AGENDA
PUBLIC WORKS & UTELITIES COMMITTEE
Village of Hoffman Estates
February 27, 2017
Immediately following Finance
Members:
Anna Newell, Chairperson
Michael Gaeta, Vice Chairperson
Gary Pilafas, Trustee
Karen V. Mills, Trustee
I.
Roll Call
II.
Approval of Minutes—January 23, 2017
Gary 0. Stanton, Trustee
Gayle Vandenbergh, Trustee
William McLeod, Mayor
NEW BUSINESS
I.
Request approval to modif5’ the current cross connection control device recertification
program and solicit proposals on behalf of affected residents.
2.
Request approval for the Historical Sites Commission to proceed with 2017 budgeted
activities and events, in an amount not to exceed S 1,200.
3.
Request authorization to extend 2016 contract for 2017 Water/Sewer Parkway Landscape
Restoration to Milieu Design, Wheeling, IL at a unit price of $6.05 per square yard for
seeding and $10.05 per square yard for sodding, in an amount not to exceed $30,000.
4.
Request authorization to extend 2016 contract for 2017 Brivo Hosting Fees for Village
facilities to Sound Incorporated, Naperville. IL (low bid), at a cost not to exceed
$21,937.32.
5.
Request authorization to award contract for 2017 sanitary sewer rehabilitation to Visu
Sewer of Illinois LLC (VSI). Bridgeview, IL. in an amount not to exceed $1,300,000.
6.
Request authorization to award contract for 2017 Street Sweeping, inclusive of all
associated costs including removal and hauling of debris, to K. lioving Clean Sweep. West
Chicago, IL, in an amount not to exceed $108,150.
7.
Request authorization to award contract for 2017 Parkway Tree Planting Program (low
bids), to:
a) Acres Group, Wauconda, IL; and
b) St. Aubin Nursery, Kirkland, IL,
in a total amount not to exceed $159,750.
8.
Request authorization to extend 2016 contract for 2017 season landscape maintenance
services for (A & B locations) Village owned sites and state/county rights-of-way to
Classic Landscape, West Chicago, IL, in an amount not to exceed $71,190.
(over)
Public Works & Utilities Committee
February 27, 2017
-2-
9.
Request authorization to extend 2016 contract for 2017 season landscape maintenance
services for (C & D locations) Village maintained detention areas and park type properties
and various cul-de-sac islands to Complete Landscape, Barrington, IL. in an amount not to
exceed $55,250.
10.
Request acceptance of the Department of Public Works Monthly Report.
11.
Request acceptance of the Department of Development Services Monthly Engineering
Report of the Transportation and Engineering Division.
III.
President’s Report
IV.
Other
V.
Items in Review
VI.
Adjournment
The Village offloffinan Estates co,npflac sin/i the Anwricans
call the ADA Coordinator at 817/882-9100.
nit/i
Dtiabi/ities -(ct (1IDA). For accessibility assistance
Village of Hoffman Estates
DRAFT
PUBLIC WORKS & UTILITIES COMMITTEE
MEETING MINUTES
January 23, 2017
I.
Roll call
Members in Attendance:
Management Team Members
in Attendance:
Trustee Anna Newell, Chairperson
Trustee Michael Gaeta, Vice Chairperson
Trustee Gary Pilafas
Trustee Karen Mills
Trustee Can Stanton
Trustee Gayle Vandenbergh
Mayor William McLeod
Jim Norris, Village Manager
Arthur Janura. Corporation Counsel
Mark Koplin, Asst. Village Mgr., Dcv.
Alan Wenderski, Director of Engineering
Patti Cross, Asst. Corporation Counsel
Ted Bos, Police Chief
Joe Nebel, Director of Public Works
Rachel Musiala, Director of Finance
Fred Besenhoffer, Director of IS
Dr. Monica Saavedra, Director of HHS
Ben Gibbs, GM Sears Centre Arena
Greg Schulilt, Deputy Fire Chief
.Jordan Lester, Administration Intern
The Public Works & Utilities Committee meeting was called to order at 7:17
II.
p.m.
Approval of Minutes
Motion by Trustee Gaeta, seconded by Trustee Pilafas. to approve the minutes of the Public Works &
Utilities Committee meeting of December 12, 2016. Voice vole taken. All ayes. Motion carried.
NEW BUSINESS
1.
Request approval of IDOT Resolution to permit Village work on Slate of Illinois Rights-ofWay.
An item summary’ sheet from Joe ISebel was presented to Committee.
Motion by Trustee Gaeta. seconded by Trustee Stanton, to approve an IDOT Resolution to permit Village
work on Stale of Illinois Rights-of-Way. Voice vote taken. All ayes. Motion carried.
2.
Request approval to enter a service agreement with EnerNoc Inc. to participate in their
Emergency Load Response Program.
An item summary’ sheet from Joe Nebel and Paul Petrenko was presented to Committee.
Motion by Trustee Gaeta, seconded by Trustee Pilafas, to enter a service agreement with EnerNoc Inc. to
participate in their Emergency Load Response Program. Voice vote taken. All ayes. Motion carried.
Public Works & Utilities Committee
3.
-2-
January 23, 2017
Request authorization to waive bidding and purchase two (2) replacement heavy-duty dump
truck chassis through Stale of Illinois Joint Purchase Contraci pricing from Rush Truck
Center of Illinois. INC, Chicago, IL (low State Contract bid), in an amount not to exceed
S 166,874.
An item summan’ sheet from Joe Nebel, Bob Markko and Kelly Kerr was presented to Committee.
Motion by Trustee Gaeta. seconded by Trustee Pilafas, to purchase two (2) replacement heavy-duty dump
truck chassis through State of Illinois Joint Purchase Contract pricing from Rush Truck Center of Illinois,
INC, Chicago, IL (low State Contract bid), in an amount not to exceed S 166,874. Voice vote taken. All
ayes. Motion carried.
4.
Request authorization to waive bidding and purchase two (2) new Henderson dump bodies,
underbody plows, spreader boxes, pre-wet systems, controls and fabrication/installation
using N.JPA contract discount from Henderson Truck Equipment-Illinois, Huntley, IL, in an
amount not to exceed $149,336.
An item summary’ sheet from
Joe
NebeL Bob Markko and Kelly Kerr was presented to Committee.
Trustee Stanton inquired about the length of time to fit the chassis with equipment.
Mr. Nebel provided background on the limeframe and reason for early purchase request.
Motion by Trustce Gaeta, seconded by Trustee Pilafas, to purchase two (2) new Henderson dump bodies,
underbody plows, spreader boxes, pre-wet systems, controls and iabrication/installation using NJPA
contract discount from l-lenderson Truck Equipment-Illinois. Huntley, IL, in an amount not to exceed
$149,336. Voice vote taken. All ayes. Motion carried.
5.
Request authorization to waive bidding and purchase two (2) new front snow plows for use
on 21)17 budgeted trucks using NJPA contract discount from Wausau Equipment Company,
New Berlin, WI, in an amount not to exceed $28,068.
An item summary’ sheet from Joe Nebcl, Bob Markko and Kelly Kerr was presented to Committee.
Motion by Trustee Gaeta. seconded by Trustee Pilafas. to purchase two (2) new front snow plows for use
on 2017 budgeted trucks using NJPA contract discount from Wausau Equipment Company, New Berlin,
WI. in an amount not to exceed S28.068. Voice vote taken. All ayes. Motion carried.
6.
An item
Request authorization to waive bidding and purchase Neptune meters from Water Resources,
Inc., Elgin, IL (sole supplier), at 2016 unit prices, in an amount not to exceed S205,500.
summary
sheet from Joe Nebel and Haileng Xiao was presented to Committee.
Motion by Trustee Gaeta, seconded by Trustee Vandenbergh, to purchase Neptune meters from Water
Resources, Inc., Elgin, IL (sole supplier), at 2016 unit prices, in an amount not to exceed $205,500. Voice
vote taken. All ayes, Motion carried.
7.
Request authorinttion to award contract [or engineering design and construction
management for the Hoffman Boulevard Bridge North Parapet Wall Repair Project to
Hampton, Lenzini and Renwick, Inc. of Elgin, IL, in an amount not to exceed $49,718.
An item summary sheet from Alan \Venderski was presented to Committee.
Public Works & Utilities Committee
January 23, 20fl
-3-
Mayor McLeod inquired about the previously named Columbine Bridge and if the funds set aside from the
original EDA would pay For the repairs.
Mr. Norris indicated the project would be paid For out of leftover EDA bond Funds.
Trustee Pilafas asked ifthe sides of the bridge would also be considered for repair. Mr. Wenderski indicated
the top part oldie outside olthe North Wall will be included in the project which is leaching salt down to
the sides of the bridge.
Motion by Trustee Gaela, seconded by Trustee Stanton, to award contract for engineering design and
construction management For the Hoffman Boulevard Bridge North Parapet Wall Repair Project to
Hampton. Lenzini and Renwick, Inc. of Elgin. IL, in an amount not to exceed $49,718. Voice vote taken.
All ayes. Motion carried.
8.
Request acceptance of the Department of Public Works Monthly Report.
The Department of Public Works Monthly Report was presented to committee.
Trustee Mills indicated there was a road construction sign laying on its side along Governors and asked if
PW would pick it up.
Motion by Trustee Gaeta. seconded by Trustee Pilafas, to accept the Department of Public Works Monthly
Report. Voice vote taken. All ayes. Motion carried.
9.
Request acceptance of the Department of Development Services Monthly Engineering Report
of (lie Transportation and Engineering Division.
The Department oF Development Services Monthly Engineering Report of the Transportation and
Engineering Division was presented to committee.
Motion by Trustee Gaeta, seconded by Trustee Pilafas, to accept the Department of Development Services
Monthly Engineering Report othe Transportation and Engineering Division. Voice vote taken. All ayes.
Motion carried.
Ill.
IV.
V.
VI.
President’s Report
Other
Items in Review
Adjournment
Motion by Trustee Gaeta, seconded by Trustee Mills, to adjourn the meeting at 7:25 p.m. Voice vote taken.
All ayes. Motion carried.
Minutes submitted by:
Jennifer Djordjevic. Director of Operations
and Outreach I Office of the Mayor and Board
Date
—1
COMMITTEE AGENDA ITEM
VILLAGE OF HOFFMAN ESTATES
SUBJECT:
Request approval to modify the current cross connection control
device recertification program and solicit proposals on behalf of
affected residents.
MEETING DATE:
February 27, 2017
COMMITTEE:
Public Works & Utilities
FROM:
Joseph Nebel, Director of Public Works
PURPOSE:
To modify the current in-house cross connection control device
(CCCD) recertification program to a contracted program and
obtain permission to solicit bids.
BACKGROUND:
Per the Illinois Environmental Protection Agency (IEPA), the
Illinois Environmental Protection Act states: no physical
connection shall be permitted between the potable portion of a
supply and any other water supply not of equal or better
bacteriological and chemical quality as determined by inspection
and analysis by the Agency; and, where such connections are
permitted, it is the responsibility of the public water supply officials
to assure submission from such privately owned water supply
source or sources samples and operating reportsi.
The IEPA Division of Public Water Supplies (DPWS) has
established guidelines for community water supply crossconnection control device (CCCD) programs to ensure water
distribution systems are protected from backflow contaminants.
Programs are required to have a CCCD ordinance, and residents
are required to have all CCCDs annually recertified by a certified
CCCD inspector. Test reports must be provided to the municipality
annually.
The Village of Hoffman Estates initially designed a program to
assist residents with the cost of these recertifications with the goal
of providing them at a very competitive rate. Private plumbing
CCCD reecrtifications typically range from $75 $125 per device.
The Village currently charges residents $45 per device for
recertification by a certified in-house CCCD inspector.
-
DISCUSSION:
The Village CCCD recertification program is responsible for approximately 1,125
residential re-certifications per year. Initially, two part-time plumbing inspectors
contributed to this program assisted by department administrative staff responsible for
answering program questions and setting appointments with residents. Residents receive
annual letters by mail as reminders to schedule their backflow test.
In 2016, one part-time plumber separated employment with the Village. This reduction in
staff has limited the capacity of the program to perform reeertifications. The Village had
been pursuing a replacement for many months but has received no interest from any
qualified candidate to date. Staff believes that the challenges in finding a replacement parttime plumber has revealed a weakness in the current program. With an inability to find
qualified candidates we are looking to change the program.
A review of local communities via a Northwest Municipal Conference (NWMC) suney
revealed that none of Pventv-threc respondents conduct CCCD recertifications using inhouse staff. All respondents have a CCCD recertification program, per IEPA and DPWS
guidelines. A few respondents solicit bids in order to guarantee a price per recertification to
residents. A number of respondents opt for an enforcement-only program model.
Modifying the program via a contract securing a price per recertification will continue to
assist residents by lowering the cost of recertifying CCCD’s and assure a competitive rate.
As with the current program, residents will have the choice of acquiring any private certified
CCCD inspector if they prefer. This modification will reduce the amount of administration
and direct labor for the Village while maintaining the original intent of the current program.
FINANCIAL IMPACT:
A modification of the current program will have little effect on the budget. Reducing staff to
accommodate a contractual program model will result in minimal savings as revenues from
the current program are also eliminated.
RECOMMENDATION:
Request approval to modify the current cross connection control device recertification
program and solicit proposals on behalf of affected residents.
iTitle 35: Environmental Protection Section 607.104: Cross Connections (Source: 35 ILL Adm. Code
607.104, amended at 21 III. Reg. 6553, effective May 8, 1997).
-
B—2
COMMITTEE AGENDA ITEM
VILLAGE OF HOFFMAN ESTATES
SUBJECT:
Request approval for the Historical Sites Commission to
proceed with 2017 budgeted activities and events, in an
amount not to exceed $1,200.
MEETING DATE:
February 27, 2017
COMMITTEE:
Public Works & Utilities
FROM:
Joseph Nebel, Director of Public Works
Paul Petrenko, Staff Liaison
PURPOSE:
Approval for Historical Sites Commission to proceed with
2017 budgeted activities and events.
BACKGROUND:
2017 budget allocations for the Historical Sites Commission
include funding to hold several planned projects and events.
DISCUSSION:
Spring Event March 25, 2017 at 1:00 p.,;:.
-
Archaeology in the Forest Preserves of Cook County
“A Look through our Past: Archaeology in the Forest
Preserves of Cook County” program will discuss human
occupation and artifacts from the Cook County Forest
Preserve from hunter-gatherers of 12,000 years ago to the
Euro-American occupations of the Post- VW11. Presented
by archaeologists from the Illinois State Archaeological
Survey. $200 is budgeted.
April 30, 2017 and October 22, 2017— Greve cemetery Tours;
1:00 p.m.
Small group guided tour of Grcve Cemetery
permitting. This is a free event.
Sander/age Open House
—
July 23, 2017 bOO p.:;:.
—
—
weather
4:00 p.m.
Program displaying antique tools and their use. Tours of the
historic house. The Schaumburg Township Historical
Society will sponsor a free icc Cream Social on the lawn.
S650 is budgeted.
Page 2
DISCUSSION, continued:
October 14, 2017— Pumpkin Fest; 11:00 a.i,i.
—
1:30 p.m.
This will be the annual Pumpkin Fest event. Small pumpkins are provided along with
acrylic paints for decorating on site. Many of the past participants have stated that they
always look fonvard to this event evefl’ year. The event promotes the farmhouse for
residents who are not aware of its history. Approximately 50 pumpkins are purchased
locally. There will be no charge for pumpkins. Light refreshments are provided. $200 is
budgeted.
Decen,ber 2, 2017— Teddy Bear Holiday Party; starts promptly at 1:00 p.,,’.
This is an annual favorite. The farmhouse is decorated with a holiday tree trimmed with
teddy bears. This is particularly appealing to children as well as to their parents. There
is no charge for admission, but reservations are required. There is a visit from Santa, a
gift of a small bear from the tree, and refreshments. $150 is budgeted.
FINANCIAL IMPACT;
In summary, the following activities are earmarked for accomplishment during fiscal
year 2017:
2017 Activities
March 25— Spring Event
A nI 30 & Oct. 22- Creve Cemetery Tours
July 23 Sunderlage Open House
October 14—Pumpkin Fest
December 2— Teddy Bear Holiday Party’
Total
—
Cost
$200
$0
$650
$200
$150
$1,200
RECOMMENDATION:
Request approval for the Historical Sites Commission to proceed with 2017 budgeted
activities and events, in an amount not to exceed $1,200.
NB -3
COMMITTEE AGENDA ITEM
VILLAGE OF HOFFMAN ESTATES
SUBJECT:
Request authorization to extend 2016 contract for 2017
Water/Sewer Parkway Landscape Restoration to Milieu
Design, Wheeling, IL at a unit price of S6.05 per square
yard for seeding and $10.05 per square yard for sodding,
in an amount not to exceed S30,000.
MEETING DATE:
Fcbruan’ 27, 2016
COMMITTEE:
Public Works & Utilities
FROM:
Joseph Nebel, Director of Public Works
Haileng Xiao, Water Sewer Superintendent
PURPOSE:
To award contract for 2017 water and sewer parkway
landscape restoration.
BACKGROUND:
Park-way landscape restoration has been contracted
since the mid-1980’s. It has continued to be a cost
effective and efficient program. A contractor performs
landscape surface repairs after water and sewer
excavations in rights-of-way areas. Contract prices and
total annual costs for recent years were as follows:
2014
2015
2016
$4.00 sq. yd.
$4.15 sq. yd.
$6.05 sq. yd.
$16,409
$16,317
$12,447
The amount of parkway restoration work varies from
year to year depending on the number of leak repairs,
sewer section pipe replacement and number of main
breaks.
DISCUSSION:
Bidding documents for water/sewer parkway landscape
restoration were advertised on 1/28/2016 and distributed
to over ten (10) contractors. In addition, 4 contractors
picked up copies of bid documents. Bid specifications
included alternate pricing for the 2017 and 2018 calendar
cars.
Page 2
DISCUSSION, continued
Four bid proposals were received on February 12, 2016, at 10:00 a.m. The results of
the bid and alternative prices are attached.
The amount of parkway restoration work varies from year to year depending on the
number of leak repairs, sewer section pipe replacement and the number of main
breaks.
Milieu Design completed 2016’s work to staffs satisfaction. The alternate unit pricing
for 2017 proposed by Milieu Design on February 12, 2016 is higher by 1.7% (or 50.10)
per square yard for sodding and 3.7% (or 50.10) per square yard for seeding in
comparison to the 2016’s price. Staff considers this increase reasonable. It is also in
the Village’s interests to develop an extended relationship with a quality vendor who
takes pride and vested interest in their own work. As a result of satisfactory work
completed in 2016 by Milieu Design staff recommends the renewal of 2016 contract
for 2017 with Milieu Design.
FINANCIAL IMPACT:
A total of $78,700 has been budgeted in 2017 for all water/sewer related restoration
work. This amount includes all sod, black dirt, grass seed, site preparation and
concrete work. Concrete work is a separate bid. Based upon cost and our estimated
quantities, it is projected that up to $20,000 may be required to complete 2017 turf
restoration work.
RECOMMENDATION:
Request authorization to extend 2016 contract for 2017 Water/Sewer Parkway
Landscape Restoration to Milieu Design, Wheeling, IL at a unit price of 56.05 per
square yard for seeding and $10.05 per square yard for sodding, in an amount not to
exceed 530,000.
IEU
MIL
LANDSCAPING
48 E. Hintz Rd.
Vhccling, IL 60090
Office: 847-465-1160 Fax: 847-465-1159
Email: helIoirnilietilaiic1.com
Website: http://mi I en and .com
Februar 13, 2017
1-Jaileng Xiao
Superintendent of Water & Sewer
Village Of 1-loffman Estates
Public Works Department
2305 Pembroke Ave.
Hoffman Estates, IL. 60169
Subject: Village of Hoffman Estates Turf Remediation 2017
Dear J-laileng Xiao:
Milieu Design appreciates the patronage of the Village of Hoffman Estates in 2016. Milieu Design
would welcome continuing with the Turf Remediation Contract from 2016 in 2017. All pricing and
terms to remain the same.
We request a renewal contract for 2017 and will honor the price of the 2016 contract.
Kindly review our proposal and send me written acceptance on behalf of the Village of hoffman
Estates.
Thank you for your consideration.
8mg ,Caet
Brian Frank
CD
H
a
-4
m
C
•11
F
z
0
a
I
0
a,
0
•0
I
I
U
COMMITTEE AGENDA ITEM
VILLAGE OF HOFFMAN ESTATES
45-4
SUBJECT:
Request authorization to extend 2016 contract for 2017
Brivo Hosting Fees for Village facilities to Sound
Incorporated, Napenille, IL (low bid), at a cost not to
exceed $21,937.32.
MEETING DATE:
February 27, 2017
COMMITTEE:
Public Works & Utilities
FROM:
Joseph Nebel, Director of Public Works
Paul Petrenko, Facilities Manager
PURPOSE:
Award 2017 annual contract for Brivo On-Air web based
hosting fees for Village facilities.
BACKGROUND:
The Village currently utilizes an access control system
that is based on hardware and software from Brivo Inc.
This is a cloud-hosted and cloud-managed security
solution using a Software as a Senice (SaaS) platform.
DISCUSSION:
In the fourth quarter of 2015, the Village published a bid
for the cost of hosting fees for all access controlled
buildings in an effort to get the best value for the Village.
Hosting fees including both monthly and annual
amounts. Base bid award was to be for an annual
contract beginning January 1, 2016 and ending
December 31, 2016 with a Village option to award
contract extension for the 2017 and/or the 2018 fiscal
ycar. The awarded contractor would also receive
preferred vendor status on service and new installations
relatcd to the access control system, readers, control
panels, wiring, and programming in keeping with Village
internal purchasing guidelines.
On Decembcr 2, 2015, three (3) security contractors
tendered their bid. The total 2016 annual hosting fec bid
results for all Village buildings were as follows:
Sound Incorporated
$21,937.32
Red Hawk Security Systems LLC
$29,997.96
Tyco Integrated Security
$30,072.00
The detailed bid tab with option years is attached at the
end of this agenda for review.
Page 2
DISCUSSION (Continued):
The low bidder also published hourly labor rates appear to be the best value at $120.00.
They have 5 years’ experience installing and maintaining Brivo On-Air products and
are highly recommended by the Brivo Midwest Regional Sales Manager. As a result,
staff recommended that Sound Incorporated, Naperville, IL be awarded the 2016
annual contract for the Brivo hosting fees for all Village facilities that use Brivo On-Air
panels.
FINANCIAL IMPACT:
Village Brivo Hosting Fees are currently paid by a General Fund, Water Fund and
SCA accounts as listed below.
Fund Source
General
Water
General
Total
2017 Budget Allocation
Account Number
Account Name
01404424-4507
Professional Services
40406724-4507
Professional Services
Maintenance, Fire Stations 01404424-4518
Amount
$16,350.00
$ 7,000.00
S 2,000.00
$25,350.00
Not only are there sufficient funds to cover the cost of the hosting fees, but this
competitive bid has appreciably reduced hosting fee costs to the Village.
RECOMMENDATION:
Request authorization to extend 2016 contract for 2017 Brivo Hosting Fees for Village
facilities to Sound Incorporated, Naperville, IL (low bid), at a cost not to exceed
$21,937.32.
521:937.32
521:937.32
51.82811
$1828.11
2017 Total Hosting Fees
2018 Total Hosting Fees
Hourly Labor Rate
521937.32
$1,828.11
2016 Total HostIng Fees
Items
Annual
5120/hr
Hourly
Labor
Sound Incorporated
1550 Shore Road. Naperville. IL
630-369.2900
630-639-1211
[email protected]
Rob Senica
N/A
N/A
Yes
Yes
Yes
Monthly
Bid Deposit: N/A
Amount of Deposit Received:
Bid Certification Form Notarized:
Substance Abuse Prevention Certificate:
References Provided:
Firm:
Address:
Phone:
Fax:
E-mail:
Contact:
VILLAGE OF HOFFMAN ESTATES
DEPARTMENT OF PUBLIC WORKS
TABULATION OF BIDS FOR BRIVO HOSTING FEES
530.07200
530072.00
52.50600
52506.00
530.60396
530.60396
S2,550.33
52.55033
5130/hr
530.072M0
$2506.00
52.49983
52999796
Annual
Monthly
Annual
$303/hr
Hourly
Labor
Tyco Integrated Security
2010 Swift Drive. Oak Brook. IL
630-645-3921
630-645-3950
rbarron(Eityco.com
Robert Barron
N/A
I
N/A
Yes
Yes
Yes
Monthly
Hourly
Labor
Red Hawk Security Systems LLC
8160 S. Madison. Burr Ridge. IL
312-350-1509
708-239-1690
mario.davis(rehavkus.com
Mario Davis
N/A
I
N/A
Yes
Yes
Yes
Bid Opening Date: December 2. 2015
lime: 10:00 AM
Attended by: Beverly Romanoff, Paul Petrenko
NB-S
COMMITTEE AGENDA ITEM
VILLAGE OF HOFFMAN ESTATES
SUBJECT:
Request authorization to award contract for 2017 sanitary’
sewer rehabilitation to Visu-Sewer of Illinois LLC (VSI),
Bridgeview, IL, in an amount not to exceed $1,300,000.
MEETING DATE:
February 27, 2017
COMMITTEE:
Public Works & Utilities
FROM:
.Joseph Nebel, Director of Public Works
Haileng Xiao, Superintendent of Water & Sewer
PURPOSE:
To seek authorization to award contract for 2017’s project of
sanitary sewer rehabilitation.
BACKGROUND:
The Village’s sanitan’ sewer rehabilitation program has been in
progress for over 16 years. During the initial study, our consulting
engineers Baxter & Woodman (B&W) identified over 70,000 feet
of sanitary sewer main for relining. Between 2001 and 2013 over
42,000 feet of sanitary sewer mains have been rehabilitated
through Cured-In-Place Pipe lining (CIPP), including 700 ft. of
18” sanitary sewer mains along Route 59. Over 1,100 feet of new
sewer mains were installed by excavation to replace collapsed
pipe. In 2015 the Metropolitan Water Reclamation District of
Greater Chicago (MWRD) started implementing new
Infiltration/Inflow Control Program. The Village is required to
complete an assessment of a minimum of 10% of the public
sanitary sewer systems, repair/rehabilitate sections of sanitary
sewer labeled as high priority before July 2019.
in 2014 B&W was hired for continuing engineering services and
construction management of the sanitary sewer rehabilitation
project. in 2015 B&W assessed the condition of the entire
sanitary sewer collection system and divided it into 65 sub-basins.
Page 2
BACKGROUND, Continued
A total of 12 sub-basins were identified as high risk areas for infiltration/inflow. In 2015 and
2016 a total of over 77,000 feet of sanitary’ sewer main line were inspected with CCTV camera
which includes footage inspected for the street reconstruction and resurfacing project.
Through review and analysis of the reports and evaluation of the remaining list of
deteriorated sewer sections, B&W recommended a total of 19,400 feet of sanitary sewer
mains and 6 manholes, mostly in the 12 high risk sub-basins, for rehabilitation. If the total
price of the successful bid is both favorable to the Village and lower than the engineer’s
estimate, the alternate items will be added into the contract for 2017 project. The bid
document provides the Village with an option to change or add items of identical work at the
same bid prices.
DISCUSSION:
At bid the closing on February 9,2017 five bid proposals were received and they are
summarized as follows:
Company Name
Visu-Sewer of Illinois, LLC
Bridgcvicw, Illinois
Total Bid Amount
$917,944.14
Insituform Technologies USA, LLC
Orland Park, Illinois
$922,518.80
Hocrr Construction, Inc.
Peoria, Illinois
$945,942M0
Michels Pipe Services
Brownsville, Wisconsin
$969,319.00
SAK Construction, LLC
O’FalIon, Missouri
$1,144,863.75
The total of the engineer’s estimated cost for the project, including alternate items, is
$1,431,700. All five bids are lower than the engineer’s estimates, which may be due to the
timing of our bid and additional competition in the industry. Both staff and consultant engineer
reviewed each of the bids and find VSI to be the lowest responsive and responsible bidder.
Baxter Woodman Engineer recommends award of the Contract to VSI. In comparison to the
price for identical work completed in 2012 by VSI, the bid price for the 2017 project is very
favorable to the Village. The cost to (Inc an 8” sanitary main is almost 14% LESS than was
paid in 2012.
Page 3
VSI completed the 2012 project for the Village to staffs satisfaction. Staff is highly confident
that VSI will complete the project again in a satisfactory manner. Therefore staff concurs with
the consultant engineer’s recommendation to award the contract for the 2017 sanitary scwcr
rehabilitation to VSI.
FINANCIAL IMPACT:
This line item is covered by FY 2017 Budget as part of bond funded capital improvement
projects. VSI’s total price for the entire project is 5917,944.14, which is far below the engineer’s
estimate of 51,431,000 and also well below the CIP approved amount of 51,390,000. Due to the
favorable bid prices staff recommends additional sanitary sewer rehabilitation work be added
to the project. With the original quantities identified in 2001 at over 70,000 feet there are ample
additional sanitary lines that require lining but were left off of the list due to concerns of the
total project price. Adding needed lining at the unit prices provided is a great financial benefit
to the Village and will maximize economies of scale. The authorization requested will also be
inclusive of any contingencies required as the result of unknown conditions found during
construction, which we expect. To cover both additional sanitary lining and contingencies for
unknown conditions, staff is requesting 51,300,000 be authorized as the maximum contract
amount. There is remaining funding available from the approved CIP amount of S 1,390,000
for additional engineering cost expected due to the expanded project scope.
RECOMMENDATION:
Request authorization to award contract for 2017 sanitary sewer rehabilitation to Visu
Sewer of Illinois LLC (‘Sl), Bridgeview, IL, in an amount not to exceed 51,300,000.
Note: A copy of the original bid documents are in the white Public Works & Utilities
binder in the Trustee’s ante room.
SJB —6
COMMITTEE AGENDA ITEM
VILLAGE OF HOFFMAN ESTATES
SUBJECT:
Request authorization to award contract for 2017 Street
Sweeping, inclusive of all associated costs including removal and
hauling of debris, to K. Hoving Clean Sweep, West Chicago, IL,
in an amount not to exceed $108,150.
MEETING DATE:
February 27, 2017
COMMITTEE:
Public Works & Utilities
FROM:
Joseph Nebel, Director of Public Works
PURPOSE:
To award the contract for 2017 street sweeping, inclusive of all
associated costs including removal and hauling of debris.
BACKGROUND:
Annual roadway sweeping reduces debris build-up on streets
and reduces the amount of debris from entering storm drainage
system and retention ponds.
On February 13, 2017, three bid proposals were opened by the
Village Clerk for 2017 sweeping costs with alternate proposals
for 2018 and 2019. Complete bids were submitted by:
•
•
•
Waste Management of Illinois, Cicero IL;
K. loving Clean Sweep, of West Chicago, IL; and
TKG Environmental Services Group, LLC of Waukegan,
IL.
K. Hoving Clean Sweep has provided satisfactory street
sweeping sen’ices to the Village since 2008. The 2017
Department budget includes 5108,150 for contract street
sweeping.
7
DISCUSSION:
The Village street sweeping program includes the following: one (1) full sweep in the spring,
one (1) full sweep in the spring/summer, one optional (1) partial sweep in the summer, one
(1) full sweep in the fall, and one (1) full sweep in the fall/winter. Service specifications call
for a per-curb mile unit cost proposed for each individual sweep (Table A). A comprehensive
tabulation of bids is included as an attachment.
Table A: Comparison of bids
2017 Street
Sweeping Program
—
201 7 Street Sweeping Program
Waste
Management
Per
Total
Mile
135.00 40,095.00
Per
Mile
65.80
135.00
40,095.00
161.50
135.00
324.91
19,542.60
Per
Mile
64.00
19,008.00
65.80
19,542.60
64.00
19,008.00
19,703.00
65.80
8,027.60
64.00
7,808.00
40,095.00
96,498.27
236,486.27
106.00
106.00
31,482.00
31,482.00
110,076.80
95.00
95.00
28,215.00
28,215.90
102,254.00
.
Spring (full sweep)
Spring/Summer
(full_sweep)
Summer
(partial_swecp)*
Fall (full sweep)
Fall/Winter (full sweep)
Program Total:
*
K. Hoving
TKG
.
Total
.
Total
Village may opt-out of partial summer sweep.
K. Hoving Clean Sweep proposed the low bid at 5102,254 for the 2017 program.
Additional street sweeping may be required throughout the year to address special events
(411)
of July, parade, etc.), areas with excessive debris, and department construction site clean
up. Additional costs for special sweeps must be included in (and not exceed) the awarded
contract amount.
FINANCIAL EMPACT:
The 2017 Department budget includes $108,150 for street sweeping. This amount is sufficient
for the recommended proposal and includes additional allowance for a number of special
sweeping events.
RECOMMENDATION:
Request authorization to award contract for 2017 Street Sweeping, inclusive of all associated
costs including removal and hauling of debris, to K. loving Clean Sweep, Vest Chicago, IL,
in an amount not to exceed 5108,150.
Note: Proposals are in the white binder in the Trustee’s Ante Room.
—7
COMMITTEE AGENDA ITEM
VILLAGE OF HOFFMAN ESTATES
SUBJECT:
Request authorization to award contract for 2017
Parkway Tree Planting Program (low bids), to:
a) Acres Group, Wauconda, IL; and
b) St. Aubin Nursery, Kirkland, IL,
in a total amount not to exceed $159,750.
MEETING DATE:
February 27, 2017
COMMITTEE:
Public Works & Utilities
FROM:
Joseph Nebel, Director of Public Works
Nick Laekowski, Village Forester
PURPOSE:
To award contracts for 2017 Parkway Tree Planting
Pro gram.
BACKGROUND:
This is an annual budgeted program whereby the Village
purchases and plants parkway trees for a) replacement
of EAB infested trees, b) new subdivisions based on
deposits collected from building permits, e) replacement
tree plantings from accidents and storm damage, and for
d) parkway tree plantings utilized to increase aesthetic
value for various Village projects. Specifications were
prepared and mailed requesting bids from contractors
for the performance of this work and included options
for extension of the contract for the respective 2018 and
2019 seasons. Planting of these trees occurs in fall with
select species planted in the spring based on nursery
recommendations for best chance of survivability.
Page 2
DISCUSSION:
On Februan’ 15, 2017 three (3) bids were opened and staff began an evaluation
process. After reviewing the bids it was determined that the Acres Group, had
submitted the lowest bid followed by St Aubin Nursery.
Acres Group and St. Auhin Nursery are both known to the Village of Hoffman Estates
for parkway tree planting services. Both firms planted a combined total of 5,000+
quality trees in conjunction with a number of village programs, mainly the village’s
Emerald Ash Borer replacement program. The availability and quality of installation
of product has for the most part exceeded expectations by the village. The village has
utilized Acres group for the last 3 years and St Aubin Nursery for the last 23 years.
A comparison/tabulation of the three (3) bid proposals is attached.
FINANCIAL IMPACT:
The Village reserved the right to change, add or delete quantities of trees to be
planted. This quantity is conditioned upon the total amount of funds budgeted for
the program each fiscal year as well as the rate of completion of homes in new
subdivisions and was indicated in the bid specifications.
Given our ability to control the quantity of trees the contractor will be planting, staff
can cause the contract sum to be equal to that of funding availability. Based on
specifications requirements, bidders submitted prices per tree to be planted by specie
as indicated on the attached tabulation form.
Funding for this year’s program is supported by $159,750 budgeted within the Street
Division Forestry & Grounds Program which includes; EAB tree replacements
($65,000) accident, storm damage, and out of warranty replacement plantings
($50,000) and planting/replanting of Village rights-of-way ($14,750). Additional
funding ($30,000) was slated for the replacement of plant material at the Village and
Police Department properties for 2017.
Quantities for tree planting for the 2017 season are anticipated to be approximately
600 trees with a large majority being planted to replace EAB infested trees removed
throughout the 2016 season.
Page 3
RECOMMENDATION:
Request authorization to award contract for 2017 Park-way Tree Planting Program
(low bids), to:
Acres Group, Wauconda, IL; and
a)
St. Aubin Nursery, Kirkland, IL,
b)
in a total amount not to exceed 5159,750.
Note: Bid Specifications and individual bids are in the white binder in the Trustee’s
ante room.
N
0
-4
•0
DC
CD QtM
‘Don—i
DC
—l
‘ OO’l
z_n
DC OZO
300
-4
m
0
N
C
1
-o
DC
DC
‘C
—1
CD
CD
-a
DC
Co
C
Co
3
‘4
0
r
mm-i
tt
‘C
>
0-i
mm
no
03r
TJ
00-Ti
Tt
0
w z
0
00
a
ml
3
Cj
‘4
0
1
x
-l
ml
ml
•0
cz
-I
z
0
0
0
3
r
>0
on
C
C
dx
CC
zm
‘1
oz
I
0
>
-1
I,,
Mi
z
-I
z
0
0
C
0
‘JR—s
COMMITTEE AGENDA ITEM
VILLAGE OF HOFFMAN ESTATES
SUBJECT:
Request authorization to extend 2016 contract for 2017
season landscape maintenance services for (A & B
locations) Village owned sites and state/county rights-ofway to Classic Landscape, West Chicago, IL, in an
amount not to exceed $71,190.
MEETING DATE:
February 27, 2017
COMMITTEE:
Public Works & Utilities
FROM:
Joseph Ncbcl, Director of Public Works
Nick Lackowski, Village Forester
PURPOSE:
To extend contract for 2017 season landscape
maintenance services for (A & B locations) Village owned
sites and state/county rights-of-way.
BACKGROUND:
In March, specifications were prepared and mailed to 7
vendors with additional copies provided to the Clerk’s
office. On April 13, 2016, the Village Clerk opened three
(3) bids. A bid tabulation form is attached.
In addition to requesting bids for 2016 service delivery,
alternate bids were requested for potential vendors to
extend their contracts into the respective 2017 and 2018
landscape seasons. The successful contractor will be
more likely to provide better services in hopes of
attaining a contract extension for the next season. As
contractor performance improves, year to year, staff has
noticed a positive cumulative effect on the VOHE
properties. The Village has the sole option to extend
vendor contracts and staff shall recommend that 2017
and 2018 contractor bid extensions be held open for the
Village Board to revisit in the future.
The mowing schedule for A & B locations includes sites
requiring weekly landscape maintenance such as Village
Hall, Police Station, Fire Stations, Scars Centre and
Children’s Advocacy Center. Bi-wcekly landscape
maintenance sites would include State/County rights-of
way such as Route 72, Route 58 and Route 62 as well as
Shoe Factory Rd.
Page 2
DISCUSSION:
Classic Landscape, is very well known to the Village as they have performed
landscape maintenance services of this type for the Village during a number of
seasons in the past. (2001 —2003 & 2006—2011) This firm’s performance was found
to always be professional, satisfactory’ and consistently timely rarely requiring a
follow up call.
A comparison of vendor bid prices follows:
$45,765.00
Alternate
2017 Season
$45,765.00
Alternate
2018 Season
545,765.60
57 1,190.60
57 1,190.06
571,190.00
SI 14,723.45
5114,723.45
SI 14,723.45
Bidder
2016 Season
Select Construction
Elgin, IL
*Classic Landscaping Ltd.
West Chicago, IL
Alvarez Inc.
Barrington, IL
*Lov qualified bidder bascd to reference checks as well as prior performance.
Staff is recommending to extend the contract for Classic Landscape for the 2017
season based on their performance and pricing.
FINANCIAL IMPACT:
5128,000 has been budgeted and allocated in 2017 for seasonal landscape maintenance
services for two (2) separate bid requests. Based on the bids received and the firms
being recommended for awarding of contracts, the line item funding is less than
necessary to cover the costs. The additional funding necessary to defray the cost for
this contracted service and will come from current line items within the same account
related to contract tree removals and restorations.
RECOMMENDATION:
Request authorization to extend 2016 contract for the 2017 season landscape
maintenance services for (A & B locations) Village owned sites and state/county
rights-of-way to Classic Landscape, West Chicago, IL, in an amount not to exceed
$71,190.
Note: Bid documents are in the white Public Works & Utilities Committee binder in the
Trustees’ Ante Room.
2018 Season
2017 Season
$1,470.00
17
Cycles
$3,618.00
$61,506.00
$3,618.00
$7,650.00
$450.00
$1,470.00
17
Cycles
$114,723.45
$114,723.45
$114,723.45
$114,723.45
$45,765.00
$45,765.00
$45,765.00
$45,765.00
$71,190.00
$71,190.00
$71,190.00
$71,190.00
Total
2016 Total Bid
2017 Total Bid
2018 Total Bid
$24,990.00
$53,217.45
$3,618.00
$38,115.00
$46,200.00 $1,155.00
$1,400.00
$114,723.45
33
$45,765.00
$71,190.00
Cycles
Total
$61,506.00
$1,612.65
$7,650.00
$450.00
$1,470.00
17
Cycles
$24,990.00
$53,217.45
$3,618.00
$38,115.00
$114,723.45
$61,506.00
Unit Price
Total
$53,217.45
$46,200.00 $1,155.00
I
$1,400.00
$45,765.00
$71,190.00
$450.00
$7,650.00
$24,990.00
bond
1,000.00
Yes
Yes
Yes
Yes
Unit Price
$1,612.65
I
33
I
Alvarez Inc.
15N497 Old Sutton Rd
Barrington, IL 60010
Cycles
Total
$1,400.00
check
1,000.00
Yes
Yes
Yes
Yes
Unit Price
Select Construction
361 Renner Dr
Elgin, IL 60120
Bid Opening Dale: April 13, 2016
Time: 9:00am
Attended by: Kelly Kerr
Todd Firmstone
check
1,000.00
Yes
Yes
Yes
Yes
Total
Unit Price
Total
$46,200.00 $1,155.00 $38,115.00
Jeff Engvall
33
Contact:
Classic Landscape
3N471 Powis Rd
West Chgo, IL 60185
Bid Deposit:
Amount of Deposit Received:
Bid Certification Form Notarized:
Substance Abuse Prevention Certificate:
References Provided:
Attended Required Pre-bid Meeting
Items
Cycles
2016 Season
A & B Locations per bid specifications
VILLAGE OF HOFFMAN ESTATES
DEPARTMENT OF PUBLIC WORKS
TABULATION OF BIDS FOR
LANDSCAPE MAINTENANCE
Firm:
Address:
$0.00
$0.00
$0.00
Total
Nick Lackawski
From:
Sent:
To:
Subject:
Jeff Engvall <[email protected]>
Tuesday, January 31, 2017 7:38 AM
Nick Lackowski
Re: Contract extension
Yes we are going to continue if you have time I would like to meet before we get started this spring
Sent from my iPhone
On Jan 31, 2017, at 7:36 AM, Nick Lackowski <Nicholas.Lackowski©Hoffmanestates.org> wrote:
Hi Jeff,
Just a reminder, we are looking for a response regarding our mowing agreement with you.
Thanks
From: Nick Lackowski
Sent: Thursday, January 26, 2017 4:09 PM
To: [email protected]
Subject: Contract extension
Hi Jeff
I am reaching out to you today regarding the Village’s interest in extending our Turf mowing agreement
with you. The department feels that the work that was performed in 2016 met the needs and satisfied
the requirements making this opportunity available to you to extend the contract into 2017. Please
respond back at your earliest convenience to this communication if you would like to continue working
for the village under the 2017 extension agreement for this year.
Thank you
<imageoOl.png>
NâC Lac4cwgqi
Village Forester
Forestry & Grounds Supervisor
Hoffman Estates Department of Public Work5
2305 Pembroke Ave Hoffman Estates II 60169
Office (847)490-6800
1
MB —9
COMMITTEE AGENDA ITEM
VILLAGE OF HOFFMAN ESTATES
SUBJECT:
Request authorization to extend 2016 contract for 2017
season landscape maintenance services for (C & D
locations) Village maintained detention areas and park
type properties and various cul-de-sac islands to
Complete Landscape, Barrington, IL, in an amount not
to exceed $55,250.
MEETING DATE:
February 27, 2017
COMMITTEE:
Public Works & Utilities
FROM:
Joseph Nebel, Director of Public Works
Nick Lackowski, Village Forester
PURPOSE:
To extend contract for 2017 season landscape
maintenance services for (C & D locations) Village
maintained detention areas and park type properties and
various cul-de-sac islands.
BACKGROUND:
In March, specifications were prepared and mailed to 7
vendors with additional copies provided to the Clerk’s
office. On April 13, 2016, the Village Clerk opened three
(3) bids. A bid tabulation form is attached.
In addition to requesting bids for 2016 service delivery,
alternate bids were requested for potential vendors to
extend their contracts into the respective 2017 and 2018
landscape seasons. The successful contractor will be
more likely to provide better services in hopes of
attaining a contract cxtcnsion for the next season. As
contractor performance improves, year to year, staff has
noticed a positive cumulative effect on the VOilE
properties. The Village has the sole option to extend
vendor contracts and staff shall recommend that 2017
and 2018 contractor bid extensions be held open for the
Village Hoard to revisit in the future.
The mowing schedule for C&D locations include sites
requiring bi-weekly landscape maintenance such as a
number of detention/retention areas, center medians,
secondary street rights-of-way, as well as wells, lifts and
tower sites. Additionally, the contractor will be
performing like landscape services for a number of cul
dc-sac islands and dead end properties
Page 2
BACKGROUND: (continued)
Through-out the Village. Vendors were also asked to provide alternate bids for
possible additional cul-de-sac mowing that may occur and require maintenance.
DISCUSSION:
Following the bid opening, staff completed a review and comparison of the proposals
submitted by the three (3) bidders. The vendor submitting the lowest bid, Complete
Landscaping, had not bid on any previous related services in the past. While no
municipalities were provided as references, the sites and locations that were indicated
on the bid are parallel to those this firm has provided for the references sighted. Of
the five(S) multifamily property management references, four (4) indicated they were
satisfied with the work performed by this company and none indicated any issues.
Complete Landscaping’s performance for the 2016 season was found to be
professional, cooperative, timely and accurate. Schedules were maintained and the
few minor issues that occurred were addressed immediately and properly.
A comparison of vendor bid prices follows:
Bidder
2016 Season
Complete Landscaping
Itasca IL
$52,207.00
Alternate
2017 Season
$55,250.00
Alternate
2018 Season
$55,250.00
Classic Landscaping Ltd.
West Chicago, IL
$78,370.00
$78,370.00
$78,370.00
Select Construction
Elgin, IL
$83,555.00
$83,555.00
S83,555.00
,
Staff is recommending to extend the contract for Complete Landscaping for the 2017
season based on their 2016 performance and pricing.
FINANCIAL IMPACT:
$128,000 has been budgeted and allocated in 2017 for seasonal landscape maintenance
services for two (2) separate bid requests. Based on the bids received and the firms
being recommended for awarding of contracts, the line item funding is less than
necessary to cover the costs.
RECOMMENDATION:
Request authorization to extend contract for 2017 season landscape maintenance
services for (C & D locations) Village maintained detention areas and park type
properties and various cul-de-sac islands to Complete Landscape, Barrington, IL, in
an amount not to exceed $55,250.
Note: Bid documents are in the white Public Works & Utilities Committee binder in the
Trustees’ Ante Room.
2018 Season
2017 Season
17
Cycles
$570.00
$78,370.00
$78,370.00
$76,370.00
$12,750.00
$570.00
$65,620.00 $4,345.00
$78,370.00
$12,750.00
2016 Total Bid
2017 Total Bid
2018 Total Bid
$750.00
$570.00
$65,620.00 $4,345.00
$78,370.00
$12,750.00
$78,370.00
17
Cycles
$3,860.00
$750.00
$3,860.00
$750.00
Total
Unit Price
$65,620.00 $4,345.00
Yes
Yes
Yes
Yes
$83,555.00
$83,555.00
$83,555.00
$83,555.00
$9,690.00
$73,865.00
$83,555.00
$9,690.00
$73,865.00
$83,555.00
$9,690.00
$750.00
$2,500.00
$750.00
$2,500.00
$649.00
$52,207.00
$55,250.00
$55,250.00
$55,250.00
$12,750.00
$42,500.00
$55,250.00
$12,750.00
$42,500.00
$52,207.00
$11,033.00
Total
Unit Price
$41,174.00
Paul Gange
bond
1,000.00
Complete Landscape
15N497 Old Sutton Rd
Barrington, IL 60010
Total
Unit Price
$73,865.00 $2,422.00
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Unit Price
$3,860.00
Todd Firmstone
check
1,000.00
Select Construction
361 Renner Dr
Elgin, IL 60120
Bid Opening Date: April 13, 2016
Time: 9:30am
Attended by: Kelly Kerr
Jeff Engvall
check
1,000.00
Classic Landscape
3N471 Powis Rd
West Chgo, IL 60185
Total
17
Cycles
Total
17
17
Cycles
Total
Cycles
Contact:
Bid Deposit:
Amount of Deposit Received:
Bid Certification Form Notarized:
Substance Abuse Prevention Certificate:
References Provided:
Attended Required Pre-bid Meetinq
Items
2016 Season
Cycles
17
C & D Locations per bid specifications
VILLAGE OF HOFFMAN ESTATES
DEPARTMENT OF PUBLIC WORKS
TABULATION OF BIDS FOR
LANDSCAPE MAINTENANCE
Firm:
Address:
$0.00
$0.00
$0.00
Total
Nick Lackowski
From:
Sent:
To:
Cc:
Subject:
Complete Landscaping <[email protected]>
Tuesday, January 31, 2017 11:20 AM
Nick Lackowski
Dave Philipp
Re: 2017 Contract extension
Hi Nick
Thank you for the follow up. We are interested in working with HE again this year.
Thank you
Paul
630 546 4478
Turf, Trees & Snow
Licensed, Bonded & Insured
www.completelandscapingitasea.com
Tuesday, 31 January 2017, 11:08AM -06:00 from Nick Lackowski Nicholas.Lackowski(WHoffmanestates.org:
Hi Paul,
I am reaching out to you today regarding the Village’s interest in extending our Turf mowing agreement with
you. The department feels that the work that was performed in 2016 met the needs and satisfied the
requirements making this opportunity available to you to extend the contract into 2017. Please respond back at
your earliest convenience to this communication if you would like to continue working for the village under
the 2017 extension agreement for this year.
Thank you
Mcii Lac4cwsQl
Village Forester
Hoffman Estates Department of Public
Works
1
HOFFMAN
ESTATES
2305 Pembroke Ave Hoffman Estates II
60169
Office (847)490-6800
PUBLIC WORKS
2
VILLAGE OF HOFFMAN ESTATES
NB-la
DEPARTMENT OF PUBLIC WORKS
JANUARY 2017 MONTHLY REPORT
SUBMITTED TO: Public Works Committee
Fe uary 2017
L
irector Public
4-orks
Assistant Director of Public Works
MAJOR PROJECT STATUS
Valve Assessment Program
Notice to proceed was issued to M.E. Simpson on March 31, 2016 for the assessment of 1,000 valves with a concurrent
leak survey. Before the end of November, 1,020 valves located in Barrington Square, Parcel NE, Parcel NF, Parcel NC and
WDA were exercised and/or mapped with GPS coordinate5 determined. The leak survey uncovered eleven hydrant leaks
and one valve leak and all have been repaired. The program was temporarily stopped in September for staff to investigate
thoroughly the condition of a closed valve and a section of hidden 16” water main. The investigation and review of the
program is completed in October and program procedure changes have been made to let it continue. The final report was
submitted and the project is closed.
Tollway Widening Project: Update
The following is a brief update of what is being done to avoid construction conflicts to utility lines effected by the Toliway
expansion project:
1.
12” sanitary sewer force main for Pfizer lift station is near AT&T site. No conflicts have been detected through
potholes that require major work as of January 31, 2016.
2.
12” water main crossing 1-90 Tollway north of the Village Hall. No conflicts have been detected through potholes
that require major work as of January 31, 2016.
3.
16” transmission water main crossing 1-90 Tollway north of the Eisenhower School for Ela Road water mains. No
conflicts have been detected through potholes that requires major work as of January 31, 2016
4. 4” sanitary sewer force main for Thomas lift station south of the Thomas Engineering site in conflict with retaining
wall and proposed JAWA relocation. The 30” casing pipe was extended north as part of the Tollway construction.
Tollway contractor contacted staff to present the option not to extend the casing pipe at the south. Review by
staff and consultant engineer indicates the option acceptable as long as Tollway provides written authorization
that excavation can occur directly against Tollway’s retaining wall. A letter has been sent to Tollway and a
response from Tollway is pending. Tollway requested the contractor to schedule the casing pipe extension and
the work is pending. Staff provided as-built plans to Toliway engineers again. Staff is waiting for the schedule of
construction from the contractor.
1
Customer Services
Fast Action Service Team (FAST);
1. 1. Right-of-way cleanup at Higgins Road.
2. 2. Received and loaded 2,000 tons of salt.
3. 3. Received delivery of Cad and Beet Heet.
4. 4. Assisted with water main breaks at 2150 Carleton, Higgins Quarters, and other Village locations.
Fast Action Service Team (FAST)
ITi&liit
Jan
32
Feb
Mar
Apr
May
t4pA
Jun
Jul
4I{g.I[1L
Aug
Sep
Oct
Nov
Dec
Total
32
FAST Customer Service Requests WED
Dead Animals
a---
Other
29%
\
——
—
IL
B-box Repair
10%
-e
L
\.4---
Misc. Requests
16%
‘‘
‘-
Sidewalk
Deviations
0%
Sewer Backup
Inspection
10%
a
.._
Wood
Deliveries
0%
=zrZt’ Black Dirt
0%
Branch Pick up
26%
customer Service Team:
1. Vault meter repair at 1060 North Bluebonnet Lane;
2. UME installed at Serta International.
Customer Service Team
!F1ZI :111
.j
I.r4o
Jul
Jan
66
Feb
Mar
Apr
Jan
217
Feb
Mar
Apr
May
Apr
‘ihSL l±W T1YFI
May
Jun
Jul
May
Jun
•thiNit.i iNti
Jan
121
Feb
Mar
Jun
Aug
Sep
Oct
Nov
Dec
Total
66
Sep
Oct
Nov
Dec
Total
217
Sep
Oct
Nov
Dec
Total
121
WiThI’,flZ I;TTW7T
Jul
Aug
flipi IlL
Aug
I_______
2
Jan
3
Feb
Mar
Apr
May
Jun
.at
Jan
83
Feb
Mar
Jan
36
Feb
Mar
Apr
May
flh
Jul
Aug
May
Oct
Nov
Dec
Total
3
Oct
Nov
Dec
Total
83
IW -fl(TI
Jun
Jul
C (.J.it4t-1TT’ R1
Apr
Sep
Jun
I
Aug
cfP7II
Jul
Sep
4L’flit FIF
Aug
Sep
Oct
Nov
Dec
Total
36
Aug
Sep
Oct
Nov
Dec
Total
22
Aug
Sep
Oct
Nov
Dec
Total
0
Total
390
zin
Jan
22
Feb
Mar
Apr
May
Jun
Jul
fl;l!
Jan
0
Feb
Mar
Apr
May
Jun
Sep
Oct
Nov
Dec
Sep
Oct
Nov
Dec
Sep
Oct
Nov
Dec
Jul
Utility Locates Team:
IJan
390
Feb
Mar
Apr
May
Utility Locates Team
JUUE Locates
Jun
Jul
Aug
Jan
29
Feb
Mar
Apr
May
AIHiQJ El!) ii rri r
Jun
Jul
Aug
Jan
1
Feb
a
Total
29
IflJftr7
Mar
Apr
May
Jun
Jul
Aug
Total
1
Facilities
1.
2.
3.
4.
5.
completed safety committee findings for the month of January which included repair of some lighting and
electrical repair in PWC garage.
Investigate and repair water leak in public washroom at Village Hall.
Installed new card reader at Fleet Garage for employee to punch in replacing old time clock.
Put new pneumatic air drier on-line at Fleet for their air tool equipment.
Met with SCA staff to discuss plans to support operation needs at arena.
Facilities
.
Jan
84
Feb
Mar
Apr
3’A]nflWflL’4Rhi1 1iNiN3ORO’Ii
May
Jun
Jul
3
Aug
n.wI,
Sep
•i’i.
Oct
Nov
Dec
Total
84
Fleet Services
1. Continue preparations on new Fire Department ladder truck -$1,500 in labor being billed back to manufacturer.
2. Met with Community Development going over specifications on new vehicle purchase.
3. Assisted police department with vehicle change-overs.
Fleet Services
d14TL4iIflflI’F1ffl(ii!T T.LtEW. ET,(pptn’r
Jan
511
ian
1
Feb
Feb
Mar
Mar
Apr
Apr
May
Jun
May
fl’fi
Jun
Jul
Aug
Sep
Li
Oct
Nov
Dec
Total
511
Oct
Nov
Dec
Total
1
;ta’IdI.gjF1r
Jul
Aug
Sep
Forestry
1. Performed routine tree maintenance: brush pick-up, tree removals, storm damage clean-up, corrective
treatment routine tree trimming, and inspections;
2. Made preparations for contract tree planting bid;
3. Performed contract tree trimming preparation (Corrected inventory, gathered 0811 information);
4. New employee participated in snow and ice control training;
5. Trimmed Lakewood center island trees;
6. Completed Christmas tree chipping program;
7. Made preparations for turf spraying contract hid;
8. Continued application process to recertify the village’s Tree City USA certification.
Forestry
IWIn]til- t
Jan
Feb
Mar
Apr
May
.
JunZ’’Au
Sep
Oct
Nov
Dec
Total
Maintenance & Construction
Storm Sewer Team:
1. Performed extensive creek line cleaning in the Pembroke and Barrington Road flow areas.
Storm Sewer Team
ri.ici
Jan
2,400
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total
2,400
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total
0
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total
6
nu
Jan
0
Feb
Mar
Apr
Jan
6
Feb
Mar
Apr
May
Ia”’
May
4
Construction/Maintenance Team:
2.
Performed water main repairs at 1017 Roselle Road, 490 Newport, 2019 Alder, Ela Road right-of-way, 2050
Carlton, and 31 Golf Center
Construction/Maintenance Team
!T31a
Jan
1
Feb
Jan
Feb
Mar
Apr
May
çmNi.iL”iI
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total
1
flfl7, .i
Sep
Aug
Oct
Nov
Dec
Total
3
Oct
Nov
Dec
Total
1
‘7IWThIt
Mar
Apr
May
Jun
Jul
L
May
1(’fli?
Jun
3
Jan
1
Feb
Mar
Apr
Jul
L.Gl4Itr
U
Aug
Sep
Traffic Operations
Pavement Maintenance Team:
1. Coordinated monthly tailgate, confined space, trench shoring, HAZMAT, blood borne pathogens, lockout, and
fall protection training.
2. Performed street crossing excavation water main repair at Hillcrest Boulevard.
3. completed 2017 pavement marking contractor street evaluations.
-
Pavement Maintenance Team
r rniwaj iiirnni T
Jan
0.0
Feb
Mar
Apr
May
Jan
11.5
Feb
Mar
Apr
May
Jun
rT rzwi
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Total
0.0
Jul
Aug
Sep
Oct
Nov
Dec
Total
11.5
Oct
Nov
Dec
Total
10
Oct
Nov
Dec
Total
34
Sign Team:
1. Fabricated and assembled 15 water valve “Leave closed’ signs;
2. Replaced 10 signs due to vandalism and wind damage;
3. Provided sign shop training to new employee;
4. Updated EOC Personnel Board with new names and call numbers;
5. Removed 8 Flu clinic signs from various locations throughout Village;
6. Performed type-I reposting at Hillcrest Boulevard.
Jan
10
Jan
34
Feb
Feb
I
Mar
Mar
(
I
Sign Team
Repaired/Replaced Signs
Jun
Jul
Aug
Sep
Apr
May
Apr
I 1Tfl1’1 Iflfl
May
Jun
Jul
5
TTIIT lfl
Aug
Sep
Street light Team:
1. Secured sites and performed cleanup of 1 streetlight knockdown;
2. Repaired 2 street light cable ground fault5;
3. Assisted Engineering with streetlights at Prairie Stone extension;
4. Installed outlet on Street light pole at Station 23,
442
Street Light Team
TN(.Ji.t”efl?
Jan
3
Feb
Mar
Apr
May
Jun
Jan
17
Feb
Mar
..Apr
May
SHT
Jun
Jul
fl:(*LiL’4
Sep
Aug
J.L%
Oct
Nov
Dec
Total
3
Oct
Nov
Dec
Total
17
Nov
Dec
Total
L!!A £IFllfl
Jul
Aug
Sep
Water Operations
Operations Team:
1. Installed rebuilt pump at Casey Farms lift station;
2. Installed new drop electrical hookup at Fire Station 22;
3. Sealed sanitary manholes located at the corner of Route 59 and Schaumburg Road.
Operations Team
.
-
.
-
Jan
Feb
Mar
Apr
May
1uT1
Ju]
Aug
Sep
Oct
Sanitary Sewer Flow Management Team:
1. Monitored sewer televising contractor related to 2017 Road Reconstruction Program;
2. Identified critical repairs and roadway failures associated with road reconstruction.
.
ian
8,119
Feb
Mar
Apr
ian
836
Feb
Mar
Apr
Sanitary Sewer Flow Management Team
¶
May
Jun
Jul
Aug
Sep
May
Jun
Jul
6
Aug
Sep
Oct
Nov
Dec
Total
8,119
Oct
Nov
Dec
Total
836
Fuel Use Report
Monthly Fuel Use (gallons) 36 months
-
20,000
15,000
10,000
5,000
0
Feb Apr Jun Aug Oct Dec Feb Apr Jun Aug Oct Dec Feb Apr Jun Aug Oct Dec
January 2017 Fuel Use by Dept. (gallons)
9,000
8,462
8,000
7,000
5,672
6,000
5,000
5,255
4,515
4,000
3,000
2,000
2,338 2,271
1
1,782
1
1,547
—I
819
I]
0
Public Works
Fire Dept.
Police Dept.
s2017
‘13-16 AVG.
7
5. Barrington PD
Other:
NB
ENGINEERING REPORT OF THE
TRANSPORTATION AND ENGINEERING DIVISION
DEPARTMENT OF DEVELOPMENT SERVICES
FEBRUARY MONTHLY REPORT
Attached is the Monthly Engineering Report of the Transportation and Engineering
Division in the Department of Development Services for the period ending February 24,
2017.
Alan Wenderski, P.E.
Village Engineer
-
ii
ENGINEERING REPORT
TRANSPORTATION & ENGINEERING MONTHLY REPORT
PACE 2
MISCELLANEOUS
Summary of miscellaneous items:
Engineering plan review for:
o Hoffman Plaza
o Denny’s (4690 Hoffhian Boulevard)
o Country inn & Suites
o Amber Meadows
o 105 East Golf Road
o Dunkin Donuts (Huntington Plaza)
o Bergman Pointe Phase 2 grading
o Enclave Apartments Clubhouse
o Holiday Inn (Site Geometry)
• 9 permit inspections
• Assisted Public Works with inspection of Ela Road water main repairs
• I residential drainage investigation
• 2 floodplain inquiries
• Reviewed permits for:
o 2— drainage
• Plan/permit review related to residential development:
o 6— permit plats
o 1 top of foundation plat
o 1 temporary certificate of occupancy
—
—
PROJECT STATUS
VILLAGE PROJECTS
!
PROJECT NAME
2016 Crack Scaling Project
2016 Drainage Improvement
Project
DESCRIPTION
Work is complete; punch list work remains. Village
Project Manager— Shelley Walenga
All work complete.
Re-inspection of sod/seed
restoration to take place in spring 2017. Village Project
Manager Shelley Walenga
Survey work completed for various future locations.
Actual locations for 2017 project not yet determined.
Village Prolect Manager Shelley Walenga
All work is complete. Re-inspection of sod/seed
restoration to take place in spring 2017. Village Project
Manager Marty Salerno
Design work is ongoing. Target Bid Opening April 3”’.
Construction anticipated to begin by early May.
Village Project Manager Marty Salerno
Project is complete. Close-out paperwork with IDOT
is ongoing. Hancock is serving as Phase III engineer.
Village Project Manager Alan Wenderski
—
2017 Drainage Improvement
Project
—
2016 Street Revitalization Project
—
2017 Street Revitalization Project
—
Bode Road Reconstruction
—
ENGINEERING REPORT
TRANSPORTATION & ENGINEERING MONTHLY REPORT
PAGE 3
VILLAGE PROJECTS
PROJECT NAME
Bode Road / Harmon Boulevard
STP Resurfacing Project
DESCRIPTION
The resurfacing of Bode Road from Woodlawn Street
to Roselle Road and Harmon Boulevard from Bode
Road to Golf Road is planned for 2017 construction.
Design engineering contracted to Ciorba Group. 80%
of construction and construction engineering will be
funded by the STP. Scheduled for April 28tl IDOT
letting with construction beginning by early July. Final
plans submitted to IDOT. Draft engineering and
funding agreements submitted to IDOl and awaiting
comments. Village Project Ivlanager Joe Weesner
Work is complete; punch list work remains. Chastain
& Associates is serving as Phase III engineer. Village
Project Manager Alan Wenderski
Work is complete; punch list work to resume in the
spring. Engineering Resource Associates is serving as
Phase 111 engineer. Village Project Manager
Joe
Weesner / Alan Wenderski
Hampton, Lenzini and Renwick, Inc. (HLR) to provide
design engineering and construction inspection
services. Agreement with HLR executed on February
13th•
Design kick-off meeting with HLR and staff held
on February 21 Construction expected to commence
in late summer/early fall 2017.
Village Project
Manager Alan Wenderski
The replacement of 54-inch Corrugated Metal Pipe
(CMP) along West Berkley Lane from Washington
Boulevard to Spring Mill Drive.
Construction
scheduled for summer/fall 2017. Design engineering
and construction inspection services awarded to
Chastain & Associates on December IIi•
Staff
reviewing Phase 1 project report. Village Project
Manager Alan Wenderski
—
Grand Canyon Storm Sewer
Project
—
Hillcrest / Moon Lake Boulevard
STP Resurfacing Project
—
Hoffman Boulevard Bridge North
Parapet Wall Repair Project
.
—
West Berklcy Lane Storm Sewer
Project
COMMERCIAL PROJECTS
PROJECT NAME
Acura Dealership
1149 West Golf Road
DESCRIPTION
Review of As-Built drawings complete. Temporary
CO, minor punch list items to be completed in the
spring. Village Project Manager Terry White
Utility punch list work is on hold until spring. Lighting
on Prairie Stone Parkway and Beverly Road ongoing.
Village Project Manager Terry White
—
Adesa Auto Auction
5407 Trillium Boulevard
—
ENGINEERING REPORT
TRANSPORTATION & ENGINEERING MONTHLY REPORT
PAGE 4
COMMERCIAL PROJECTS
PROJECT NAME
Animal Hospital
Barrington Square
2370 West Higgins Road
DESCRIPTION
Proposed addition to existing Animal Hospital and
parking lot expansion. Project guarantee submitted.
MWRD permit approved. Village Project Manager
Alan Wenderski
Temporary CO issued. Awaiting As-Built drawings
and sign-off of ROW permit from IDOT. Village
Project Manager Terry White
Project guarantee submitted. Water main relocation
work began week of February 1
Village Project
Manager Terry White
—
Burger King Restaurant
2599 West Higgins Road
—
CMIC Labs
(Formerly JCL Bioassay)
Prairie Stone
2860 Forbs Avenue
Culvers
Prairie Stone
—
Awaiting As-Built drawing revisions. Village Project
Manager Terry White
—
4665 Hoffman Boulevard
I____________________________________________
Denny’s
Prairie Stone Crossing
4690 Hoffman Boulevard
Dunkin Donuts
Huntington Plaza
Second review of final engineering plans completed.
Village Project Manager Alan Wenderski
—
Proposed Dunkin Donuts to be located in an outlot of
Huntington Plaza. near the Northeast corner of
Algonquin Road/Huntington Boulevard. 2 round of
plan review completed. Village Project Manager
Alan Wenderski
Second review of final engineering plans completed.
Village Project Manager Alan Wenderski
—
Hoffman Plaza
Higgins and Roselle
1001-1067 Roselle_Road
Main Event
Prairie Stone
2575 Pratum Avenue
Shree Jalaram Mandir Temple
425 Illinois Boulevard
—
Monitoring bio-retention throughout spring. Village
Project Manager Terry White
—
MWRD inspection was completed; punch list work
from this inspection is ongoing. Village Project
Manager Terry White
Site work substantially completed. Building work is
ongoing. Village Project Manager Terry White
—
Trumpf
H90
1900 West Central Road
PROJECT NAME
Amber Meadows
—
RESIDENTIAL PROJECTS
DESCRIPTION
Proposed 108 lot subdivision bounded by Beacon
Pointe Drive, Essex Drive, and Shoe Factory Road.
Mass grading plan review completed. Third review of
final engineering completed. Village Project Manager
Alan Wenderski
—
ENGINEERING REPORT
TRANSPORTATION & ENGINEERING MONTHLY REPORT
PAGES
RESIDENTIAL PROJECTS
PROJECT NAME
Bergman Pointe
DESCRIPTION
Home building in Phase 1 and 2 is ongoing. Phase I
and 2 roadway completed to binder. Revised grading
plan for Phase 2 submitted and reviewed. Village
Project Manager Terry White
Punch list is completed. Final inspection of punch list
to be completed in the spring. Village Project Manager
Terry White
Home building ongoing. The southern portion of Bur
Oak Drive has been completed to the first lift of
pavement. Village Project Manager Terry White
Single family home development in Village of
Schaumburg on the south side of Thacker Street
between Roselle Road and Pleasant Street. Sidewalk
driveway
and
inspections
apron
ongoing.
Disconnection of existing Schaumburg sanitary
completed. Installation of new VOHE street light also
to be completed within the next few months. Village
Project Manager Terry White
—
Bradweil Estates
—
Devonshire Woods
—
Shannon Estates (Village of
Schaumburg)
—