Contract Review Committee

Regular Meeting

Oak Park, IL · March 14, 2016

Minutes

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Minutes Contract Review Committee Monday, March 14, 2016 6:30 PM Room 130 1. Call To Order The meeting was called to order at 6:30 p.m. in room 130. 2. Roll Call Present: President Au-Taleb, Trustee Tucker and Trustee Salzman. Also in attendance: Cara Pavlicek, Village Manager, Paul Stephanides, Village Attorney and Lisa Shelley, Deputy Village Manager. 3. Public Comment There were no public comments. 4. Approval of Minutes for February 29, 2016 A. ID 16-097 Motion to Approve Minutes for February 29, 2016 Contract Review Committee Meeting of the Village Board. Trustee Tucker made a motion to approve the minutes of February 29, 2016. Seconded by Trustee Salzman. Ayes: all. Nays: none. Motion carried. 5. New Business Manager Pavlicek reviewed applicable items scheduled for the March 21, 2016 Regular Board Meeting. All items were approved for the March 21, 2016 meeting. Trustee Salzman noted vehicle agenda items purchased using a joint purchasing cooperative. Although it is understood that joint purchasing cooperatives are advantageous and provide better pricing through pooled purchasing power, we asked if the Department can periodically check with dealers on the current market pricing to be sure it si competitive. B. ID 16-087 A Resolution Approving the Purchase of Two 2016 Ford F550 XL Trucks Village of Oak Park Page 1 Printed on 12/18/2018 Contract Review Committee Meeting Minutes March 14, 2016 from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program in an Amount not to Exceed $159,539 and Waiving the Village’s Bid Process C. ID 16-088 A Resolution Approving an Independent Contractor Agreement with Oak Brook Mechanical Services, Inc. to Replace the Village Hall Boiler System in an Amount Not to Exceed $297,612 and Authorizing its Execution D. ID 16-089 A Resolution Approving a Contract for Services Between the Village of Oak Park and the Downtown Oak Park Corporation (DTOP) and Authorizing its Execution E. ID 16-090 A Resolution Authorizing the Renewal of the Service Agreement with McAdam Landscaping, Incorporated for Fiscal Year 2016 Parkway Tree Watering in an Amount Not To Exceed $35,000 F. ID 16-091 A Resolution Approving a Purchase Price Agreement with H.J. Mohr and Sons of Oak Park, Illinois for Concrete, Stone and Sand in an amount not to exceed $65,000.00 in Fiscal Year 2016 and Authorizing its Execution G. ID 16-092 A Resolution Approving a Contract with J. Nardulli Concrete, Inc. for Project 16-4, 2016 Alley Improvements, in an amount not to exceed $2,152,611 and Authorizing its Execution H. ID 16-093 A Resolution Approving a Contract with Schroeder and Schroeder, Inc., for Project 16-3, 2016 Sidewalk and Curb & Gutter Replacement, in an amount not to exceed $150,000 and Authorizing its Execution I. ID 16-096 A Resolution Authorizing a Change Order to the Contractual Services Agreement between CityView, a Division of N. Harris Computer Corporation and the Village of Oak Park to Provide a New Software Solution for the Village’s Permitting, Licensing and Inspection Services for an Additional $7,900 6. Adjournment There was a motino to adjourn by Trustee Tucker at 6:52 p.m. Seconded by Trustee Salzman. Ayes: all Nays: none Motion carried. Meeting was adjourned at 6:55 p.m. Village of Oak Park Page 2 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, March 14, 2016 6:30 PM Room 130 1. Call To Order 2. Roll Call 3. Public Comment 4. Approval of Minutes for February 29, 2016 A. ID 16-097 Motion to Approve Minutes for February 29, 2016 Contract Review Committee Meeting of the Village Board. Overview: This is a motion to approve the official minutes of meetings of the Village Board. 5. New Business B. ID 16-087 A Resolution Approving the Purchase of Two 2016 Ford F550 XL Trucks from Currie Motors of Frankfort, Illinois through the Suburban Purchasing Cooperative (SPC) Joint Purchasing Program in an Amount not to Exceed $159,539 and Waiving the Village’s Bid Process Overview: The FY 2016 Fleet Replacement Fund includes the replacement of two small Public Works trucks, one for the Water & Sewer Division, a service truck replacement and one for Street Services Division, a small dump truck replacement. The SPC awarded the bid to Currie Motors of Frankfort, Illinois. C. ID 16-088 A Resolution Approving an Independent Contractor Agreement with Oak Brook Mechanical Services, Inc. to Replace the Village Hall Boiler System in an Amount Not to Exceed $297,612 and Authorizing its Execution Overview: The existing Village Hall boiler system is the original system installed when the building was completed in the mid-1970s and has outlived its useful service life and is in need of replacement. Village of Oak Park Page 1 Printed on 04:20 PM March 11, 2016 Contract Review Committee Meeting Agenda March 14, 2016 D. ID 16-089 A Resolution Approving a Contract for Services Between the Village of Oak Park and the Downtown Oak Park Corporation (DTOP) and Authorizing its Execution Overview: Downtown Oak Park Corporation (DTOP) was organized for the purpose of promoting the development and expansion of business within Special Service Area Number One (SSA) and has authority to enter into contracts with the Village for the provisions of services necessary to DTOP’s mission and the purpose of the SSA. E. ID 16-090 A Resolution Authorizing the Renewal of the Service Agreement with McAdam Landscaping, Incorporated for Fiscal Year 2016 Parkway Tree Watering in an Amount Not To Exceed $35,000 Overview: In 2016 the Department of Public Works anticipates planting approximately 450 - 500 new parkway trees. This item allows McAdam Landscaping, Inc. to provide tree watering services to the Village utilizing the second of two contract renewals. F. ID 16-091 A Resolution Approving a Purchase Price Agreement with H.J. Mohr and Sons of Oak Park, Illinois for Concrete, Stone and Sand in an amount not to exceed $65,000.00 in Fiscal Year 2016 and Authorizing its Execution Overview: The Department of Public Works uses concrete, stone and sand for excavation backfill and pavement restoration related to repairs to the water and sewer infrastructure throughout the Village. An average of 150 excavations are completed annually. G. ID 16-092 A Resolution Approving a Contract with J. Nardulli Concrete, Inc. for Project 16-4, 2016 Alley Improvements, in an amount not to exceed $2,152,611 and Authorizing its Execution Overview: Competitive bids were opened on March 3, 2016, for the 2016 Alley Improvement Project 16-4. Fifteen contractors picked up bid documents and six bids were received. The low responsible bid was submitted by J. Nardulli Concrete, Inc. in an amount of $2,152,610.50. H. ID 16-093 A Resolution Approving a Contract with Schroeder and Schroeder, Inc., for Project 16-3, 2016 Sidewalk and Curb & Gutter Replacement, in an amount not to exceed $150,000 and Authorizing its Execution Overview: Competitive bids were opened on March 3, 2016 for the Sidewalk and Curb and Gutter Replacement project. Ten contractors picked up proposal documents and eight bids were received. The low compliant bid was submitted by Schroeder and Schroeder, Inc. in an amount of $129,353. It is recommended to award the contract at the full budgeted amount of $150,000 so additional sidewalk locations can be replaced. Village of Oak Park Page 2 Printed on 04:20 PM March 11, 2016 Contract Review Committee Meeting Agenda March 14, 2016 I. ID 16-096 A Resolution Authorizing a Change Order to the Contractual Services Agreement between CityView, a Division of N. Harris Computer Corporation and the Village of Oak Park to Provide a New Software Solution for the Village’s Permitting, Licensing and Inspection Services for an Additional $7,900 Overview: The Village is in the final stages of configuring CityView the Village’s new Permitting, Licensing and Inspection software solutions and plans to go live with the new software or or about May 9, 2016. As part of the configuration process, it was determined that the Village’s Health inspection services need to be further configured into the system than previously believed. Therefore, the additional configurations to the system are needed. 6. Adjournment Village of Oak Park Page 3 Printed on 04:20 PM March 11, 2016