Contract Review Committee

Regular Meeting

Oak Park, IL · February 29, 2016

Minutes

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Minutes Contract Review Committee Monday, February 29, 2016 6:30 PM Room 130 1. Call To Order Call to Order 6:30 p.m. Present: 1- Anan Abu-Taleb Absent: 0 2. Roll Call Present were members of the Contract Review Committee, Trustees Salzman and Tucker, President Abu-Taleb Absent: None Staff in attendance included Village Clerk Powell, Village Manager Pavlicek, Village Attorney Stephanides and Village CFO Lesner. 3. Public Comment There was no public comment. 4. Approval of Minutes As this was the first meeting of this new Committee, there were no minutes to approve. 7. Old Business 8. New Business It was determined that the Committee would review the contracts presented in order if there were any questions. RES 16-132 A Resolution Authorizing a Change Order for to the Contract with MYS, Incorporated for the Salt Storage Building Project 15-14, for an Additional $8,983. President Abu-Taleb mentioned that the agreement included parking for some Cook County Building Department vehicles. Manager Pavlicek explained the need for salt storage. Village of Oak Park Page 1 Printed on 12/18/2018 Contract Review Committee Meeting Minutes February 29, 2016 Trustee Salzman asked that each contract summary indicate whether the contracts were competitively bid. There was a requirement for an additional feature, increasing the cost. RES 16-131 A Resolution Approving the Execution of an Amendment to a Professional Services Agreement between HR Green, Inc. and the Village of Oak Park in an Amount Not to Exceed $104,375 and Authorizing its Execution This contract has been pulled back for further review. RES 16-130 A Resolution Approving a Contract with Cerniglia Co. for Project 16-1, Sewer Main Improvements, in an amount not to exceed $955,444 and Authorizing its Execution President Abu-Taleb reviewed the Sewer project. All bids exceeded the original cost budgeted by $55,000. Trustee Tucker recommended that a brief summary of why the bid was made in such a situation withthe relevant information. There was discussion of whether bedgeting was realistic. President Abu-Taleb recommended that constriction affecting the business area be scheduled to avoid conflicts with active business periods. Manager Pavlicek explained that this is done with schools, and can be done with businesses as well, barring issues with weather. The most britical business period is the winter holiday season. RES 16-129 A Resolution Authorizing the Purchase and Planting of Parkway Trees in 2016 Through Contracts Secured by the Suburban Tree Consortium in an amount not to exceed $165,000.00 and Waiving the Village’s Bid Process This is part of consortium, which competitively bid this contract. RES 16-128 A Resolution Approving the Renewal of the Agreement with CityEscape Garden & Design LLC of Chicago, IL for the 2016 Commercial District Planter Program in an Amount Not To Exceed $140,000.00 President Abu-Taleb asked if a particular landscaper did a better job. There hasn't been feedback about that. President Abu-Talen suggested devoting more of the budget to improving the area around Village Hall, as this is in the middle of neighborhoods. He asked about design information for what could be possible, and mentioned the planters by his restaurant which have been well-received. Trustee Tucker suggested something more substantial (shrubbery or other dramatic planting. Mayor Abu-Taleb suggested that such improvements reduce crime and mentioned the landscaping at Oak Lawn's municipal building. RES 16-127 A Resolution Approving the Purchase of Three 2016 Ford Utility Police Village of Oak Park Page 2 Printed on 12/18/2018 Contract Review Committee Meeting Minutes February 29, 2016 Interceptor Vehicles for Fire Department use from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process RES 16-126 A Resolution Approving the Purchase of Four 2016 Ford Utility Police Interceptor Vehicles with Police Packages from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process RES 16-125 A Resolution Approving the Purchase of one 2016 Ford Transit Connect Cargo Van from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process RES 16-124 A Resolution Approving the Purchase of Six 2016 Dodge Charger Vehicles with Police Packages from Napleton Dodge of Westmont, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process RES 16-123 A Resolution Approving the Purchase of two 2016 Ford Escape Crossovers from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process RES 16-122 A Resolution Approving the Purchase of two 2016 Ford Escape Crossovers from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process RES 16-121 A Resolution Approving the Purchase of Eleven 2016 Ford Fusion Hybrid Sedans, from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process The contracts for vhicles above were discussed as a group. Manager Pavlicek discussed the vehicle purchase program in general. Certain purchases are paid through the RICO program (limited to police vehicles and occasionally other equipment.) Most of these are purchased through a cooperative. CFO Lesner noted that the annual amount available through RICO over the past ten years has been in the range of $150,000-$200,000. Item 16-122 and 123 are thought to be duplicates and this will be checked. Staff assured the Board that they do not place duplicate orders. There was discussion of additional cost of purchase of hybrids. The difference in cost is insignificant. RES 16-120 A Resolution Approving Agreements with Canon Solutions America, Inc., for a Five Year Lease of an Oce Colorwave 500 Printing System in an amount not to exceed $51,445.00 and Authorizing Their Execution Village of Oak Park Page 3 Printed on 12/18/2018 Contract Review Committee Meeting Minutes February 29, 2016 Manager Pavlicek noted that these special printers are required for Public Works Engineersing projects. This was cometitively bid. Trustee Salzman noted that this may an example of opportunity to share such equipment with other governments. Manager Pavlicek noted other examples of sharing and Trustee Salzman suggested a protocol when expensive equipment is acquired to consider sharing or loaning of such resources. 9. Adjournment It was moved by Trustee Tucker, seconded by Trustee Salzman to adjourn the meeting. Ayes: all Nays: none The meeting was adjourned at 6:55 p.m. Submitted and recorded in the office of: Teresa Powell, Village Clerk Village of Oak Park Page 4 Printed on 12/18/2018

Agenda

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Agenda Contract Review Committee Monday, February 29, 2016 6:30 PM Room 130 1. Call To Order 2. Roll Call 3. Public Comment 4. Approval of Minutes 7. Old Business 8. New Business RES 16-132 A Resolution Authorizing a Change Order for to the Contract with MYS, Incorporated for the Salt Storage Building Project 15-14, for an Additional $8,983. Overview: Changes orders following award of the project due to Cook County Building Department’s permit requirements resulted in a contract overage for the Salt Storage Building Project. The changes were primarily associated with Cook County’s requirements to make the salt storage fabric structure designed to meet snow loading requirements for a permanent structure which changed the design and size of the salt storage area. The various changes in design and associated change orders amount to an increase of $8,983. The change order adjusts the contract with MYS, Incorporated from the previously authorized amount of $50,000 to $58,983. RES 16-131 A Resolution Approving the Execution of an Amendment to a Professional Services Agreement between HR Green, Inc. and the Village of Oak Park in an Amount Not to Exceed $104,375 and Authorizing its Execution Overview: This is an amendment to the Professional Services Agreement to add a scope of work for performing the Site/Civil Construction Observations and Inspection Services at the Oak Park Station Development Site. Village of Oak Park Page 1 Printed on 04:57 PM February 26, 2016 Contract Review Committee Meeting Agenda February 29, 2016 RES 16-130 A Resolution Approving a Contract with Cerniglia Co. for Project 16-1, Sewer Main Improvements, in an amount not to exceed $955,444 and Authorizing its Execution Overview: Competitive bids were opened on February 18, 2016, for the Chicago Avenue Sewer Main Improvement Project 16-1. Nine contractors picked up bid documents and five bids were received. The low responsible bid was submitted by Cerniglia Co. in an amount of $955,444. RES 16-129 A Resolution Authorizing the Purchase and Planting of Parkway Trees in 2016 Through Contracts Secured by the Suburban Tree Consortium in an amount not to exceed $165,000.00 and Waiving the Village’s Bid Process Overview: The Village purchases and plants between 400 and 500 parkway trees annually. Most of these trees replace those removed due to disease, insect infestation, damage, or safety considerations. The Village has contracted for tree purchasing and planting through the Suburban Tree Consortium (STC) for many years. RES 16-128 A Resolution Approving the Renewal of the Agreement with CityEscape Garden & Design LLC of Chicago, IL for the 2016 Commercial District Planter Program in an Amount Not To Exceed $140,000.00 Overview: The 2014 and 2015 Commercial District Planter Programs were awarded to City Escape Garden Center & Design Studio through open bidding. The renewal of this agreement would be the second of two possible annual renewals. RES 16-127 A Resolution Approving the Purchase of Three 2016 Ford Utility Police Interceptor Vehicles for Fire Department use from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process Overview: The FY 2016 Fleet Replacement Fund includes the replacement of five Fire department vehicles. Three of these vehicles will be replaced with three 2016 Ford Utility Police Interceptor vehicles. The SPC awarded the bid to Currie Motors of Frankfort, Illinois. RES 16-126 A Resolution Approving the Purchase of Four 2016 Ford Utility Police Interceptor Vehicles with Police Packages from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process Overview: The FY 2016 Fleet Replacement Fund includes the replacement of ten Police vehicles. Four of these vehicles will be replaced with four 2016 Ford Utility Police Interceptor vehicles. The SPC awarded the bid to Currie Motors of Frankfort, Illinois. Village of Oak Park Page 2 Printed on 04:57 PM February 26, 2016 Contract Review Committee Meeting Agenda February 29, 2016 RES 16-125 A Resolution Approving the Purchase of one 2016 Ford Transit Connect Cargo Van from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process Overview: The FY 2016 Fleet Replacement Fund includes the replacement of one Public Works Engineering vehicle to be replaced with a 2016 Ford Transit Connect cargo van. The SPC awarded the bid to Currie Motors of Frankfort, Illinois. RES 16-124 A Resolution Approving the Purchase of Six 2016 Dodge Charger Vehicles with Police Packages from Napleton Dodge of Westmont, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process Overview: The FY 2016 Fleet Replacement Fund Budget includes the replacement of ten Police vehicles. Six of these vehicles will be replaced with 2016 Dodge Chargers with police packages. The SPC awarded the bid to Napleton Dodge of Westmont Illinois. RES 16-123 A Resolution Approving the Purchase of two 2016 Ford Escape Crossovers from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process Overview: The FY 2016 Fleet Replacement Fund includes the replacement of one Parking Enforcement vehicle and one Public Works Engineering vehicle which are scheduled to be replaced with 2016 Ford Escape S crossovers. The SPC awarded the bid to Currie Motors of Frankfort, Illinois. RES 16-122 A Resolution Approving the Purchase of two 2016 Ford Escape Crossovers from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process Overview: The FY 2016 Fleet Replacement Fund includes the replacement of one Parking Enforcement vehicle and one Public Works Engineering vehicle which are scheduled to be replaced with 2016 Ford Escape S crossovers. The SPC awarded the bid to Currie Motors of Frankfort, Illinois. Village of Oak Park Page 3 Printed on 04:57 PM February 26, 2016 Contract Review Committee Meeting Agenda February 29, 2016 RES 16-121 A Resolution Approving the Purchase of Eleven 2016 Ford Fusion Hybrid Sedans, from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program and Waiving the Village’s Bid Process Overview: The Fleet Replacement Program Budget for FY 2016 provides for the replacement of four Administration, one Police Community Service Officer (CSO), four Public Works, and two Fire Department sedan style vehicles. The SPC Joint Purchasing Program awarded the bid for sedans to Currie Motors of Frankfort, Illinois. RES 16-120 A Resolution Approving Agreements with Canon Solutions America, Inc., for a Five Year Lease of an Oce Colorwave 500 Printing System in an amount not to exceed $51,445.00 and Authorizing Their Execution Overview: The Engineering Division is currently leasing a large format printing system for copying, scanning, and printing and is about to enter the fifth year of the current five year lease. The current printing system is beginning to have problems due to its age and usage and the Engineering Division requested proposals to replace the existing system and cancel the current lease. Four firms received proposal documents and 2 proposals were received. The proposal from Canon Solutions America, Inc. best fit the needs of the Village at the lowest competitive price. 9. Adjournment Village of Oak Park Page 4 Printed on 04:57 PM February 26, 2016