Board of Trustees

VILLAGE OF ORLAND PARK 14700 Ravinia Avenue Orland Park, IL 60462 www.orlandpark.org Meeting Minutes Monday, May 16, 2022 7:00 PM Village Hall Board of Trustees Village President Keith Pekau Village Clerk Patrick R. O'Sullivan Trustees, William R. Healy, Cynthia Nelson Katsenes, Michael R. Milani, Sean Kampas, Brian Riordan and Joni Radaszewski Board of Trustees Meeting Minutes May 16, 2022 CALL TO ORDER/ROLL CALL The meeting was called to order at 7:03 P.M. Present: 7 - Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski and Village President Pekau VILLAGE CLERK'S OFFICE 2022-0392 Approval of the May 2, 2022, Regular Meeting Minutes The Minutes of the Regular Meeting of May 2, 2022 were previously distributed to the members of the Board of Trustees. President Pekau asked if there were any corrections or additions to be made to said Minutes. There being no corrections or additions, I move to approve the minutes of the Board of Trustees Meeting of May 2, 2022. A motion was made by Trustee Nelson Katsenes, seconded by Trustee Kampas, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 PROCLAMATIONS/APPOINTMENTS/PRESENTATIONS 2022-0386 The Ethics Commission - Appointment Village President Pekau appointed Jay Swanson to the Ethics Commission. Jay Swanson will be replacing Scott Kasper on the Ethics Commission. I move to advice and consent the appointment of Jay Swanson to the Ethics Commission. A motion was made by Trustee Kampas, seconded by Trustee Nelson Katsenes, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 2022-0407 The Police Pension Fund Board - Appointment Village President Pekau appointed Kathleen Klein to the Police Pension Fund Board and had comments. (refer to audio) I move to advice and consent the appointment of Kathleen Klein to the Police Pension Fund Board. VILLAGE OF ORLAND PARK Page 2 of 33 Board of Trustees Meeting Minutes May 16, 2022 A motion was made by Trustee Riordan, seconded by Trustee Healy, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 2022-0393 Community Pride Awards - Snow Angels - Presentations Mayor Pekau presented Community Pride Awards to the Village of Orland Park Snow Angels and had comments. (refer to audio) The Village of Orland Park often receives requests from seniors and individuals with disabilities for assistance to remove snow from driveways and sidewalks during the harsh winter months. In response to this need, the Village initiated the "Snow Angels Shoveling Program" Snow Angels connects Orland Park residents with volunteers willing to shovel driveways and sidewalks for seniors and individuals with disabilities on a voluntary basis. Students, service organizations, scout troops, athletic teams, student activity groups and church groups all generously contributed time and effort in support of Orland Park residents in need. Student volunteers earned community service hours through their school as a part of this program. Whether removing snow through the Snow Angels program, or as a neighbor to someone in need, the Village is grateful to, thanks, and tonight, recognizes all its Snow Angels that helped neighbors this past winter. This item was a presentation. NO ACTION was required. ACCOUNTS PAYABLE 2022-0406 Accounts Payable - Approval The lists of Accounts Payable having been submitted to the Board of Trustees for approval and the lists having been determined by the Board of Trustees to be in order and having been approved by the various Department Heads, I move to approve the Accounts Payable from May 3, 2022 through May 16, 2022 in the amount of $103,965.22. A motion was made by Trustee Healy, seconded by Trustee Riordan, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 CONSENT AGENDA VILLAGE OF ORLAND PARK Page 3 of 33 Board of Trustees Meeting Minutes May 16, 2022 Passed the Consent Agenda A motion was made by Trustee Kampas, seconded by Trustee Milani, to PASS THE CONSENT AGENDA, including all the following items marked as having been adopted on the Consent Agenda. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 2022-0404 Payroll - Approval The lists of Payroll having been submitted to the Board of Trustees for approval and the lists having been determined by the Board of Trustees to be in order and having been approved by the various Department Heads, I move to approve the Bi-Weekly Payroll for April 29,2022 in the amount of $1,246,598.28. This matter was APPROVED on the Consent Agenda. 2022-0358 A/E Services for Village Hall Generator The Public Works Department recently established Master Service Agreements (MSAs) for Professional MEP and Architectural Services with seven (7) firms based on RFQ 22-004. The MSAs allow the Village to request proposals from these pre-qualified firms for facility improvement projects from 2022 - 2024, with the option to extend any or all of those contracts for an additional two (2) years. The Board approved selected firms were Cordogan Clark Associates, Farnsworth Group Inc., Kluber Architects Engineers, Valdes Engineering Company, Tria Architecture, Williams Architects, and Robert Juris Associates Architects. It should be noted that to date, fully executed MSAs have been established with all firms except Tria Architecture, Farnsworth Group, Inc., and Robert Juris Associates Architects. The Village attorney is currently discussing changes to the MSA contracts proposed by those three (3) firms. On April 8, 2022, Public Works staff met with representatives from all seven (7) firms to discuss A/E Services for the installation of a new generator at Village Hall. Firms were asked to provide bid drawings and specifications for the installation of a new standby generator and associated equipment and associated site work at Village Hall. A/E work shall be completed by June 20, 2022. We anticipate the actual project completion date for the installation of the generator will extend into 2023. The full project scope of work is attached for reference, and a summary of the proposal prices is provided below. Proposal Summary VILLAGE OF ORLAND PARK Page 4 of 33 Board of Trustees Meeting Minutes May 16, 2022 Farnsworth Group Inc. - $29,636.00 Valdes Engineering Company - $38,756.00 Kluber Architects Engineers - $69,252.00 Tria Architecture - $63,635.00 Williams Architects - $81,160.00 Cordogan Clark Associates - Opted to Not Submit a Proposal Robert Juris Associates Architects - Opted to Not Submit a Proposal Although Farnsworth Group provided the lowest proposal price, an MSA has not yet been executed with that firm. As such, based on pricing and the establishment of an executed MSA, staff recommends approving the proposal from Valdes Engineering Group for $38,756.00. A 10% ($3,875.60) contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the contract was signed. I move to approve the proposal from Valdes Engineering Company for A/E Services for a Village Hall Generator for a total amount not to exceed $42,631.60 ($38,756.00 plus a 10% contingency of $3,875.60); AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND Allow the Village Manager to approve change orders not to exceed the contingency amount. This matter was APPROVED on the Consent Agenda. 2022-0357 A/E Services for Rec Administration Entry Ramp and ADA Access Improvements The Public Works Department recently established Master Service Agreements (MSAs) for Professional MEP and Architectural Services with seven (7) firms based on RFQ 22-004. The MSAs allow the Village to request proposals from these pre-qualified firms for facility improvement projects from 2022 - 2024, with the option to extend any or all of those contracts for an additional two (2) years. The Board approved selected firms were Cordogan Clark Associates, Farnsworth Group Inc., Kluber Architects Engineers, Valdes Engineering Company, Tria Architecture, Williams Architects, and Robert Juris Associates Architects. It should be noted that to date, fully executed MSAs have been established with all firms except Tria Architecture, Farnsworth Group, Inc., and Robert Juris Associates Architects. The Village attorney is currently discussing changes to the MSA contracts proposed by those three (3) firms. VILLAGE OF ORLAND PARK Page 5 of 33 Board of Trustees Meeting Minutes May 16, 2022 On April 8, 2022, Public Works staff met with representatives from all seven (7) firms to discuss A/E Services for the replacement of the entry ramp and ADA access improvements at the Rec Administration building. Firms were asked to provide a written scope of work and drawings for repairs of the Recreation Administration entry ramp on the north side of the building. Scope and drawings should also address ADA compliance associated with the ramp, adjacent sidewalks, and parking stalls. The current ramp is concrete with metal guard rails that has spalling effect along with rusting rails. A/E work shall be completed by June 20, 2022. Contractor work shall be completed by October 30, 2022. The full project scope of work is attached for reference, and a summary of the proposal prices is provided below. Proposal Summary Kluber Architects Engineers - $35,983.00 Valdes Engineering Company - $36,620.00 Farnsworth Group Inc. - $72,449.00 Cordogan Clark Associates - $85,512.00 Tria Architecture - Opted to Not Submit a Proposal Williams Architects - Opted to Not Submit a Proposal Robert Juris Associates Architects - Opted to Not Submit a Proposal Kluber Architects Engineers provided the lowest proposal price, and an MSA has been executed with that firm. As such, based on pricing and the establishment of an executed MSA, staff recommends approving the proposal from Kluber Architects Engineers for $35,983.00. A 10% ($3,598.30) contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed. I move to approve the proposal from Kluber Architects Engineers for A/E Services for Rec Administration Entry Ramp and ADA Access Improvements for a total amount not to exceed $39,581.30 ($35,983.00 plus a 10% contingency of $3,598.30); AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND Allow the Village Manager to approve change orders not to exceed the contingency amount. This matter was APPROVED on the Consent Agenda. 2022-0356 A/E Services for Village Center Soffits, Windows, Caulking and Emergency Ladders VILLAGE OF ORLAND PARK Page 6 of 33 Board of Trustees Meeting Minutes May 16, 2022 The Public Works Department recently established Master Service Agreements (MSAs) for Professional MEP and Architectural Services with seven (7) firms based on RFQ 22-004. The MSAs allow the Village to request proposals from these pre-qualified firms for facility improvement projects from 2022 - 2024, with the option to extend any or all of those contracts for an additional two (2) years. The Board approved selected firms were Cordogan Clark Associates, Farnsworth Group Inc., Kluber Architects Engineers, Valdes Engineering Company, Tria Architecture, Williams Architects, and Robert Juris Associates Architects. It should be noted that to date, fully executed MSAs have been established with all firms except Tria Architecture, Farnsworth Group, Inc., and Robert Juris Associates Architects. The Village attorney is currently discussing changes to the MSA contracts proposed by those three (3) firms. On April 8, 2022, Public Works staff met with representatives from all seven (7) firms to discuss A/E Services for work related to Village Center Soffits, Windows, Caulking, and Emergency Ladders. Firms were asked to provide bid drawings/specifications for exterior improvements for the three (3) main buildings that make up the Village Center campus (Village Hall, FLC, and Civic Center). Building improvements include: 1) the replacement of all building soffits; 2) the replacement of damaged/broken exterior windows; 3) the re-caulking of all building exteriors; and 4) the installation of new escape ladders and windows. A/E work should be completed by June 20, 2022. We anticipate this project completion date may extend into 2023. The full project scope of work is attached for reference, and a summary of the proposal prices is provided below. Proposal Summary Tria Architecture - $140,370.00 Williams Architects - $143,810.00 Kluber Architects Engineers - $153,354.00 Valdes Engineering Company - $182,070.00 Farnsworth Group Inc. - Opted to Not Submit a Proposal Cordogan Clark Associates - Opted to Not Submit a Proposal Robert Juris Associates Architects - Opted to Not Submit a Proposal Although Tria Architecture provided the lowest proposal price, an MSA has not yet been executed with that firm. As such, based on pricing and the establishment of an executed MSA, staff recommends approving the proposal from Williams Architects for $143,810.00. A 5% ($7,190.50) contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed. I move to approve the proposal from Williams Architects for A/E Services for Village Center Soffits, Windows, Caulking, and Emergency Ladders for a total amount not to exceed $151,000.50 ($143,810.00 plus a 5% contingency of $7,190.50); VILLAGE OF ORLAND PARK Page 7 of 33 Board of Trustees Meeting Minutes May 16, 2022 AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND Allow the Village Manager to approve change orders not to exceed the contingency amount. This matter was APPROVED on the Consent Agenda. 2022-0289 Village Hall Board Room and Executive Conference Room Furniture - Cooperative Bid The Village Hall Board Room and Executive Conference Room are undergoing renovations in 2022. In addition, the lobby is being configured to allow display cases for historical artifacts of the Village. Many chairs and tables have broken, become obsolete, and other chairs have been substituted and have outlived their lifespan. These items will be auctioned off. In Summer of 2021, staff reached out to three (3) vendors, National Business Furniture, Midwest Office Interiors, and Warehouse Direct, to obtain samples and get initial quotes. During the process, staff received excellent customer service from Midwest Office Interiors above the other two (2) vendors demonstrated by multiple samples, layouts, brochure options, and timely cost estimates. Midwest Office Interior of Woodbridge, IL is a preferred seller/vendor of Co-Operative Contracts, and was able to provide pricing below their competition based on a Co-Operative Contracts. The Village plans to take advantage of these cooperative bids for furniture purchase through the following contracts: the HON products and Allsteel through OMINIA Partners-Public Sector (Contract #R191802 and R191804); Magnuson products through National Cooperative Purchasing Alliance (Contract #07-15 and 07-37); and Global Seating through Vizient Purchasing Agreement-Global Contract (Contract #CE3374). For the pamphlet holders and display cases, Midwest Office Interiors obtained three (3) quotes with the lowest provided in the package. Based on a market fluctuation due to supply chain issues and final pricing for the renovation project, final pricing was determined in May 2022. A complete package of items to be purchased along with detailed estimate is attached. I move to approve the proposal from Midwest Office Interiors of Woodridge, IL through OMNIA Contracts #R191804 and R191802, NCPA Contracts #07-15 and 07-37, and Vizient Purchasing Agreement-Global Contract #CE3374 and pricing of low bids for a total amount not to exceed $91,850.92; VILLAGE OF ORLAND PARK Page 8 of 33 Board of Trustees Meeting Minutes May 16, 2022 AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review. This matter was APPROVED on the Consent Agenda. 2022-0002 Village Hall Board Room and Executive Conference Room Renovation - RFP 22-027 On April 13, 2022, the Village issued Request for Proposal (RFP) 22-027 “Village Hall Board Room and Executive Conference Room Renovation,” requesting bids from contractors interested in providing all labor, materials, and equipment to complete Village Hall Board Room and Executive Conference Room Renovations that include the board room’s dais, junior dais on each side, lighting, carpeting, new walls, access doors, and creating an audio-visual room on the balcony. During the two (2) weeks that the bid was open for review, twenty-eight (28) vendors downloaded either partial or complete bid packages. On April 21, 2022, an optional pre-bid meeting was held at Village Hall, which representatives from seven (7) firms attended. RFP 22-027 was opened on April 26, 2022, at which point one (1) firm had submitted a proposal. The qualifying bid package and an audit of the bid submittal are attached for reference. It should be noted that the Village opted to not have completed any of the alternative items listed in the scope of work. A summary of the proposal price is provided below: Proposal Summary - Industria, Inc. Construction Labor: $342,214.00 Construction Material: $208,606.00 Construction Equipment: $15,750.00 Project Management: $50,414.00 Grand Total Proposal Cost: $616,984.00 Public Works staff reached out to three (3) of the references provided by Industria, Inc., all of whom had positive experiences working with them in the past. Many of the previous projects that the references had worked on with Industria were much larger in scopes than the Board Room and Executive Conference Room Renovation project, and all three (3) references believed Industria would have no issue with this project’s scope of work. Public Works staff also spoke directly with the owner of Industria, who expressed a strong interest in working with the Village. According to the submittal documents provided by lndustria, Inc., they are a professional construction services firm that provides general contracting services to federal and government clients. The company has been delivering construction VILLAGE OF ORLAND PARK Page 9 of 33 Board of Trustees Meeting Minutes May 16, 2022 projects for over twenty-five (25) years, and has successfully delivered projects for various Federal and Local government agencies, including but not limited to Scott Air Force Base (375th Contracting Squadron), Department of Veteran Affairs, General Service Administration, NAVFAC, USACE, the University of Illinois at Chicago, the University of Illinois at Urbana Champaign, and the Illinois Capital Development Board. lndustria has completed hundreds of contracts totaling over two hundred (200) million dollars in a variety of geographic locations. In addition, staff received verbal pricing in 2021 from a Job Order Contractor, Core Construction, and a Construction Management Contractor, Harbour Construction, who estimated that the scope of work was above $600,000 for the board room renovation. With the additional executive conference room work, the total project was estimated to be $665,000 and was budgeted for this amount. As such, based on pricing and firm qualifications, staff recommends approving the proposal from Industria, Inc. for $616,984.00. A 5% ($30,849.20) contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed. I move to approve awarding RFP 22-027 to Industria, Inc. of Des Plaines, IL for a total amount not to exceed $647,833.20 ($616,984.00 plus a 5% contingency of $30,849.20); AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND Allow the Village Manager to approve change orders not to exceed the contingency amount. This matter was APPROVED on the Consent Agenda. 2022-0214 2022 Fairway Lift Station Design Engineering - Proposal In 2015, RJN Group Inc. of Wheaton, Illinois (RJN) was selected through a competitive proposal process to complete the Village’s Comprehensive Sanitary Sewer Evaluation Project. An engineering consultant was required to guide the Village through the various technical processes required to conform to new mandates issued by the Metropolitan Water Reclamation District (MWRD) as they relate to the reduction of inflow/infiltration (I/I) into the Village’s sanitary sewer system. The Village owns thirteen (13) sanitary sewer lift stations, six (6) of which are dry can stations. Dry can style lift stations consist of anywhere from two (2) to four (4) VILLAGE OF ORLAND PARK Page 10 of 33 Board of Trustees Meeting Minutes May 16, 2022 pumps, and require operators to go down in the station to perform maintenance and repairs. When performing scheduled maintenance or repairs, there are many safety concerns that come into play, including a confined space working environment. When working in a confined space, a permit is required to perform tasks such as pulling pumps to remove debris, cleaning and replacing filters, check valve maintenance, and various electrical testing and repairs that are needed. In addition to performing maintenance tasks, a weekly visual and testing process is required by staff. Fairway Lift Station was built in the early 1970’s, and is the first of the six (6) dry can stations planned for conversions to submersible wet pumps over the next several years. Village staff tasked RJN with providing an Engineering proposal to convert Fairway Lift Station to a submersible lift station, following MWRD guidelines. The station is located at 9010 Poplar Drive in a landscaped area on the west side of Schussler Park. Conversion to a submersible station will eliminate staff having to perform a confined space entry into the station. All maintenance tasks can be performed at ground level. Pumps can be pulled, serviced, and/or replaced by removing the pump using our crane truck. There are three (3) alternates that are being proposed as follows: Alternate 1 - Only evaluate retrofitting the wet well with larger pumps, and adding a new bypass valve vault and all other modifications required to convert it to be a submersible system. Alternate 2 - Evaluate constructing a new wet well and valve vaults in place of the existing station. Alternative 3 - Evaluate constructing a new wet well and valve vault at a new location approximately one hundred (100) feet north of the existing lift station. Staff recommends Alternative 3, due to keeping the current station in operation during construction. The wet well will be up-sized to eliminated backup into the sanitary sewer system in to the subdivision as it is currently designed, and will allow for pump upsizing in the future if necessary for subdivision growth. I move to approve accepting the task order proposal under the 2020-2024 contract from RJN Group Inc. of Wheaton, Illinois for Fairway Lift Station Engineering for a cost not to exceed $128,030.00; AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review. This matter was APPROVED on the Consent Agenda. VILLAGE OF ORLAND PARK Page 11 of 33 Board of Trustees Meeting Minutes May 16, 2022 2022-0101 Catalina Subdivision Water main and Storm Sewer Phase 1 through 3 Engineering - Proposal Catalina subdivision was developed in phases in the early through mid-1970’s. The water mains were installed using cast iron pipes, while current standard is ductile iron pipe with a polyvinyl wrap or water main-quality C900 PVC pipe. Over the fifty (50) years of service, the water mains have corroded on the exterior of the pipe, which has caused numerous water main breaks. Public Works is systematically replacing and/or lining these older cast iron pipes throughout the Village. In addition, the Catalina subdivision area homes are prime candidates for remodeling, building additions, and upgrades, which will require larger water service sizes. This area is best suited for water main replacement and storm water improvements for the reduction of subdivision flooding. This will allow the opportunity to increase pipe diameter to improve flow characteristics and upgrade water services, while mitigating drainage issues. Public Works sent a request for proposals (RFP) to the seven (7) civil engineering firms from the designated prequalified consultants for project design. Proposals were requested to be broken down over the next three (3) years. Staff received three (3) proposals of the seven (7) requested. A summary of the proposals is below. Christopher B. Burke Engineering, Illinois - $1,320,528.00 Engineering Resource Associates of Chicago, Illinois - $1,358,009.26 Thomas Engineering Group of Aurora, Illinois - $1,372,446.00 The total cost of the project will be broken up over the next four (4) years. Engineering for Phase I will begin in 2022 for the 2023 construction season. The project funding will be broken up over the next three (3) years as follows: - Engineering for 2023 water main and storm water improvements, including storm water modeling, and survey for all three (3) phases of the project that will take place in 2022 at a cost of $351,069.33. - Design engineering for Phase II (2023) and Phase III (2024) to include water main and storm water improvements at a cost of $226,138.66. - Construction oversite (Tasks 11-16 plus Direct Cost on the proposal) for all three (3) phases will $247,773.33 per year, for a total cost of $743,320.00. All three (3) proposals included the same scope of work. Christopher B. Burke, the lowest bidder, has extensive experience working with the Village. I move to approve the proposal from Christopher B. Burke Engineering of Rosemont, Illinois for engineering and construction oversight for an amount not to VILLAGE OF ORLAND PARK Page 12 of 33 Board of Trustees Meeting Minutes May 16, 2022 exceed $1,320,528.00 for all three (3) phases of the project, plus a 2% contingency of $26,410.56, for total of $1,346,938.56; AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND Allow the Village Manager to approve change orders not to exceed the contingency amount. This matter was APPROVED on the Consent Agenda. 2022-0354 2022 Fall Program Lists The lists of recommended programs and events to be offered by the Recreation & Parks Department and the Veterans Commission in the Fall 2022 Program Guide are attached. Included are contractual costs (over $25,000) which require Board approval. These costs are offset by revenues generated through registration fees. Actual costs are dependent upon the number of participants that register. Staff is requesting approval of the recommended programs and events along with approval to pay contractual vendors and instructors. I move to approve the recommended programs and events and payment to the contractual vendors and instructors at the time of invoicing. This matter was APPROVED on the Consent Agenda. 2022-0403 2022 Asphalt Pavement Patching - Bid Award The 2022 Asphalt Pavement Patching project comprises the required maintenance upkeep for a large amount of asphalt roadway, parking lot and multi-use path patching at various spot-locations throughout the village. For 2022, the locations for the above-described pavement maintenance activities are listed below by targeted location. The attached Exhibit A ITB 22-034 Asphalt Patching Location Maps is provided to indicate the initial target locations within the village. These locations include: Marley Creek Ishnala South Quintana (138th Place) 84th Avenue- north of 143rd Street Sunrise Lane- east of 94th Avenue Ravinia Avenue- pedestrian path Centennial Park pedestrian paths VILLAGE OF ORLAND PARK Page 13 of 33 Board of Trustees Meeting Minutes May 16, 2022 143rd Street Metra Lots (not shown in Exhibit A) 153rd Street Metra Lots (not shown in Exhibit A) Potential further Street & Multi-Use Path Locations TBD, depending on available remaining funding An invitation to bid for the 2022 Asphalt Pavement Patching project was published on the BidNet Direct website on April 25, 2022. BidNet data indicates one hundred twenty-seven (127) vendors were matched for this bid and ten (10) vendors downloaded all documents for the bid. On Monday, May 9, 2022 at 11:00am, three (3) sealed bids were opened by the Clerk’s Office for this project. The attached Exhibit B ITB 22-034 Bid Tabulation Sheet and Bid Responsiveness Sheet shows details of the bids for reference, and a summary of lump sum bid amounts is below: Lindahl Brothers Inc. of Bensenville, Illinois - $476,000.00 M&J Asphalt Paving Company of Cicero, Illinois - $513,950.00 Advantage Paving Solutions Inc. of Joliet, Illinois - $564,250.00 Lindahl Brothers Inc. of Bensenville, Illinois is identified as the lowest responsible bidder for the 2022 Asphalt Pavement Patching project, with a submitted project cost of $476,000.00 as indicated by Exhibit C. This cost is slightly above Public Works staff’s estimate of $470,000.00 for the anticipated project work areas. However, the overall road improvement program budget program has funding available to cover the $6,000.00 shortfall. Also noteworthy is the fact that this project is a quantity-based project, which means the quantity of patching work given to the contractor dictates the amount of work performed, and thus determines the overall project cost. Therefore, it is staff's recommendation that Lindahl Brothers Inc. of Bensenville, Illinois be awarded the project for the 2022 Asphalt Pavement Patching project in the amount of $476,000.00. I move to accept the bid from Lindahl Brothers Inc. of Bensenville, Illinois for the 2022 Asphalt Pavement Patching project in an amount not to exceed $476,000.00; AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review. This matter was APPROVED on the Consent Agenda. VILLAGE OF ORLAND PARK Page 14 of 33 Board of Trustees Meeting Minutes May 16, 2022 2022-0388 Emergency Sanitary Sewer Repair at 13751 Southwest Highway - Payment On Monday, April 4th, 2022, at approximately 4:00 PM, Staff responded to a sinkhole located at 13751 Southwest Highway. The sinkhole formed directly above the force main for the Wedgewood Lift Station. The main is approximately thirty (30) feet in depth in the north service entrance to Auto Medics. Due to the size and depth of the sanitary sewer, Village staff contacted Airy’s, Inc. of Joliet, Illinois to schedule a repair on April 5th. Airy’s excavated the thirty-six inch (36”) sanitary force main, and found a twenty-four inch (24”) hole on the top of the pipe. The main was repaired temporarily using a six foot by thirty-six inch (6’ X 36”) ductile iron pipe and encapsulated in concrete. The excavation was backfilled, and a permanent pavement repair is scheduled to be completed by Public Works. The Utility Department will be working with our sanitary sewer consultant, RJN Group, for a permanent repair in 2024 of the Wedgewood Lift Station and Force Main. The Village has a contract with Airy’s, Inc. to perform this type of emergency repair work. The total cost of the repair completed by Airy’s for the emergency sanitary sewer force main repair is $32,564.96. Funds for this work are available in the Water Fund. I move to approve authorizing payment to Airy’s, Inc. of Joliet, Illinois, for the Emergency Sanitary Sewer Force Main repair at 13751 Southwest Highway in the amount of $32,564.96. This matter was APPROVED on the Consent Agenda. 2022-0402 Tyler Human Capital Management Implementation Services The Village contracted with Tyler Technologies in December 2020 to purchase modules of their municipal software suite to replace the Village's existing municipal software. The Tyler Technologies modules the Village purchased included Tyler ERP (Munis), Tyler Human Capital Management (HCM), and Tyler Enterprise Permitting and Licensing (EPL-EnerGov). The Village had already invested in Tyler products through use of their Enterprise Asset Management (EAM), 311 Citizen Access, and Enterprise Public Safety software platforms. The implementation of the additional enterprise applications require a complex work effort involving the coordination of staff resources, Tyler resources, as well as work efforts including project planning, business process re-engineering, data conversion, change management, system and process documentation, and staff training. Realizing the Village did not have the existing resources to successfully manage VILLAGE OF ORLAND PARK Page 15 of 33 Board of Trustees Meeting Minutes May 16, 2022 these implementations, staff issued a Request For Proposals in January 2021. The Village awarded the contract to Insight Public Sector, Inc. and Data Climb in March 2021 to provide project management services to implement the Tyler ERP and EPL modules. Data Climb personnel successfully managed the implementation of the Tyler ERP, which cutover into production the week of May 2, 2022. The implementation of Tyler Enterprise Permitting and Licensing is planned to begin in May 2022 and to go live in production in the spring of 2023. Tyler HCM is planned to begin in July 2022 and to go live in production in July 2023. The implementation of Tyler HCM is much broader in scope and complexity than Tyler ERP, directly impacting every Village employee. The Village has also recently encountered the turnover of three out of four full time positions in the Human Resources Department, as well as both payroll resources in the Finance Department. It is essential that the Village ensure adequate staffing resources to successfully implement Tyler HCM. Staff requested a proposal from Insight Public Sector/Data Climb (attached) and negotiated to maintain the same hourly rates included in their existing contract. Staff therefore recommends approval to amend their existing contract to add Tyler HCM project management and Implementation services. I move to approve the amendment to the contract with Insight Public Sector, Inc. for the not to exceed amount of $548,208. AND Authorize the Village Manager to execute all related contracts subject to Village Attorney review. This matter was APPROVED on the Consent Agenda. 2022-0409 FY2022 Budget Amendment #4 - Approval A detailed spreadsheet (by fund) reflecting budget adjustments is attached. This is the second budget amendment for FY2022. Debt Service - Converted Chart of Accounts As part of the transition to Tyler Munis Financials, the chart of accounts was updated and debt service payments for term loans was moved from the Capital Projects Fund to the Debt Service Fund. These debt service payments were previously funded by a transfer from the General Fund. As such, this transfer will now be made to the Debt Service Fund. This change is net neutral. Change Economic Development Coordinator to Manager The creation of the Economic Development Manager position would eliminate the vacant Economic Development Coordinator position. Local development makes an important contribution to national economic performance and has become more critical with increased global competition, population mobility, and VILLAGE OF ORLAND PARK Page 16 of 33 Board of Trustees Meeting Minutes May 16, 2022 technological advances. This new role acknowledges the importance that economic development plays in the Village by enhancing roles and responsibilities of this position. Change Recreation Graphic Designer from PT to FT The Recreation & Parks Department has undergone substantial growth since the part-time Graphics Designer position was created over 10 years ago. New divisions have been added to the Department including the Civic Center, Museum, Stellwagen Farm, the John Humphrey House, and athletics fields & surfaces, each requiring marketing, social media, website design and/or materials to be created and produced. Additionally, the Department continues to increase the number of recreation programs and special events on an ongoing basis including an expanded Holiday Fest, the Brewfest, the Centennial Park West Concert Series, Sportsplex fitness programs, new athletic opportunities, Children Improv, drive-in movies, a Night of Charcuterie, 1865 at Stellwagen, the Luminary Walk, an upcoming pop-up event and an ever growing need to maintain and increase the department’s presence on social media. Further, Recreation & Parks staff now designs, maintains and updates the department’s web page. This position has also taken on the responsibility of creating and producing marketing materials for the Veterans Commission, invitations for various Village events, materials for new initiatives as needed (i.e. 9/11 commemoration, vaccination clinics, Ukrainian donation collection, Snow Angels, Hydrant Helpers, Commissioners Dinner). As such, staff seeks approval to change the part-time Graphics Designer position, to a full-time Graphic Artist/Multimedia Developer and Designer role. The addition of this full-time position will: · improve the timeliness in the production of department marketing materials · ensure the Recreation and Parks website page is more frequently updated · provide consistent, expertly produced social media content · support the ability to produce an ever increasing volume of marketing materials · enable the department to better promote outdoor recreation and parks amenities · designate a specific person for proofing, copying writing and editing Project Manager for Tyler Human Capital Management Software Implementation The Village contracted with Tyler Technologies in December 2020 to purchase VILLAGE OF ORLAND PARK Page 17 of 33 Board of Trustees Meeting Minutes May 16, 2022 modules of their municipal software suite to replace the Village's existing municipal software. The Tyler Technologies modules the Village purchased included Tyler ERP (Munis), Tyler Human Capital Management (HCM), and Tyler Enterprise Permitting and Licensing (EPL-EnerGov). The Village had already invested in Tyler products through use of their Enterprise Asset Management (EAM), 311 Citizen Access, and Enterprise Public Safety software platforms. The implementation of the additional enterprise applications require a complex work effort involving the coordination of staff resources, Tyler resources, as well as work efforts including project planning, business process re-engineering, data conversion, change management, system and process documentation, and staff training. Realizing the Village did not have the existing resources to successfully manage these implementations, staff issued a Request For Proposals in January 2021. The Village awarded the contract to Insight Public Sector, Inc. and Data Climb in March 2021 to provide project management services to implement the Tyler ERP and EPL modules. Data Climb personnel successfully managed the implementation of the Tyler ERP, which cutover into production the week of May 2, 2022. The implementation of Tyler Enterprise Permitting and Licensing is planned to begin in May 2022 and to go live in production in the spring of 2023. Tyler HCM is planned to begin in July 2022 and to go live in production in July 2023. The implementation of Tyler HCM is much broader in scope and complexity than Tyler ERP, directly impacting every Village employee. The Village has also recently encountered the turnover of three out of four full time positions in the Human Resources Department, as well as both payroll resources in the Finance Department. It is essential that the Village ensure adequate staffing resources to successfully implement Tyler HCM. Staff requested a proposal from Insight Public Sector/Data Climb (attached) and negotiated to maintain the same hourly rates included in their existing contract. Staff therefore recommends approval to amend their existing contract to add Tyler HCM project management and Implementation services. I move to approve an increase in the General Fund expenditure budget in the amount of $18,100, an increase in the Debt Service Fund expenditure budget in the amount of $1,103,101, and an increase in the Debt Service Fund revenue budget in the amount of $1,103,101, a decrease in the Capital Projects Fund expense budget in the amount of $953,101, and a decrease in the Capital Projects Fund expenditure budget in the amount of $920,109 as detailed on the FY2022 Amendment #4. This matter was APPROVED on the Consent Agenda. 2022-0411 An Ordinance Amending Appendices A and B to Ordinance No. 5676 - Third Amendment - Ordinance The attached ordinance formally approves amended Appendix A and Appendix B that were approved by the Board on December 20, 2021 and amended on April 4, VILLAGE OF ORLAND PARK Page 18 of 33 Board of Trustees Meeting Minutes May 16, 2022 2022 and April 18, 2022. These appendices reflect changes to full-time and part-time positions, along with salary ranges, as summarized below. The changes to the Salary Ordinance are: · Create the full time position of Graphic Artist/Multimedia Developer and Designer (Grade 3) - replacing two (2) part time positions. · Add the full time Position of Deputy Village Clerk (Grade 6) - replacing one (1) clerical position. · Change the Grade of the Executive Assistant position from Grade 5 to Grade 6 (in-line with Deputy Village Clerk grade) · Eliminate the Economic Development Coordinator position (Grade 9) and create the Economic Development Manager position (Grade 10) Graphic Artist/Multimedia Developer and Designer The Recreation & Parks Department has undergone substantial growth since the part-time Graphics Designer position was created over 10 years ago. New divisions have been added to the Department including the Civic Center, Museum, Stellwagen Farm, the John Humphrey House, and athletics fields & surfaces, each requiring marketing, social media, website design and/or materials to be created and produced. Additionally, the Department continues to increase the number of recreation programs and special events on an ongoing basis including an expanded Holiday Fest, the Brewfest, the Centennial Park West Concert Series, Sportsplex fitness programs, new athletic opportunities, Children Improv, drive-in movies, a Night of Charcuterie, 1865 at Stellwagen, the Luminary Walk, an upcoming pop-up event and an ever growing need to maintain and increase the department’s presence on social media. Further, Recreation & Parks staff now designs, maintains and updates the department’s web page. This position has also taken on the responsibility of creating and producing marketing materials for the Veterans Commission, invitations for various Village events, materials for new initiatives as needed (i.e. 9/11 commemoration, vaccination clinics, Ukrainian donation collection, Snow Angels, Hydrant Helpers, Commissioners Dinner). As such, staff seeks approval to change the part-time Graphics Designer position, to a full-time Graphic Artist/Multimedia Developer and Designer role. The addition of this full-time position will: · improve the timeliness in the production of department marketing materials · ensure the Recreation and Parks website page is more frequently updated · provide consistent, expertly produced social media content VILLAGE OF ORLAND PARK Page 19 of 33 Board of Trustees Meeting Minutes May 16, 2022 · support the ability to produce an ever increasing volume of marketing materials · enable the department to better promote outdoor recreation and parks amenities · designate a specific person for proofing, copying writing and editing Deputy Village Clerk Previously, the Village had a dedicated Deputy Village Clerk position. When the Clerk’s Office was consolidated with the Village Manager’s Office as part of a cost saving measure, the position of Deputy Village Clerk was eliminated and one (1) full-time clerical employee was moved as part of the consolidation. The reinstatement of the Deputy Village Clerk position is being done by eliminating the one (1) clerical position. Executive Assistant The Executive Assistant roles in the organization are confidential roles similar to the confidential role of the Deputy Village Clerk. Economic Development Manager The creation of the Economic Development Manager position would eliminate the vacant Economic Development Coordinator position. Local development makes an important contribution to national economic performance and has become more critical with increased global competition, population mobility, and technological advances. This new role acknowledges the importance that economic development plays in the Village by enhancing roles and responsibilities of this position. I move to adopt Ordinance 5717, entitled: ORDINANCE AMENDING APPENDICES A AND B TO ORDINANCE NO. 5676 - THIRD AMENDMENT. This matter was APPROVED on the Consent Agenda. 2022-0418 Triangle TIF District Amendment and Downtown Orland Park TIF District Designation Support (Plus Business District) The Main Street Triangle Tax Increment Financing (TIF) District was established by the Village Board on October 14, 2004. Thus, it is scheduled to expire on December 31, 2027 with a final year of tax collections in 2028. There has been significant Village and private investment in the Main Street Triangle TIF District since its establishment. However, portions of the TIF District remain undeveloped. In order to facilitate the next phase of development in and around the TIF District, the Village will need to 1) amend the existing TIF District boundary to include a subset of the parcels currently in the TIF District and 2) designate a new TIF District on some the parcels currently in the TIF District, to be known as the Downtown Orland Park TIF District. SB Friedman Development Advisors LLC (SB Friedman) is a Chicago-based VILLAGE OF ORLAND PARK Page 20 of 33 Board of Trustees Meeting Minutes May 16, 2022 consultancy working with the public and private sectors in a range of disciplines including market analysis and real estate economics, development strategy and planning, and public-private partnership and implementation. The Village is seeking Board approval to hire SB Friedman for TIF District related services, as well as possible implementation of a Business Improvement District overlapping the new Downtown Orland Park TIF District. A Business District would enable the Village to impose up to a 1% Business District Sales Tax and Hotel Tax that could be made available for Business District eligible development costs such as property acquisition, public improvements and infrastructure work. SB Friedman’s full proposal and scope of services is included for review. I move to authorize the Village Manager to execute a contract between the Village of Orland Park and SB Friedman Development Advisors LLC in the submitted proposal amount for professional services related to the Main Street Triangle TIF District Amendment and Downtown Orland Park TIF District Designation Support, along with Support for a Related Business Improvement District. This matter was APPROVED on the Consent Agenda. 2022-0420 A Resolution Declaring an Intent to Reimburse Certain Redevelopment Project Costs (Downtown Orland Park TIF District) and A Resolution Declaring an Intent to Reimburse Certain Redevelopment Project Costs (Downtown Orland Park Business District) The Main Street Triangle Tax Increment Financing District (MST TIF District) was established by the Village Board in April of 2004. Thus, it is scheduled to expire on December 31, 2027 with a final year of tax collections in 2028. There has been significant Village and private investment in the MST TIF District since its establishment. However, portions of the MST TIF District remain undeveloped. In order to facilitate the next phase of development in and around the MST TIF District, the Village will need to 1) amend the existing MST TIF District boundary to a subset of the parcels currently in the district and 2) designate a new Downtown Orland Park TIF District (DOP TIF District) in and around the Main Street Triangle TIF District. By reducing the MST TIF District boundaries and creating a new DOP TIF District, impacted taxing bodies will receive new tax revenue. School Districts 135 and 230 alone will receive $4.3 million in new tax revenue over the next five years. In total, all impacted taxing bodies, including the Orland Fire Protection District, Moraine Valley Community College, and Orland Township will receive $6.92 million in new tax revenue. At the same time as all impacted taxing bodies are receiving this additional tax revenue, the Village of Orland Park is able to deliver on the Village’s long term downtown development goal. But for the new DOP TIF district, Downtown Orland Park will remain undeveloped VILLAGE OF ORLAND PARK Page 21 of 33 Board of Trustees Meeting Minutes May 16, 2022 and the tax revenue all impacted taxing bodies will receive for the undeveloped parcels will remain zero. When the Village of Orland Park approved the concept of a Downtown in 2004, they funded this ambitious and transformative plan with over $40 million in non-TIF generated revenue over the past twenty years. The newly proposed TIF plan better secures the development of Downtown Orland Park, provides all impacted taxing bodies with $6.92 million in new tax revenue, all while ensuring that tax payers do not have to pay anything additional toward creating the Downtown that has been desired since 2004. Amend MST TIF boundary and Create New DOP TIF The Village currently has one TIF District, the Main Street Triangle TIF District. While the Village has been pursuing redevelopment of this site for two decades, a viable plan to develop the site is now taking shape. At the May 2, 2022 Village Board meeting, the Village Board adopted a conceptual plan for Downtown Orland Park. In order to proceed with this development, the Village previously proposed an extension of the existing MST TIF District. After meeting with the impacted taxing bodies and hearing their concerns, the Village prepared an alternate proposal designed to better suit each of the taxing body’s needs. Based on the feedback received, the MST TIF District would be amended to only include the University of Chicago Medical Center (UCMC) property and existing Village-owned parking structure. The amended MST TIF District would still end, for tax levy purposes, after the 2027 tax levy, and for expenditure purposes as of December 31, 2028, with the receipt of the TIF incremental revenues from the 2027 tax levy (the 23rd year following the year in which the TIF District was formed (2004)) during 2028. Under this scenario, each impacted taxing body will begin to capture the MST TIF District increment from the 9750 On The Park apartment development starting in 2023 (which, significantly, is five years earlier than if the current MST TIF District remained in place for its full life) and the Village will be able to create the new DOP TIF District to help fund the final phases of the Downtown redevelopment project. But for the new DOP TIF District, the redevelopment project will not be possible. The new DOP TIF District boundary will include all of current MST TIF District, except the UCMC property, the Village-owned parking structure, which will remain in the MST TIF District (both of which are property tax exempt), and the 9750 On The Park apartments development (which will not be in any TIF District after amendment of the MST TIF District), and will also incorporate the Metra parking area on the west side of the train tracks. The new DOP TIF District will last for twenty-three (23) years. VILLAGE OF ORLAND PARK Page 22 of 33 Board of Trustees Meeting Minutes May 16, 2022 The Village is confident that this tax increment financing (TIF) proposal will achieve the same long-term goals as the original MST TIF District extension proposal, including yielding a higher property valuation and better revenues for all taxing bodies, without encumbering the short-term real estate taxes from the 9750 On The Park apartments. Overview of Tax Increment Financing Tax increment financing is the premier economic development tool of municipalities in the State of Illinois. TIF Districts provide municipalities with a mechanism to encourage local economic development where development would not occur without the use of incentives. TIF Districts operate by reinvesting incremental taxes generated through new development within a TIF District back into that TIF District. The incremental tax revenue value is determined using the tax rates of overlapping taxing bodies. Unless amended, reinvestment of incremental tax revenues within the TIF Districts is limited to a period of twenty-three years. While a TIF District is in effect, all overlapping taxing bodies forego tax revenues on the increase in equalized assessed value (EAV) created by redevelopment projects within the TIF District. The EAV of a TIF District at the time TIF District is established is termed the “base year” assessment. Overlapping taxing districts continue to receive tax revenues from parcels located within the TIF Boundaries based on the base value assessment, but any incremental revenues accrue to the TIF District to meet eligible obligations. Upon expiration of the TIF district, any surplus funds are redistributed to the overlapping taxing bodies. Business Development and Redevelopment District A Business Development and Redevelopment District, often referred to as a Business Development District (BDD) is a special financing program created by a municipality to encourage the development of new businesses in targeted areas of the community. This program enables municipalities to attract development on vacant properties and redevelop existing properties within a designated BDD area. New business development will increase local services and amenities, increase employment opportunities, and increase sales and property tax revenues to the municipality and other taxing bodies. This economic development tool is very flexible and allows districts to impose and collect up to 1.0% additional sales tax and hotel tax to fund any project that benefits the district. Business Development Districts allow municipalities to make and enter into all contracts necessary or incidental to the furtherance of a business district plan - including payments to private developers for eligible business district project costs. VILLAGE OF ORLAND PARK Page 23 of 33 Board of Trustees Meeting Minutes May 16, 2022 It is anticipated that as part of this project, a BDD will be established within the same boundaries as the original TIF District. Intent to Reimburse Certain Redevelopment Project Costs The Village is authorized, under the provisions of the Tax Increment Allocation Redevelopment Act, 65 ILCS 5/11-74.4-1 et seq. (TIF Act), to finance “redevelopment project costs,” as defined in Section 3(q) of the TIF Act, 65 ILCS 5/11-74.4-3(q) (TIF Project Costs), in connection with redevelopment project areas established in accordance with the requirements set forth in the TIF Act By adopting the attached Resolutions, the Village President and Board of Trustees of the Village will authorize funding for the feasibility studies under the TIF Act and the Business District Development and Redevelopment Law (each a Feasibility Study), to determine if the areas set forth on Exhibit A in each Resolution(each a “Study Area”), may be designated as a redevelopment project area, also known as a TIF District, under the TIF Act and a Business Development District under the Business Development and Redevelopment District Law, 65 ILCS 5/11-74.3-1, et seq. As a result of the authorization of the Feasibility Study, the Village will be expending funds for costs which, if the Study Areas are established as a TIF District and / or a Business Development District pursuant to their respective enabling statutes, would be reimbursable from revenues generated from properties within the respective Study Areas, relatives to the costs incurred with respect to the designation of said Study Area (“Expenditures”). I move to adopt a Resolution 2209, declaring the Village of Orland Park’s official intent to reimburse expenditures (Downtown Orland Park Tax Increment Financing District); AND I move to adopt a Resolution 2210, declaring the Village of Orland Park’s official intent to reimburse expenditures (Downtown Orland Park Business District). This matter was APPROVED on the Consent Agenda. 2022-0269 RFP #22-017, Triangle Utility Relocation Design, Consultant Recommendation A Request for Proposals (RFP #22-017) was issued by the Village to engineering firms for the design of the relocation of existing utilities within the Triangle development. The Village will be responsible for relocating its storm, sanitary, and water utilities in the Triangle in preparation of development construction in the Triangle. The selected consultant will be responsible for delivering plans and specifications to the Village that can be directly conveyed to the contractor for VILLAGE OF ORLAND PARK Page 24 of 33 Board of Trustees Meeting Minutes May 16, 2022 construction. While the focus of the RFP is the design of the utility improvements, proposers were encouraged to submit an optional price alternate for construction engineering services. If selected, the consultant responsible for construction engineering would act as the Village's liaison present in the field during construction of the utility relocation improvements. The RFP was released via BidNet on February 15, 2022, and responses were due on March 8, 2022. Nineteen (19) firms downloaded the RFP. The Village received one (1) response, a hard-copy proposal by SPACECO, Inc. (SPACECO) for $69,590.00. SPACECO also submitted an alternate construction engineering price of an additional $59,060. Staff recommends SPACECO, Inc. as the selected consultant for the relocation design only. Construction engineering services will be pursued as part of a later RFP. Staff recommends the selection of SPACECO specifically for the utility design for the following reasons: SPACECO has been involved in the design of the development, including the utilities, since the project's inception in 2005. SPACECO has the best knowledge of the project history and unique utility and permitting issues present. The cost proposed is fair and reasonable compared to designs of similar size, scope and schedule. The SPACECO proposal accurately identifies critical relocation issues, including maintaining service to existing tenants throughout construction and providing a maintainable and accessible utility design. SPACECO is able to commit to the aggressive design schedule, which will be crucial to relocate the utilities in preparation of the development's construction. I move to approve awarding the Triangle Utility Relocation Design contract to SPACECO, Inc. in an amount not to exceed $69,590; AND I move to authorize the Village Manager to execute all related contracts, subject to Village Attorney review. This matter was APPROVED on the Consent Agenda. 2022-0415 Employee Leasing Agreement for Planning Services Recent staffing adjustments and a growing workload necessitate the temporary addition of planning assistance in the Development Services Department. Similar VILLAGE OF ORLAND PARK Page 25 of 33 Board of Trustees Meeting Minutes May 16, 2022 to the recently approved agreement with GovHR for assistance in the Finance Department, staff proposes the attached Employee Leasing Agreement with GovHR for planning services. This agreement would provide one Development Services Consultant for 40 hours per week for a three month period. The consultant that would be assigned has over 20 years of leadership experience in community development. I move to approve an Employee Leasing Agreement for Planning Services with GovHR. This matter was APPROVED on the Consent Agenda. 2022-0395 An Ordinance Amending Title 7, Chapter 4 of the Orland Park Village Code with Regard to Liquor Licensing 2021 saw a large increase in the number of businesses summoned before the Liquor Commission of the Village of Orland Park for hearings concerning the status of their Village liquor licenses. As a part of increased interaction with many of these businesses regarding their conduct and the licensing process, a number of changes to the Village Code were identified which could promote clarity, consistency and the safe operation of liquor establishments. A working group was established which consulted with key stakeholders regarding updates and modifications to the existing Liquor Code. The attached Ordinance updates the classes of Liquor Licenses to allow for the possibility of events with liquor to occur on Village-owned property that is not the Civic Center. It also creates a conditional approval process for businesses with lengthy construction or buildout timelines so that they can obtain funding and some assurances while not obtaining a full liquor license until they have occupancy. The attached Ordinance also clarifies the renewal process and the deadlines surrounding the same while imposing fines for lateness. It adds a provision making persons who are not in good standing with the Village ineligible for licenses. It also increases the zoning buffer for packaged liquor stores and tightens enforcement language. I move to adopt Ordinance 5718, entitled: AN ORDINANCE AMENDING TITLE 7, CHAPTER 4 OF THE ORLAND PARK VILLAGE CODE WITH REGARDS TO LIQUOR LICENSING. This matter was APPROVED on the Consent Agenda. HEARINGS 7:00 P.M. 2022-0399 ALDI Orland Park - Petition for Annexation of Parcels 2 through 4 - Public Hearing for Annexation Agreement On December 13, 2021 the Board of Trustees granted approval of the preliminary plans for the development petition for Aldi Orland Park (Legistar ID 2021-0425) VILLAGE OF ORLAND PARK Page 26 of 33 Board of Trustees Meeting Minutes May 16, 2022 The petitioner requests annexation of parcels 2 through 4 of the proposed development of a 20,500 sf grocery store with associated parking and stormwater detention. Parcel 1 (PIN 27-31-202-021) at the center of the proposed development was incorporated into Orland Park in 2014 for Frangella’s Italian Market (see detailed history below). Subsequent to annexation, the property will be rezoned BIZ General Business along with final approvals of the development petition. Address: 11200 W 179th Street (NWC 179th and Wolf Road) P.I.N.: 27-31-202-019 and 27-31-202-022 Parcel Size: 5.83 acres (including Parcel 1) Requested Actions: Public Hearing for Annexation Agreement At this time, the property owner requests annexation of parcels 2, 3, and 4 of the proposed development. The petition for annexation agreement is now before the Board for consideration. A copy of the draft Annexation Agreement is attached for review. Additional Background on the Site On April 17, 2006, the Board of Trustees approved a development petition to construct Frangella’s Italian Market and Deli, an 11,700 sf retail center with associated surface parking and stormwater detention on the 2.32-acre parcel at 11300 W 179th Street. This is Parcel 1 of the proposed ALDI development. On Aril 17, 2006, the Board of Trustees conducted a public hearing for annexation of the parcel of the proposed Frangella’s Italian Market and Deli (erroneously identified as 11600 W 179th Street). On November 5, 2007 the Board of Trustees authorized the annexation agreement for the same. On March 3, 2008 the Board passed Ordinance 4341 to annex the property for Frangella’s Italian Market. On October 6, 2014 the Board of Trustees conducted a public hearing to amend the annexation agreement for Frangella’s Italian market to extend the existing agreement beyond its impending termination date (November 6, 2014.) Subsequent to the public hearing, the Board of Trustees passed Ordinance 4934 Amending the Annexation Agreement. Following the procurement and extension of the entitlements for Frangella’s Italian Market and Deli, the development never proceeded and the lot remains undeveloped. Meanwhile, on June 21, 2007 The Board of Trustees passed Ordinance 4246 to annex 10 tracts of land through Village-initiated annexation. Inclusive in that VILLAGE OF ORLAND PARK Page 27 of 33 Board of Trustees Meeting Minutes May 16, 2022 ordinance were the Frangella’s parcel- Parcel 1 of the proposed ALDI development- and portions of parcels 2-4 of the proposed ALDI project. While the diagram proposed by staff that accompanies the ordinance indicates annexation of the entirety of parcels 2-4, the legal description in fact annexed only strips 17’ wide, parallel and adjacent to the 179th Street right-of-way. This same width of right-of-way was also conveyed to Cook County, owner of 179th Street, by other recorded documents. Trustee Katsenes made a motion to open the public hearing, which was seconded by Trustee Kampas. All were in favor. (refer to audio) Mayor Pekau had comments and asked if there was anyone present to speak on the matter. (refer to audio) There were no members of the public present to speak. (refer to audio) I move to adjourn the public hearing on the annexation agreement for the subject properties located at 11200 W 179th Street, also known as the ALDI Orland Park. A motion was made by Trustee Kampas, seconded by Trustee Nelson Katsenes, that the Public Hearing be ADJOURNED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 PUBLIC SAFETY 2022-0416 Intergovernmental Agreement Between the Village of Orland Park and the 5th District Swat Team The Orland Park Police Department has been participating in a mutual aid agreement with the South Suburban Emergency Response Team (SSERT) since 2009. SSERT is comprised of mainly police departments that use the 6th District Circuit Court of Cook County in Markham, Illinois. The 5th District SWAT Team is comprised of police agencies within the Fifth District of the Circuit Court of Cook County that provides mutual aid to those member agencies. Orland Park is in the 5th Municipal District of Cook County and works closely with the member agencies of the 5th District SWAT Team. As a result, the Village drop participation in SSERT and instead partner with the 5th District SWAT Team. I move to approve the intergovernmental agreement between the Village of Orland Park and the 5th District SWAT team. AND Move to authorize the Village Manager to execute the Intergovernmental Agreement upon approval of the Board. VILLAGE OF ORLAND PARK Page 28 of 33 Board of Trustees Meeting Minutes May 16, 2022 A motion was made by Trustee Milani, seconded by Trustee Kampas, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 ENGINEERING 2022-0394 Local Public Agency Agreement Engineering Service Agreement for the 104th Avenue Multi-Use Path from 159th Street to 163rd Place Zero-Dollar Supplement The Phase I Preliminary Engineering contract for the 104th Avenue Multi-Use Path was awarded to H.W. Lochner, Inc. (HWL) for $109,238.08 under item 2015-0571. Subsequently, the fee was reduced to $108,001.96 though Illinois Department of Transportation (IDOT) review. The project is eighty percent federally funded though the Surface Transportation Program (STP), therefore, HWL has requested a reallocation of funds in the IDOT Local Public Agency Engineering Services Agreement (form BLR 05530 attached). The requested reallocation of funds does not increase the overall contract amount but internally redistributes $5,829.15 that the sub-consultants estimated would be needed to complete their work. The Village will be reimbursed eighty percent of this amount ($4,663). I move to approve the reallocation of funding resulting in a zero-dollar change to the Local Public Agency Agreement Engineering Service Agreement for the 104th Avenue Multi-Use Path from 159th Street to 163rd Place. A motion was made by Trustee Riordan, seconded by Trustee Healy, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 2022-0397 104th Avenue Multi-Use Path Phase III Construction Engineering Observation Award The Engineering Programs and Services Department (EPS) issued a Request for Qualifications (RFQ #22-023) for Phase III Construction Observation Services for the 104th Avenue Multi-Use Path from 159th Street to 163rd Place. The project received Illinois Transportation Enhancement Program (ITEP) funding thus requiring a quality based selection (QBS) process with cost negotiation after the initial selection was made. RFQ #22-023 was issued through BidNet and five (5) responses were received in total. Baxter & Woodman, Inc., Bowman Consulting Group, Ltd., Spaceco, Inc., Thomas Engineering Group, LLC, and V3 Companies, Ltd. were the responding consultants. VILLAGE OF ORLAND PARK Page 29 of 33 Board of Trustees Meeting Minutes May 16, 2022 After reviewing qualifications of all the firms, EPS is recommending Thomas Engineering Group, LLC for award. There are existing structural roadway elements in the project and Thomas Engineering Group, LLC proposed the most qualified team to handle the construction observation for the work involving these elements of the project and the general construction of the path. Below is the final scoring based on qualifications detailed in the submittals. Consultant Score Thomas Engineering Group , LLC 94.5 Baxter & Woodman, Inc. 92.5 Bowman Consulting Group, Ltd. 90.0 V3 Companies, Ltd. 87.0 Spaceco, Inc. 56.5 Per the QBS process, a contract for Phase III Construction Engineering Observation Services was negotiated with Thomas Engineering Group, LLC for a not-to-exceed amount of $190,875.86. President Pekau had comments and questions. (refer to audio) Senior Project Engineer Sean Marquez responded to President Pekau. (refer to audio) I move to approve the award of Phase III Construction Engineering Observation Services to Thomas Engineering Group, LLC for a not-to-exceed amount of $190,875.86. APPROVED RECREATION AND PARKS 2022-0396 Ordinance Amending Title 2, Chapter 5 of the Orland Park Village Code - Recreation Advisory Board The Recreation Advisory Board (RAB) consists of 13 members appointed by the Village President, with advice and consent of the Board of Trustees. Board members serve one year terms beginning on the first Monday in June, expiring the first Monday the following year. The RAB includes a Public Arts Subcommittee which focuses on public arts and consists of 3 RAB members appointed by the Village President with advice and consent of the Board of Trustees. The Recreation Advisory Board provides the President and Board of Trustees with information, advice and technical assistance on matters related to Recreation and Parks facilities, programs, parks, special events, sponsorship opportunities, user fees, facilities and parks use, and other matters related to Recreation and Parks. In evaluating the effectiveness of the Recreation Advisory Board, staff have found the size the RAB to be inefficient, and the need for a specific Public Arts Subcommittee to be unnecessary at this time. VILLAGE OF ORLAND PARK Page 30 of 33 Board of Trustees Meeting Minutes May 16, 2022 As such, staff recommends changing the Recreation Advisory Board from 13 to 9 members, each serving one year terms consistent with the current time term structure. When/if the need for a subcommittee arises, staff recommends such subcommittee consist of members of the Recreation Advisory Board as designated by the Recreation Advisory Board Chairperson, with advice and consent of the members of the Recreation Advisory Board and as approved by the Village Board of Trustees. I move to adopt Ordinance 5719, entitled: AN ORDINANCE AMENDING TITLE 2, CHAPTER 5, SECTION 2-5-1 OF THE ORLAND PARK VILLAGE CODE REGARDING THE RECREATIONAL ADVISORY BOARD. APPROVED VILLAGE MANAGER'S REPORT 2022-0412 Total Classification & Compensation Study Contract The Village has requested proposals for a consultant-led Total Classification and Compensation Study. The primary goals of this study are to: -Ensure compliance with ADA, FLSA, pay equity legislation, and other local, State and Federal requirements. -Develop a pay structure for non-union employees that is internally and externally equitable, is sensitive to the Village’s fiscal needs, and that can be effectively communicated to employees and the public. Other elements of the study will include: -Creation of a Compensation Philosophy in consultation with the Board of Trustees, that will serve as a guide in compensation decisions. Consideration will be given to whether the Village will seek to establish a teaching/training culture vs. experienced staff/retention culture or some combination thereof. Pros and cons of each will be identified and details on the necessary steps to implement the Board’s selected philosophy will be provided. -Evaluation of job descriptions for all positions (including union positions) to uniformly reflect the distinguishing characteristics, essential job functions, minimum qualifications (education/experience and knowledge/skills/abilities), working conditions (physical demands, work environment, and travel requirements), and certification/licenses/registrations requirements for classification as needed. -Recommended non-monetary benefits, such as flexible scheduling, remote work, and other value-added employee benefits that may increase attraction and retention of staff. VILLAGE OF ORLAND PARK Page 31 of 33 Board of Trustees Meeting Minutes May 16, 2022 -A transition and implementation plan to make recommended changes. -The necessary tools, best practices, and information for staff and the Village Board to manage the compensation plan going forward to ensure ongoing compliance and pay equity. Village staff directly invited eight (8) consulting firms and publicly noticed the RFP on BidNet Direct. Only one (1) proposal was received by the May 2, 2022 deadline. Pontifex Consulting Group submitted a proposal that meets the desired scope of work. Mayor Pekau, Trustee Kampas, Village Manager Koczwara, Assistant Manager Culotta, and Interim HR Director Ketchum interviewed Pontifex on May 6th. Reference checks were also performed. Village Manager George Koczwara presented information regarding this matter. (refer to audio) I move to select Pontifex Consulting Group to perform a Total Classification and Compensation Study and to approve a contract in the amount of $44,400. A motion was made by Trustee Riordan, seconded by Trustee Kampas, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 NON-SCHEDULED CITIZENS & VISITORS Monika Piszczor, Jane & Gene Sandyrzyk, and Gary Singh addressed the Board regarding the Shagbark retention pond. (refer to audio) President Pekau, Senior Project Engineer Sean Marquez and Village Manager George Koczwara had comments. (refer to audio) Trustee Riordan and President Pekau had questions. (refer to audio) Village Manager Koczwara responded to Trustee Riordan and had comments. (refer to audio). President Pekau had comments. (refer to audio) Village Manager Koczwara had comments. (refer to audio) President Pekau had comments and questions. (refer to audio) Village Attorney Anne Skrodzki, Village Manager Koczwara and Public Works Director Joel Van Essen responded to President Pekau. (refer to audio) VILLAGE OF ORLAND PARK Page 32 of 33 Board of Trustees Meeting Minutes May 16, 2022 Members of the audience had additional comments and questions. (refer to audio) Village Manager Koczwara, Public Works Director Van Essen, and President Pekau addressed their comments and questions. (refer to audio) BOARD COMMENTS Trustees Riordan, Kampas, Healy, Milani, Radaszewski, Katsenes and President Pekau had Board comments. (refer to audio) ADJOURNMENT: 7:48 P.M. A motion was made by Trustee Kampas, seconded by Trustee Nelson Katsenes, that this matter be ADJOURNED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 2022-0459 Audio Recording for May 16, 2022, Board of Trustees Meeting NO ACTION /AS APPROVED: June 6, 2022 Respectfully Submitted, /s/ Patrick R. O'Sullivan Patrick R. O'Sullivan, Village Clerk VILLAGE OF ORLAND PARK Page 33 of 33