track wagering location (off—track betting facility) shall meet the following conditions and requirements: a. The operator of the inter—track wagering location shall obtain a license from the Illinois Racing Board for the property to be used for the wagering location. b. The licensee of the inter—track wagering location shall maintain good standing with the State of Illinois concerning said license. C. The inter—track wagering location must be operated in conjunction with a restaurant engaged in the preparation, sale and dispensation of food for consumption on the premises. d. The licensee of the inter-track wagering facility shall provide a report from the Illinois Racing Board or approved organization as determined by the Village to the Village Chief of Police pertaining to the background check for each person involved in the management of the inter—track wagering location. e. Access to the camera surveillance system for the inter— track wagering location and the related restaurant operation shall be provided to the Village, including access by an Internet connection. f The alarm system for the inter—track wagering location and the related restaurant operation shall be connected the Northwest Central Dispatch System or other emergency response system as determined by the Village. g. Provisions for off—site parking shall be made at the direction of the Village. h. Any special events relating to inter—track wagering on the property shall be identified by the licensee in the petition to the Village for a special use. i. The Village may require specific plans and related information from the licensee and property owner concerning management of special events, management of parking (both on the property and off—site), and management of security for the inter—track wagering location and related restaurant operation. 2 Section 3. This ordinance shall be in full force and effect from and after its passage, approval and publication. This ordinance may be published in pamphlet form. AYES: NAYS: ABSENT: PASSED: APPROVED: ATTEST: APPROVED: Village Clerk Village President 3 NOTICE TO BIDDERS A. The Village of Buffalo Grove (hereinafter referred to as the Owner) will receive bids for The Village Hall Antenna Tower until 2:30 p.m., local time, on Tuesday, the 19"' day of May, 2009 at The Village of Buffalo Grove,Village Clerk's Office, 50 Raupp Blvd, Buffalo Grove, IL. B. Bids will be publicly opened and read at the time noted above. C. Bids will be received for the entire Work under one Contract. D. The Bidding Requirements and Contract Documents are on file at the office of the Architects. E. Contract Documents may be obtained only by (Bidding) Contractors at JTS Architects, 101 Schelter Road, Suite A103, Lincolnshire, IL 60202, Phone: (847) 634-8100,Attn: Carl Giometti, after 2:00 p.m. on Tuesday, May 5, 2009. F. All Bids must be accompanied by a Bid Security in the form of a Bid Bond or Certified Check and made payable to the Owner in the amount of 5%of the Base Bid plus additive alternates. G. The Owner reserves the right to reject any and all bids, to waive any informality in bidding, or accept the bid that, in their opinion, will serve their best interests. H. This Work is subject to the wage provisions of the Illinois Prevailing Wage Act. 820 ILCS 130/0.01 at seq. I. This Notice is written in the name of the Owner. NOTICE TO BIDDERS page 1 of 1 JTS ARCHITECTS 1823.A VILLAGE OF BUFFALO GROVE 50 RAUPP BLVD. BUFFALO GROVE, ILLINOIS 60089 REQUEST FOR PROPOSAL FIXED WIRELESS SYSTEM TO SUPPORT THE BUFFALO GROVE MUNICIPAL AREA NETWORK INCLUDING EQUIPMENT FOR: BUFFALO GROVE VILLAGE HALL BUFFALO GROVE FIRE STATION NO. 25 BUFFALO GROVE FIRE STATION NO. 26 BUFFALO GROVE FIRE STATION NO. 27 ARBORETUM CLUB GOLF MAINTENANCE SHOP WELL 1 WELL 2 WELL 6 WELL 7 BUFFALO GROVE PARK DISTRICT FITNESS CENTER PARK DISTRICT ALCOTT CENTER TRIPP SCHOOL MERIDIAN SCHOOL APTAKISIC SCHOOL PRITCHETT SCHOOL ISSUE DATE: MAY 7, 2009 MANDATORY PRE-PROPOSAL MEETING: May 14, 2009 — 1 :00 pm PROPOSAL DUE DATE: May 26, 2009 — 1 :00 pm 4/29/09-Version 1 REQUEST FOR PROPOSAL 2009 FIXED WIRELESS SYSTEM PROJECT VILLAGE OF BUFFALO GROVE I. INTRODUCTION A. Legal Notice B. Certification Form C. General Information D. RFP Submittal Requirements E. Selection Process and Basis of Award F. Terms and Conditions II. SCOPE OF SERVICES A. Locations B. Wireless System Description and Requirements C. Evaluation Criteria D. Further Proposal Requirements III. STANDARDS A. Resident Notification B. Permitted Hours of Work C. General Debris D. Miscellaneous Incidental Restoration E. Facility Restoration F. Labor and Materials G. Tools and Test Equipment H. Permits and Approvals I. Codes and Standards J. Quality and Workmanship K. Non-disruption L. Installation of Cabling M. Equipment Installation Guidelines and Requirements N. Standards and Code References O. Installation Standards for Customer Premise Equipment P. Fiber Optic Cabling ATTACHMENTS 1 References 2 Price Proposal 4/29/09-Version 1 2 FIXED WIRELESS SYSTEM PROJECT VILLAGE OF BUFFALO GROVE May 5, 2009 I. INTRODUCTION A. Legal Notice Legal notice was published May 7, 2009 in the Daily Herald as follows: Village of Buffalo Grove Request for Proposals Fixed Wireless Systems May 7, 2009 The Village of Buffalo Grove is soliciting proposals from firms with demonstrated experience in designing, installing and maintaining fixed wireless systems and infrastructures. The Request for Proposal document may be obtained from: Robert Giddens Director of Information Technology Village of Buffalo Grove 50 Raupp Blvd. Buffalo Grove IL 60089 rgiddens@vbg.org A mandatory informational meeting of the Village facilities to be linked with the wireless system will be held on May 14, 2009 at 1 :00 p.m. in the EOC meeting room of the Village Hall, 50 Raupp Blvd., Buffalo Grove IL 60089. It is mandated that firms planning to submit a proposal attend this meeting. This will be the only opportunity to discuss the project, and ask questions about the scope of services and other requirements of this RFP. The closing date and time for receipt of proposals is Tuesday, May 26, 2009, at 1 :00 pm, after which time additional proposals will not be accepted. This project is subject to compliance with the Illinois Prevailing Wage Act and the Employment of Illinois Workers on Public Works Act. This Project is subject to compliance with the Illinois Prevailing Wage Act and the Employment of Illinois Workers on Public Works Act. Janet Sirabian, Village Clerk 4/29/09-Version 1 3 B. Certification Form NOTE: THIS FORM MUST BE NOTORIZED 4/29/09-Version 1 4 C. General Information The Village of Buffalo Grove requests proposals to install an upgraded fixed wireless system that will link 15 key facilities in the Village. This system will re-connect a wireless network that was in place before, but was destroyed when a communication tower at Village Hall fell. The wireless system is needed to support new voice, video and data applications between the Village and other Village sites. Additionally it will provide connectivity for the Buffalo Grove Park District and their remote sites and lastly it will provide a backup network for School District 102. This system will support IP based devices for all locations. All questions and inquiries about this RFP are to be directed to: Robert Giddens, Director of Information Technology Village of Buffalo Grove 50 Raupp Blvd, Buffalo Grove, IL 60089 rgiddensCa)vba.or All inquiries about the RFP will be distributed to all companies by Email based upon the Email address supplied to the Village during the mandatory informational meeting. D. RFP Submittal Requirements Two copies of the proposal, including all attachments, shall be submitted to the Office of the Village Manager in a sealed envelope. The envelope shall be clearly marked "Fixed Wireless RFP" on or before 1:00 pm on Tuesday, May 26, 2009. Any proposal received after this date and time will be refused and returned unopened. Technical Proposal Preparation and Format The technical proposal contents shall be typed and must be presented with the following minimum sections to be considered a compliant response: Cover Table of Contents Transmittal Letter with executive signature Scope of Services Implementation Plan Detailed Bill of Materials Required Attachments: 1. References 2. Company and staff qualifications 3. The completed form from RFP Section 1 B 4. Written acceptance of terms stated in RFP Section 1 F 5. A copy of RFP Section 3 indicating acceptance of standards 6. Requested documents and data 7. Product feature sheets and specifications 8. Other vendor materials Transmittal Letter The Transmittal Letter shall be in an Executive Summary format and be signed by an officer of the company that can legally bind your company in a contract for the proposed materials and services. 4/29/09-Version 1 5 Scope of Services Provide a clear description of the services that you are proposing. These services shall be similar to the tasks shown in the implementation plan. Implementation Plan Provide a sample plan composed of key tasks illustrating your approach to the implementation of the network and likely duration of the process. Detailed Bill of Materials Your proposal must include a detailed bill of materials for parts and proposed services. Attachment 1: References Your Proposal must include a reference list for at least three similar projects included in the last two years for local entities. The list will contain a brief scope of work along with the names and contact telephone numbers for each reference. The list must include sub-contractors to be used on this project if applicable. The reference customers must have received similar services to the wireless services that you are proposing. See RFP Attachment 1 for an example of a form that is appropriate. Attachment 2: Company and Staff Qualifications Provide a brief overview of your company. Identify the Project Manager/Coordinator for the project should you be the successful bidder. Describe the experience of the personnel that will be involved with the implementation of the project. Show the personnel that are certified by the manufacturer of the equipment or submit other proof of equivalent experience. Provide a brief biography with certifications and experience for each employee that will be participating in the project. Attachment 3: RFP Certification Form Complete the form in RFP Section 1 B. The form must be notarized and included as the attachment to your response. Attachment 4: Terms and Conditions Include a written statement that indicates acceptance of the Village of Buffalo Grove Terms and Conditions that are included in RFP Section 1 F. Attachment 5: Village Standards Excerpt RFP Section 3 and include as this attachment to your response. Indicate your acceptance of these standards or make comment where indicated. Attachment 6: Requested Document or Data Place any other requested document or data in this section that does not have a designated attachment. Attachment 7: Product Data Sheets Include data sheets for all equipment and services being proposed in this attachment. 4/29/09-Version 1 6 Attachment 8: Other Vendor Materials Include any additional materials that may be relevant to your proposed approach to this project in this attachment. Price Proposal Preparation and Format A separate price proposal shall be prepared using the Detailed Bill of Materials from the Technical Proposal with pricing added for each line item with a total for the project at the bottom of the page. E. Selection Process and Basis of Award Village staff will perform an evaluation of the proposals received. Appropriate finalist(s) will be interviewed by the Village, after which a selection will be made. The Village reserves the right to reject any or all proposals and to waive any informality or technical error and to accept any proposal deemed most favorable to the interests of the Village. The Village will review proposals based upon your response in the following areas: 1. Compliance with the required format for the response. 2. Prior experience with fixed wireless systems. 3. The ability of the firm to meet the requirements outlined in Section 1 B, certification form. 4. Proposed fees 5. Understanding of the Village's current and future needs 6. Technical and services approach 7. References Additional criteria to be used include: • The ability and skill of the firm to meet the requirements of the RFP and provide ongoing preventive and remedial service. • The ability to provide prompt support services. • The character, integrity, reputation,judgment, experience and efficiency of the firm. • The quality of the performance on previous contracts for materials and services. • The previous and existing compliance by the firm with laws and ordinances relating to the firm's services. • The financial resources and ability of the firm to perform the contract and provide the required services. • The terms and scope of conditions attached to the proposal. F. Terms and Conditions 1. Any contract or agreement resulting from the acceptance of this proposal by the Village shall be approved by the Village's Legal Department, and shall contain, as a minimum, applicable provisions of this Request for Proposal. The Village reserves the right to reject any agreement that does not conform to the Request for Proposal and any Village requirements for agreements and contracts. Vendors should include any standard contract documents with their proposal. 2. If, through any cause, the firm fails to fulfill any of the obligations agreed to in a timely and proper manner, the Village shall have the right to terminate the contract by notifying the firm in writing of such termination at least 15 calendar days in advance of such termination. 3. The Village reserves the right to request clarification of information submitted and request additional information as needed. 4/29/09-Version 1 7 4. General Contractor or Subcontractor Hold Harmless Agreement. The Contractor shall indemnify and hold harmless the Municipality its agents, and its employees from and against all claims for personal injury, property damage or stolen goods, including claims against the Village, its agents, or servants, arising out of the Illinois Structural Work Act, and all losses and expenses, including attorney's fees that may be incurred by the Village, defending such claims, arising out of or resulting from the performance of the work and caused in whole or in part by any negligent act or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by the party indemnified hereunder. In any and all claims against the Village or any of its agents, or servants by an employee of a Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, the indemnification obligation under this paragraph shall not be limited in any way by any limitation on the amount or type of damages, compensation of benefits payable by or for the Contractor or subcontractor under Workers' Compensation Acts, Disability Acts, or their Employee Benefit Acts. 5. Insurance. The Contractor shall meet all insurance requirements as stated in Article 107.26 and 107.27 of the IDOT Standard Specifications. All insurance policies obtained for the project shall include the Village of Buffalo Grove and its duly authorized representatives as additional insured parties. All costs associated with meeting these requirements shall be considered incidental to the Contract. These requirements can be found on the State of Illinois website at http://www.dot.state.il.us/desenv/pdfspec2002/sec100.pdf 6. The Contractor will be responsible for any damages, injuries, accidents, and claims resulting from, and or occurring during completion of specified services. 7. The Contractor will be responsible for transportation of all materials to the job site (FOB Destination) and be responsible for insurance on all materials after initiation of job and until the point where the Village accepts the completed system. 8. Performance and Payment Bond for 100% of the contract price and proof of insurance must be on file with the Village before work can be started. 9. Contractor shall submit sworn contractors affidavit along with lien waivers with request for payment. 10. Contractor shall comply with the Illinois Prevailing Wage Act and the Employment of Illinois Workers on Public Works Act. 11. The contract shall be subject to a liquidated damages provision equal to $550 per calendar day for each day past the agreed upon time schedule for completion until final acceptance of the work. 4/29/09-Version 1 g II. SCOPE OF SERVICES This section contains the description of the requirements for an upgraded fixed wireless system to link several locations within the Village of Buffalo Grove. A. Locations The Village of Buffalo Grove is requesting a proposal to install a replacement wireless data networking system to link the Village Hall with the 14 remote locations. The Village wants to re- establish a high-speed data network between the Village Hall and the remote locations for the Village, the Park District and School District. The central location and main access point for the wireless network is: Village of Buffalo Grove 50 Raupp Blvd Buffalo Grove, IL 60089 The remote Village locations are: Fire Station 25 505 W Dundee Buffalo Grove, IL 60089 Fire Station 26 109 Deerfield Parkway Buffalo Grove, IL 60089 Fire Station 27 100 W Half Day Rd Buffalo Grove, IL 60089 Arboretum Golf Maintenance Building 401 W Half Day Rd Buffalo Grove, IL 60089 Well 1 345 N Arlington Heights Rd Buffalo Grove, IL 60089 Well 2 525 N Arlington Heights Rd Buffalo Grove, IL 60089 Well 6 120 Horatio Blvd Buffalo Grove, IL 60089 Well 7 400 LaSalle Rd Buffalo Grove, IL 60089 (continued on next page) 4/29/09-Version 1 9 The remote Park District buildings are: Buffalo Grove Fitness Center 601 Deerfield Parkway Buffalo Grove, IL 60089 Alcott Center 530 Bernard Drive Buffalo Grove, IL 60089 The remote School District 102 buildings are: Tripp Elementary School 850 Highland Grove Drive Buffalo Grove, IL 60089 Meridian Middle School 2195 Brandywyn Buffalo Grove, IL 60089 Aptakisic Junior High School 1231 Weiland Rd Buffalo Grove, IL 60089 Pritchett Elementary School 200 Horatio Rd Buffalo Grove, IL 60089 B. Wireless System Description and Requirements 1.0 Spectrum 1.1 The network must utilize the 4.9GHz public safety band. 1.2 Describe the channel plan for the system. 1.2.1 What channel bandwidths are used? 1.2.2 How many channels are available and how many will be used in the system? 1.2.3 How is self-interference to be managed/planned? 1.3 Describe the transmit power and antenna options that can be used for each component in the system. 1.3.1 If directional antennas are planned, are the devices certified to the FCC high- power mask? Does the network have a symmetric link, or is the link margin greater in the downlink or uplink directions? 1.4 Are there any limitations to co-locating and/or using adjoining frequencies in the same location? 1.5 How does the solution connect/backhaul to the existing IP network? 1.6 If using the same spectrum for backhaul describe how this is done 2.0 Protocol 2.1 The system must use an open standard protocol 2.2 What standards body recognizes the protocol, 2.3 Does this protocol provide for interoperability 3.0 Security 3.1 The system must provide access control to keep rogue devices from accessing the network. Explain how this is accomplished. 3.2 The system must provide airlink data privacy in the form of AES encryption. 3.3 Describe the systems vulnerability to wireless denial of service attacks. 4/29/09-Version 1 10 4.0 Capacity 4.1 Describe the expected airlink throughput in the following manner: 4.1.1 Throughput per channel (X Mbs/X MHz) in the uplink and downlink directions 4.1.2 Through put per access point in the uplink and downlink directions 4.1.3 Throughput across spectrum used in the network. 4.2 The system must guarantee the capacity for the mission critical applications on the network. 4.3 How does the capacity vary as the number of clients that are registered to an access point changes? 4.4 How is the capacity allocated when multiple devices are attempting to send data such that the desired throughput exceeds that channel capacity? 4.4.1 If the proposal includes multi-hop or mesh network nodes, explain how the capacity varies across multi-hop links, and how multi-hop links affect the capacity of the complete network. 5.0 Quality of Service(QoS) 5.1 The system must guarantee QoS for mission critical applications. How are these QoS guarantees provided? 5.1.1 Describe how this QoS is met. 5.2 Describe how the solution manages and guarantees QoS. 5.3 Can multiple applications have QoS guaranteed at the same access point? Describe this. 5.4 What is the limit of guaranteed QoS applications at a given access point? 5.5 Priority 5.5.1 Describe how priority is set for applications and or users. 5.5.2 Is there a limit to the tiers of prioritization? 5.6 Latency 5.6.1 The system shall guarantee a maximum latency of 100mS for each endpoint. Describe how this latency requirement is met. 5.6.2 What is the roundtrip latency for the solution? 5.6.3 What factors could affect this? 5.6.4 What factor does system loading have on latency? 6.0 Environmental 6.1 The equipment must be rated for outdoor mounting in harsh environments. Describe the environmental ratings and qualifications of all outdoor equipment. 6.2 All outdoor equipment should be rated from -30C to +60C. 6.3 All outdoor equipment shall be rated IP66 [or higher]. D. Further Proposal Requirements In your proposal address the following: Warranty — Describe manufacturer and installer warranties that are provided as part of your proposal. Describe any required maintenance the wireless system will require during the warranty period. Repair and Maintenance services - Maintenance responsibilities and services with related costs should be described. Schedule— Provide a proposed schedule for the work describing tasks and times. Ownership of wireless equipment -- The proposal must indicate that the Village will own all wireless equipment related cabling upon acceptance of the completed installation. 4/29/09-Version 1 11 Cost -- The proposal must address costs for material and labor, and any other related costs. Total costs must be itemized. 4/29/09-Version 1 12 III. STANDARDS The following general standards sections that are based upon the Illinois Department of Transportation Standard Specifications (these requirements can be found on the State of Illinois website at http://www.dot.state.il.us/desenv/pdfspec2002/sec100.pdf) shall apply to the scope of work requested within this Request for Proposal: A. Resident Notification The contractor is responsible for notifying the residents and businesses prior to start of all construction that would affect access. The Village must approve the method of notification. B. Permitted Hours of Work The Village of Buffalo Grove Municipal Code restricts all construction activity to the 12-hour period from 7:00 am to 7:00 pm on weekdays, and the 11-hour period on Saturday and Sunday from 8:00 am to 7:00 pm. All Contractors working on this project will be bound by these requirements. C. General Debris During the performance of the work, Contractor shall keep a reasonable degree of order by disposing of accumulated rubbish and waste material, and at the completion of the work the site shall be cleared of all debris, leftover tools, consumable supplies, and materials which may have accumulated in the performance of the work. Where the Contractor, after ten (10) days notice, fails to keep the area of work reasonably clean and safe or fails to clean this area at the completion of the work, the Village may perform this work, the cost of which shall be against Contractor's account and may be deducted from the sums due or to become due to the Contractor. The Contractor is responsible for the physical removal of rubbish and packing materials from the Village premises. D. Facility Restoration The Contractor shall be responsible for replacing or restoring to original condition any damage to water tanks, floors, ceiling, walls, window, door, fixtures, furniture, grounds, pavement, roots, building exteriors, mechanical and electrical systems, etc., caused by its personnel and operations. Any damage or disfiguration will be restored at the Contractor's expense. The Contractor shall be responsible for all out of service and damage claims billed by third parties for damage caused by the Contractor. E. Labor and Materials Unless otherwise specified, the contractor must furnish all labor, equipment, materials, wire, cable, conduits, outside plant, transportation, shipping, and supplies necessary to complete this project in a satisfactory manner in accordance with the plans, specifications and terms of this RFP. All materials shall be shipped FOB distribution. 4/29/09-Version 1 13 F. Tools and Test Equipment The Contractor must supply, furnish, fabricate or otherwise provide all utilities, tools, installation equipment, and test equipment that are required or completing the installation and implementation of the fiber optic system. G. Permits and Approvals The Contractor must apply for and obtain all permits and approvals from the Village and any other regulatory agencies, and all building owners and managers. The Contractor will pay costs of these permits and approvals beyond those not waived by the Village. H. Codes and Standards The contractor must possess the equipment and all required licenses and authorizations necessary to complete the type of services required. The Contractor is responsible for compliance with all Local, State and Federal codes, the NEC and with procedures established under the ANSI/TIA/EIA 56813-3, 569A, 606 and 607 recommendations. Grounding and bonding will be performed as outlined in the ANSI/TIA/EIA 607 standard and the BICSI Telecommunication Distribution Methods Manual (TDMM). If there are violations of code, the Contractor must make corrections at no cost to the Village. I. Quality and Workmanship Quality of work and neat appearance shall be as important as the electrical and mechanical efficiency of the system. J. Non-disruption During installation and cutover, all reasonable precautions must be undertaken to prevent or minimize any disruption of or disturbance to Village operations. Access to Village facilities may not be impaired without the Village's prior approval. The Contractor is responsible for insuring minimal disruption of any existing telemetry, telephone, video, SCADA systems, water tower systems and data communications' systems and networks. Planned outages shall be scheduled only with permission from the Village. K. Installation of Cabling It is the responsibility of the installing firm to inform the owners/operators of facilities (e.g., electric power, natural gas, and other communication cables) located near the proposed installation of the specific dates and times of the installation. The vendor must follow standards and practices outlined by OSHA for all work in confined or hazardous spaces. 4/29/09-Version 1 14 L. Equipment Installation Guidelines and Requirements Approval of the installation plan and procedures will occur most quickly if the guidelines and requirements presented below are adhered to. Exceptions to the rules will be considered, but will require supportive documentation. 1. Type of Cable and Conduit The Village of Buffalo Grove Electrical Code covers the type and material make-up of communication cable and conduit. Questions regarding this code should be addressed to the Village of Buffalo Grove. For fiber optic cable, the following highlights the requirements and guidelines: a) Fiber optic cables must be of the proper construction so as to prevent mechanical injury, failure due to lightning or rodent damage, and suitable for installation where a conduit, duct or raceway is not proposed. Other installations shall require a conduit or supporting duct (e.g., under the street, in plenum areas). b) In any areas that are subject to periodic flooding, cable and equipment shall be waterproof. c) All equipment must be clearly identified as to the owner. d) All installations shall comply with the provisions of the Village of Buffalo Grove Electrical Code and any other applicable local and national code. M. Standards and Code References The following standards and specifications apply to installed equipment in the locations as defined in the attached document. Except as otherwise specified, materials must be new, must conform to industry standards, and must be Underwriter's Laboratories listed and labeled. Defective or damaged materials must be replaced or repaired prior to final acceptance in a manner that meets the approval of the Village and at no additional cost to the Village. In addition, the latest editions of the following standards are minimum requirements (when there are conflicts between codes and standards, the more stringent standards or codes shall apply): 1. American National Standards Institute (ANSI) 2. Village of Buffalo Grove Codes 3. Electronic Industries Associated Telecommunications Industry Association including but not limited to: EIA/TIA 567, 568, 569, 607, 72, 606 4. Institute of Electrical and Electronic Engineers (IEEE) 5. International Telecommunications Union (ITU) 6. International Organization for Standardization (ISO) 7. Internet Engineering Task Force (IETF) 8. National Electric Codes (NEC®) 9. National Fire Protection Association (NFPA) 10. National Electronic Manufacturers Association (NEMA) 11. Rural Electrification Association Standards (REA) N. Installation Standards for Customer Premise Equipment 1. All elements of the system installation shall conform to local building codes. 2. The Bidder is responsible for the engineering, furnishing, and installation of all interface equipment to existing voice, video, and data equipment. 3. The Village shall be allowed to attach technically compatible equipment without abrogating any warranties of the bidder. 4/29/09-Version 1 15 4. To the extent possible, the system shall be assembled and wired at the factory. The system shall be tested and adjusted to the maximum extent possible before shipment. 5. Upon completion of the system's installation and prior to acceptance by the Village, all equipment shall be thoroughly cleaned and made free of extraneous bits of installation materials, wire, etc., by the contractor. Debris resulting from the installation shall be removed from all areas and be disposed of by the contractor. 6. Prior to acceptance testing, the bidder shall certify to the Village that all system hardware and features provided in the system have been thoroughly tested to ensure that no mechanical or electrical problems exist and that all system features are functional. 7. The contractor shall not interfere with existing telephone, video, and data service in any fashion without Village permission. On water towers no interference shall be caused to existing communication provider's equipment. 8. The bidder shall provide an acceptance checklist to be approved by the Village. O. Fiber Optic Cabling Fiber optic cabling may be used between the data facilities and the wireless radio transceivers at the discretion of the bidder. All fiber cabling must meet or exceed the applicable TINEIA standards and the IEC test methods for the specified attributes. The transmission characteristics of the fiber shall comply with applicable ITU-T standards. 4/29/09-Version 1 16 ATTACHMENT 1 Village of Buffalo Grove Request for Fixed Wireless System Proposal Return with Proposal REFERENCES Bidder Instructions: Each contractor shall provide no less than three references for the installation of fixed wireless systems that demonstrate the skills bidder has proposed in the response to this RFP. MANDATORY INFORMATION BUSINESS: ADDRESS: CONTACT PERSON: PHONE NUMBER: APPROXIMATE DATE: BUSINESS: ADDRESS: CONTACT PERSON: PHONE NUMBER: APPROXIMATE DATE: BUSINESS: ADDRESS: CONTACT PERSON: PHONE NUMBER: APPROXIMATE DATE: BUSINESS: ADDRESS: CONTACT PERSON: PHONE NUMBER: APPROXIMATE DATE: 4/29/09-Version 1 17 ATTACHMENT 2 Village of Buffalo Grove Request for Fixed Wireless System Proposal Price Proposal Return with Proposal This document is a standard price proposal and shall be submitted in a sealed envelope along with the other required information. Prepare separate pricing summaries for each of the sites below. Village Hall -- Hub Site Pricing Summary LOCATION: 50 Raupp Blvd. Material Cost: $ Labor Cost $ Other Cost $ Total $ Remote Village Sites (8) Pricing Summary Material Cost: $ Labor Cost $ Other Cost $ Total $ Remote School District Sites (4) Pricing Summary Material Cost: $ Labor Cost $ Other Cost $ Total $ Remote Park District Sites (2) Pricing Summary Material Cost: $ Labor Cost $ Other Cost $ Total $ Date Phone # Legal Entity Signature Printed Name Address 4/29/09-Version 1 18