Boards & Commissions Supporting Documents - 03/14/2017 - Board of TrusteesBOT AGENDA Page 1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
REGULAR MEETING
TUESDAY, MARCH 14, 2017
7:00 P.M.
1. CALL TO ORDER
2. ROLL CALL
3. PRESIDENT’S OPENING COMMENTS
4. RESIDENT/VISITOR COMMENT
5. APPROVAL OF MINUTES
A. Regular Board of Trustees Meeting of February 28, 2017
6. CONSENT AGENDA:
All items on the Consent Agenda are considered to be routine in nature and will be enacted in one motion.
There will be no separate discussion of these items unless a Board member so requests, in which event,
the item will be removed from the Consent Agenda and considered as the first item after approval of the
Consent Agenda.
A. Accounts Payable for Period Ending March 9, 2017 - $343,972.46 Manzo/
Yusuf
1) Clark, Baird, Smith, LLP – Legal Services – February, 2017 - $812.50 (FY17 – YTD -
$1,738.75)
TOTAL LEGAL BUDGET FOR 2016 IS $449,000 - TOTAL LEGAL BILLS PAID FOR 2017-
YTD - $51,442.08
2) Health Care Services Corporation - HMO Illinois – March 2017 - $33,448.01
3) Paramedic Services of Illinois, Inc. – March 2017 – 43,009.00
B. Approval of Payroll for Pay Period Ending February 25, 2017 - $696,229.32 Manzo/
Yusuf
C. Authorization to Seek Bids or Proposals or Negotiate Contracts:
1) Parks & Recreation Software Tiesenga
D. Ordinances & Resolutions
1) RESOLUTION 2017-MMC-R-1625, A Resolution Endorsing the Metropolitan Mayors Caucus’
Greenest Region Compact 2
Lalmalani
RG
BOT AGENDA Page 2
2) RESOLUTION 2017-ISHTA-R-1626, A Resolution that the Illinois Tollway Authority Provide
Information, Confer with Affected Municipalities and Allow Broad Public Input Before Making
any Decisions Regarding Tollway Expansions in DuPage County
Tiesenga
3) RESOLUTION 2017-PW-ST-SWP-R-1627, A Resolution Approving and Authorizing the
Award of a Contract to Hoving Clean Sweep, LLC to Provide Street Sweeping Services
Tiesenga
4) RESOLUTION 2017-PW-STRM-SWR-R-1628, A Resolution Approving and Authorizing the
Award of a Contract to Tierra Environmental to Provide Storm Sewer Services
Tiesenga
5) RESOULTION 2017-WA-METR-OBC-R-1629, A Resolution Approving and Authorizing a
Professional Services Agreement by and Between the Village of Oak Brook and American
Infrastructure Technologies, LLC for Engineering Services Related to Commercial Water Meter
Vaults at Oakbrook Center Mall
Tiesenga
7. ITEMS REMOVED FROM CONSENT AGENDA
8. UNFINISHED BUSINESS
A. Swim & Tennis Clubhouse Renovation Project Update Baar
B. Ordinances & Resolutions
1) RESOLUTION 2017-SC-S&T-R-1622, A Resolution Approving and Authorizing the Execution
of a License Agreement By and Between the Village of Oak Brook and 1495 Tasty Catering
Corp Related to Catering Services
Baar
2) RESOLUTION 2017-PD-V-PG-R-1621, A Resolution Approving the Waiver of Competitive
Bidding and Authorizing the Purchase of Police Vehicles from Miles Chevrolet and Currie
Motors
Baar/
Yusuf
9. INFORMATION & UPDATES
A. Village Manager
B. Village Clerk
C. Trustees
D. Village Attorney
E. Village President
10. ADJOURNMENT
In accord with the provisions of the American with Disabilities Act, any individual who is in need of a
reasonable accommodation in order to participate in or benefit from attendance at this public meeting
should contact the Butler Government Center (Village Hall), at 630-368-5010 as soon as possible before
the meeting date or for TDD response (630) 990-2131 as soon as possible before the meeting date.
BOT AGENDA Page 1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 7, 2017
SUBJECT: Park & Recreation Software – Request for Proposal (RFP) Authorization
FROM: Jim Fox, Information Technology Director and Chris Thompson, Swim & Tennis
Club Manager
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: I move that the Village Board authorize staff to conduct a Request
for Proposal process for Park and Recreation Software.
Background/History:
In January 2008, through an RFP process, the Village began using the Jonas Club
Management software. Although this product has worked well for Oak Brook Golf Club, there
have been significant limitations for the Swim and Tennis Club operation. The proposed RFP
will identify software vendors that can provide a software system that will include the latest
features in Park & Recreation Management including; improved member and participant
experience, improved and shortened member and participant checkout, improved staff
efficiency managing registrations and facility bookings, increased participant registrations with
online bookings for facilities and registrations, increased participation using social media,
increased revenue and improved productivity with automated revenue systems, and improved
staff efficiency communicating with participants,
Although funding for this project is not included in the 2017 budget, staff would like to
investigate products in the market place through the RFP process in order to provide a
comprehensive project plan for the Village Board to review and possibly implement in the 2018
budget.
Recommendation:
Staff recommends that the Village Board authorize and direct staff to issue a Request for
Proposal (RFP) for Park and Recreation Software.
RG
BOT AGENDA Page 1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 14, 2017
SUBJECT: Metropolitan Mayors Caucus – Greenest Region Compact 2
FROM: Riccardo Ginex, Village Manager
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: Motion to approve Resolution 2017-MMC-R-1625, A
Resolution Endorsing the Metropolitan Mayors Caucus’ Greenest Region Compact 2
Background/History:
Attached is a resolution endorsing the Metropolitan Mayors Caucus’ Greenest Region
Compact 2 (GRC2). The GRC2 is the updated, current iteration of the long history of
efforts assisting municipalities with environmental stewardship. The GRC2 is an outline
of goals which reflect projects which have been prioritized by municipalities throughout
the region, based on an analysis of existing sustainability efforts. Endorsement of the
GRC2 indicates desirability of the goals but does not create a specific commitment for a
municipality. In order to help municipalities that wish to implement sustainability
efforts, the Caucus is also developing a Sustainability Network to provide technical and
financial assistance. More information on that developing initiative will be issued to
members as it becomes available.
Also attached for your reference is the list of consensus goals included in the GRC2.
A number of communities in DuPage County have approved this resolution. The GRC2
has several strategies for enhanced quality of life for residents; protection and
stewardship of the environment and sustainable economic vitality. This resolution does
not require to us adopt all of these strategies but is a guideline.
Recommendation:
That the Village Board approve Resolution R-1625.
RG
RESOLUTION 2017-MMC-R-1625
A RESOLUTION ENDORSING THE METROPOLITAN MAYORS CAUCUS’
GREENEST REGION COMPACT 2
WHEREAS, the Metropolitan Mayors Caucus provides a forum for the chief elected officials of the
Chicago region to develop consensus and act on common public policy issues and multi-jurisdictional
challenges; and
WHEREAS, the Metropolitan Mayors Caucus’ participating Mayors and their communities have a
history of environmental stewardship, from energy efficiency, water conservation, urban forestry, and
participation in Clean Air Counts; and
WHEREAS, it is important for Mayors and local governments throughout the United States to take
leadership roles to advance sustainability both in their own communities and in concert with regional,
national and global initiatives; and
WHEREAS, the Metropolitan Mayors Caucus created the Greenest Region Compact 2 to address
environmental sustainability issues of global importance at the local level; and
WHEREAS, the Greenest Region Compact 2, also called the GRC2, is built on important
environmental initiatives already underway in communities, in partnership with many non-profit, state,
regional and national organizations; and
WHEREAS, the GRC2 synthesizes sustainability goals already adopted by leading communities
in the region; and these consensus goals align with common regional, state, national and global
objectives; and
WHEREAS, the GRC2 offers a companion Framework to guide communities of all sizes and
strengths to assess their current efforts; develop a sustainability plan suited to local priorities; and will
offer resources to help them succeed; and
WHEREAS, the consensus goals of the Greenest Region Compact 2 will guide coordinated
efforts toward enhanced quality of life for residents; protection and stewardship of the environment and
sustainable economic vitality.
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: That the Village of Oak Brook endorses the Greenest Region Compact proposed by the
Metropolitan Mayors Caucus and agrees to work to achieve them, both in their own communities and in
collaboration throughout the region.
Section 3: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2017-MMC-R-1625
Greenest Region Compact 2
Page 2 of 2
APPROVED THIS 14h day of March, 2017
Gopal G. Lalmalani
Village President
PASSED THIS 14th day of March, 2017
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Ÿ Reduce greenhouse gas emissions
Ÿ Maintain clean and healthful air
Ÿ Develop resiliency to climate change impacts
Ÿ Engage the community in climate change mi
Ÿ Support safe and effec
BOT AGENDA Page 1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 14, 2017
SUBJECT: I-294 Tri-State Tollway Expansion Resolution
FROM: Riccardo F. Ginex, Village Manager
Stewart Diamond, Village Attorney
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: A Motion to Approve RESOLUTION 2017-
ISHTA-R-1626, A Resolution Requesting The Illinois Tollway Authority Provide
Information, Confer with Affected Municipalities and Allow Broad Public Input
Before Making Any Decisions Regarding Tollway Expansions In DuPage County.
Background/History:
The Illinois State Toll Highway Authority started planning over two years ago to
reconstruct and possibly widen the central Tri-State Tollway. Over the last two Board
meetings, some residents have come forward to voice opposition about any expansion to
the Tollway from 95th Street to the Balmoral Exit as it would severely impact their
property.
At the last Board meeting, staff was directed to work with the Village Attorney and bring
forward a resolution to oppose any expansion and to collectively work with the Tollway
administration in an effort to bring forth resident concerns through public input before
any decisions are made. This resolution would also strengthen support for the Village of
Hinsdale which would be severely impacted by any expansion.
Recommendation:
The resolution is passed and forwarded to the Illinois Tollway Administration.
RG
RESOLUTION 2017-ISHTA-R-1626
A RESOLUTION THAT THE ILLINOIS TOLLWAY AUTHORITY PROVIDE
INFORMATION, CONFER WITH AFFECTED MUNICIPALITIES
AND ALLOW BROAD PUBLIC INPUT BEFORE MAKING ANY DECISIONS
REGARDING TOLLWAY EXPANSIONS IN DUPAGE COUNTY
WHEREAS, the Village of Oak Brook, while a municipality of less than 10,000 residents, has a
daily influx of more than 75,000 employees, visitors and commercial customers; and
WHEREAS, the Village, while a major player in the economy of the County, has full
responsibilities to allow its full-time residents to continue a lifestyle, often based upon large residential
lots, which provide such residents with an almost country atmosphere, with an absence of noise; and
WHEREAS, the Illinois Tollway Authority, while a governmental body with area-wide
responsibilities, must also philosophically and legally provide transportation benefits without reducing
residential property values or the enjoyment of well-planned residential subdivisions; and
WHEREAS, some of the past practices of the Tollway make municipal officials believe that little
input is sought from adjoining communities and that efforts are made to simply impose decisions that
affect local governments without giving those governments a fair opportunity of affecting the planning
stages of Tollway improvements; and
WHEREAS, the elected officials and citizens of the Village of Oak Brook appreciate the fact that
the Illinois Tollway Authority is currently facing financial, technical and futuristic issues, but that such
issues are best dealt with when all constituent groups including municipalities, are accorded transparency
of information and participation in rather than controversy and imposition of staff and politically generated
solutions without local input; and
WHEREAS, the Village of Oak Brook, based upon limited information, believes that the Illinois
Tollway Authority may be moving towards an effort to impose expansion plans on local governments and
their citizens which are being developed in secret and will instead of generating understanding and
support, bring about strong political and legal challenges; and
WHEREAS, the elected officials of the Village of Oak Brook have each been approached by
residents and property owners who believe that the Illinois Tollway Authority is moving towards
announcements of expansion plans that benefit not at all from local input and ideas; and
WHEREAS, the Village of Oak Brook wishes to adopt a Resolution which expresses a series of
questions and concerns based upon information that has been hinted at or leaked by the Illinois Tollway
Authority and to demand a process under which Tollway changes can be viewed by a great majority of
affected residents as being constructive rather than disastrous.
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Village Concerns. The Village wishes to express in this first section of the
Resolution a list of concerns developed by our staff and expressed to us by our residential and
commercial residents. Those issues are as follows:
A. Tollway Lane Expansion
B. Sound wall relocations along affected Oak Brook Subdivisions
C. Independent testing on the effectiveness of any new or existing sound walls
Resolution 2017-ISHTA-R-1626
A Resolution that the Illinois Tollway Authority Provide
Information, Confer with Affected Municipalities and
Allow Broad Public Input Before Making Any Decisions
Regarding Tollway Expansions in DuPage County
Page 2 of 2
2
D. Any additional condemnation of private or public land, and
E. Location of any additional toll way entrance or exit ramp construction
Section 2: The Village requires that the Illinois Tollway Authority meet with representatives
of the Village in a context other than planned public meetings where the attendees have only a limited
ability to express their concerns. The Village promises to send representatives to such private meetings
who possess technical knowledge and practical experience regarding the challenges which face the
Tollway.
Section 3: In the absence of the transparent process outlined above, which we appreciate
will require some time and effort from Illinois Tollway Authority staff, the Village of Oak Brook believes that
it is likely to fully exercise its political and legal authority in an effort to stop unexplained alleged Tollway
improvements and expansions which may be far more costly than is necessary and may violate certain
provisions of State and Federal law. In particular, the Village wishes to express its skepticism towards a
process in which the Illinois Tollway Authority publically declares great limitations due to funding problems
but privately and without public input moves towards what may be an ill-placed and totally unnecessary
roadway expansion which may result in multiple claims of large losses in property value which will cause
condemnation claims against the Agency. In particular, the Village of Oak Brook demands that the
Agency consider the effect of technological changes to vehicles likely to occur over the next 15 to 25
years which may make existing Tollway facilities both less crowded and used in a more efficient manner.
Section 4: Effective Date. This Resolution shall be in full force and effect immediately
upon its passage and approval in the manner provided by law. Copies of this Resolution shall be sent to
key representatives of the Illinois Tollway Authority who function both in executive and administrative
capacities.
APPROVED THIS 14th day of March, 2017
Gopal G. Lalmalani
Village President
PASSED THIS 14th day of March, 2017
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
4849-1965-6004, v. 1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 14, 2017
SUBJECT: Award of Contract – Street Sweeping Services
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $52,500.00 is included in 362 – 77000
RECOMMENDED MOTION: I move that the Village Board award a contract to
Hoving Clean Sweep, LLC, West Chicago, Illinois in the amount of $142,863.25
($42,770.27 for 2017, $47,615.43 for 2018, and $48,477.25 for 2019) for Street
Sweeping Services, and approve Resolution R-1627.
Background/History:
A request for quotes for Street Sweeping Services was sent to three (3) companies on
Tuesday, January 31, 2017. Two (2) sealed quotes were received on Tuesday, February
14, 2017 (see attached tabulation). Hoving Clean Sweep, LLC currently holds the Street
Sweeping Services Contract and has performed to Village standards.
Street sweeping services include sweeping commercial and residential streets, parking
lots, and well houses. Also included in the contract are regular maintenance, emergency
work and special events. Residential streets and well houses may only be swept Monday
thru Friday 7:00 am – 3:00 pm, and commercial areas and parking lots may only be swept
during off hours Thursdays and Fridays to avoid traffic and parked cars.
Recommendation:
Staff recommends the Village Board approve a Street Sweeping Service Contract with
Hoving Clean Sweep, LLC and approve Resolution R-1627.
BOT AGENDA Page 1 RG
2017, 2018, 2019
Street Sweeping Services
Hoving Clean Sweep Elgin Sweeping Services Alliance Sweeping Service
2017 Curbed Streets $37,675.92 $62,496.00
Non- Curbed Streets $4,594.35 $8,925.00
Parking Lots $3,900.00 $4,464.00
Well Houses $600.00 $1,490.00
Year Total $46,770.27 $77,375.00 No Quote Returned
2018 Curbed Streets $38,429.28 $64,176.00
Non- Curbed Streets $4,686.15 $9,168.00
Parking Lots $3,900.00 $4,578.00
Well Houses $600.00 $1,528.00
Year Total $47,615.43 $79,450.00 No Quote Returned
2019 Curbed Streets $39,187.64 $65,514.00
Non- Curbed Streets $4,779.91 $9,357.00
Parking Lots $3,900.00 $4,674.00
Well Houses $600.00 $15,262.00
Year Total $48,477.55 $81,107.00 No Quote Returned
3 year Total $142,863.25 $237,932.00 No Quote Returned
RESOLUTION 2017-PW -ST-SWP-R-1627
A RESOLUTION APPROVING AND AUTHORIZING THE AWARD
OF A CONTRACT TO HOVING CLEAN SWEEP, LLC
TO PROVIDE STREET SWEEPING SERVICES
WHEREAS, the Village requires private parties to provide some street sweeping services
(“Services”); and
WHEREAS, a request for quotes was sent to three companies that provide this type of service;
and
WHEREAS, two sealed quotes were received and a tabulation was prepared; and
WHEREAS, the quote received from Hoving Clean Sweep, LLC (“Hoving”) was for the lowest
price for sweeping commercial and residential streets at our requested current schedule and frequency;
and
WHEREAS, pricing was also obtained for emergency and unscheduled sweeping; and
WHEREAS, Hoving has performed the Services in 2016 to Village standards; and
WHEREAS, the President and Board of Trustees being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to award the Contract for Services
to Hoving.
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of Contract. The President and Board of Trustees hereby approve the
Contract with Hoving in substantially the same form as attached as Exhibit A.
Section 3: Authorization and Execution of Contract. The Village Manager and Village Clerk
shall be, and hereby are, authorized to execute the Contract between the Village and Hoving after receipt
of the final Agreement fully executed by Hoving.
Section 4: Effective Date. This Resolution shall be in full force upon passage and approval
in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2017-PW -ST-SWP-R-1627
Approving a Contract for Street Sweeping
with Hoving Companies
Page 2 of 3
APPROVED THIS 14th day of March, 2017
Gopal G. Lalmalani
Village President
PASSED THIS 14th day of March, 2017
Ayes:
Nays:
Abstain:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2017-PW -ST-SWP-R-1627
Approving a Contract for Street Sweeping
with Hoving Companies
Page 3 of 3
EXHIBIT A
CONTRACT FOR STREET SWEEPING
REVIEW OF CONTRACTS
Progra m/Accou nt N umber :i
b l"nr Oopea^.r* Sar tfi4d t^-f,b
DEP ECTOR SIGHATURE
Name:
Ir{rTrAl;i
Name\
Awarded Contract Price :
CONTRACTAMOUNT
tf Under $20,000
\__z
x $20,000 - $soo,o0o.fl Over 91,000,000
1;1 Three (3) Originals signed by other party
f] original provided to staff member for other party
tf Origtnal provided to Officiat Files
Date/Initials
Date/Initials
Date/Initials
Viuase ,i ork Brook-i npprt*a o; *;;f T,*ilf ilri;,r,.t"
r0
.1
00
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 14, 2017
SUBJECT: Award of Contract – Storm Sewer Services
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $29,400 is included in 364-71900
RECOMMENDED MOTION: I move that the Village Board award a contract to
Tierra Environmental, East Chicago, Indiana, in the amount of $88,200 ($29,400 for
2017, 2018, and 2019) for Storm Sewer Services, and approve Resolution R-1628.
Background/History:
A request for quotes for Storm Sewer Services was sent to five (5) companies on Friday,
January 27, 2017. Five (5) quotes were received on Tuesday, February 14, 2017 (see
attached tabulation). Tierra Environmental submitted the lowest prices. Staff has
received and reviewed references and is satisfied.
Storm Sewer Services includes storm sewer cleaning, maintenance, and jetting of
approximately 300 inlet basins. Pricing was also obtained for emergency services
provided by vendors for this type of work. The Village supplies one laborer, water for
cleaning, and the dumpsite. Work will be completed in eight consecutive days between
7:00 am and 3:30 pm.
Recommendation:
Staff recommends the Village Board approve a Storm Sewer Services Contract with
Tierra Environmental and approve Resolution R-1628.
BOT AGENDA Page 1
RG
2017, 2018, 2019
Storm Sewer Services
Tierra Enviromental Sherdian Plumbing & Sewer A-k Underground American Vactor National Power Rodding
2017 Hourly Rate $245.00 $260.00 $285.00 $300.00 $340.00
Cleaning $19,600.00 $20,800.00 $22,800.00 $24,000.00 $27,200.00
Jetting $9,800.00 $10,400.00 $11,400.00 $12,000.00 $13,600.00
Year Total $29,400.00 $31,200.00 $34,800.00 $36,000.00 $40,800.00
2018 Hourly Rate $245.00 $271.00 $290.00 $300.00 $374.00
Cleaning $19,600.00 $21,680.00 23,200.00 $24,000.00 $29,920.00
Jetting $9,800.00 $10,840.00 $11,600.00 $12,000.00 $14,960.00
Year Total $29,400.00 $32,520.00 $34,800.00 $36,000.00 $44,880.00
2019 Hourly Rate $245.00 $282.00 $295.00 $325.00 $411.00
Cleaning $19,600.00 $22,560.00 $23,600.00 $26,000.00 $32,912.00
Jetting $9,800.00 $11,280.00 $11,800.00 $13,000.00 $16,456.00
Year Total $29,400.00 $33,840.00 $35,400.00 $39,000.00 $49,368.00
3 Year Total $88,200.00 $97,560.00 $104,400.00 $111,000.00 $135,048.00
RESOLUTION 2017-PW -STRM-SWR-R-1628
A RESOLUTION APPROVING AND AUTHORIZING THE AWARD
OF A CONTRACT TO TIERRA ENVIRONMENTAL
TO PROVIDE STORM SEWER SERVICES
WHEREAS, cleaning, maintenance and jetting of storm sewers in the Village is required on a
annual basis to insure regular flow of storm water; and
WHEREAS, a request for quotes was sent to five companies that provide Storm Sewer Services
(“Services”); and
WHEREAS, five sealed quotes were received and a tabulation was prepared; and
WHEREAS, the quote received from Tierra Environmental (“Tierra”) was for the lowest price to
perform the Services; and
WHEREAS, the President and Board of Trustees being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to award the Contract for Services
to Tierra.
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of Contract. The President and Board of Trustees hereby approve the
Contract with Tierra in substantially the same form as attached as Exhibit A.
Section 3: Authorization and Execution of Contract. The Village Manager and Village Clerk
shall be, and hereby are, authorized to execute the Contract between the Village and Tierra after receipt
of the final Agreement fully executed by Tierra.
Section 4: Effective Date. This Resolution shall be in full force upon passage and approval
in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2017-PW -STRM-SWR-R-1628
Approving a Contract for Storm Sewer Services
With Tierra Environmental
Page 2 of 3
APPROVED THIS 14th day of March, 2017
Gopal G. Lalmalani
Village President
PASSED THIS 14th day of March, 2017
Ayes:
Nays:
Abstain:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2017-PW -STRM-SWR-R-1628
Approving a Contract for Storm Sewer Services
With Tierra Environmental
Page 3 of 3
EXHIBIT A
CONTRACT FOR STORM SEWER SERVICES
REVIEW OF CONTR^ACTS
of Contract:
Awarded Contract price :
{dl-Srus
p ro g ra miAico u nTr,l u ; ir;;r**
Dlte: 3///fr/7
Date: "/t/,1
Date:g_L_i
1
Budgeted Amount:
SAq, W{b. *on,Ao,,gr
r..,.:,. t.:i:";;::.,,:i. :.,,;,i,;'-iri;1,, :,ii,t,ljij
fl g5oo,oo1 - $1,ooo,ooo
tl Over $1,000,000
q
tl Under $20,000
N $2o,ooo - $soo,ooo
:. ..: i:
,j':,i:. '
I
I
I
i
I
I
I
I
I
trtorrn aetu;or furp,&S
DEPARTME SIGNATURE
Name:
INTTTAL I
Name:
Name:
FTHAL'
Name:
Three (3) Originals signed by other pafty
Original provided to staff member for other pafty
Original provided to Official Files
n
tf
ff
Date/Initiats
Date/Initials
Date/Initials
Village of Oak arook I App;;Jby B".rd-rf rrr;r.;-Date/lnitials:
ffi
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 14, 2017
SUBJECT: Professional Services Agreement with American Infrastructure
Technologies, LLC
FROM: Doug Patchin, Public Works Director
BUDGET SOURCE/BUDGET IMPACT: $49,770 (Water Fund #451-90900)
RECOMMENDED MOTION: I move that the Village Board approve Resolution R-
1629, and a Professional Engineering Services Agreement with American Infrastructure
Technologies, LLC in the amount of $49,770 for the design, the development of
construction and bidding documents, and the construction observation of four (4)
commercial water meter vaults serving Oakbrook Center.
Background/History:
It was determined during the 2016 water leak survey that 3% of the village’s water loss
came from system leaks. Some of these leaks were on private water mains; these mains
are connected to the village water system. Additionally, many of these mains are on
private property and are un-metered; therefore, water loss in these private areas would go
unaccounted. There are several large private areas within the village’s water system, and
Oakbrook Center is one of the private areas that needs to be addressed.
The Village attorney has reviewed and approved the agreement.
Recommendation:
Staff recommends the Village Board approve Resolution R-1629, and a Professional
Engineering Services Agreement with American Infrastructure Technologies, LLC in the
amount of $49,770 for the design, the development of construction and bidding
documents, and the construction observation of four (4) commercial water meter vaults
serving Oakbrook Center.
BOT AGENDA Page 1 RG
RESOLUTION 2017-WA-METR-OBC-R-1629
A RESOLUTION APPROVING AND AUTHORIZING A PROFESSIONAL SERVICES
AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK
AND AMERICAN INFRASTRUCTURE TECHNOLOGIES, LLC
FOR ENGINEERING SERVICES RELATED TO
COMMERCIAL WATER METER VAULTS AT OAKBROOK CENTER MALL
WHEREAS, the Village desires to retain engineering services for the design, bidding and
construction observation of four commercial water meter vaults serving the Oakbrook Center Mall
(“Services”); and
WHEREAS, American Infrastructure Technologies, LLC ("AIT"), previously performed a
comprehensive study of the Village’s water system; and
WHEREAS, pursuant to the Local Government Professional Services Selection Act ("Act"), 50
ILCS 510/0.01 et seq., and Section 1-7-6 of the Village Code, the Village is not required to follow the
notice, evaluation, and selection procedures set forth in the Act for engineering services provided by
engineers who have a satisfactory relationship with the Village; and
WHEREAS, the Village and AIT desire to enter into and execute an agreement for AIT to provide
the Services to the Village for an amount not to exceed $49,770.00; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interest of
the Village to enter into the Agreement;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of Agreement. The President and Board of Trustees hereby approve
the Agreement with AIT for the Services in substantially the same form as attached as Exhibit A.
Section 3: Authorization and Execution of Agreement. The Village Manager and Village
Clerk shall be, and hereby are, authorized to execute the Agreement between the Village after receipt of
the final Agreement fully executed by AIT.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2017-WA-METR-OBC-R-1629
Authorizing Agreement With AIT, Inc.
For Engineering Services Re: Master Water Meters
At Oakbrook Center
Page 2 of 3
APPROVED THIS 14th day of March, 2017.
Gopal G. Lalmalani
Village President
PASSED THIS 14th day of March, 2017.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2017-WA-METR-OBC-R-1629
Authorizing Agreement With AIT, Inc.
For Engineering Services Re: Master Water Meters
At Oakbrook Center
Page 3 of 3
EXHIBIT A
AGREEMENT
BOT AGENDA Page 1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 14, 2017
SUBJECT: Swim & Tennis Club Renovation Update
FROM: Chris Thompson, Swim & Tennis Club Manager
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: N/A
Background/History:
Staff will be giving a short presentation to update the Board on the renovation work
taking place at the Oak Brook Swim & Tennis Club.
Recommendation: N/A
RG
BOT AGENDA Page 1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 14, 2017
SUBJECT: Catering Contract
FROM: Chris Thompson, Swim & Tennis Club Manager
BUDGET SOURCE/BUDGET IMPACT:
RECOMMENDED MOTION: I move that the Village Board award a Professional
Services Agreement to Tasty Catering to cater events at the clubhouse and approve
Resolution 1622.
Background/History:
Currently our clubhouse recommends a handful of caterers who we work with and send
leads to secure an event. Staff recommends this opportunity to build a strategic
partnership with Tasty Catering which would allow Tasty Catering to receive all leads
and inquiries we receive to host an event at the clubhouse. This partnership will allow us
to better market our facility with Tasty Caterings experience, resources and consultation
with a well respected marketing firm who solely markets caterers and venues to grow and
become more profitable.
Recommendation:
That the Village Board award a Professional Services Agreement to Tasty Catering to
cater events at the clubhouse and approve Resolution 1622.
RG
RESOLUTION 2017-SC-S&T-R-1622
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF
A LICENSE AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK
AND 1495 TASTY CATERING CORP RELATED TO CATERING SERVICES
WHEREAS, the Swim & Tennis Club (“Club”) utilizes the services of several caterers who work
with Staff to provide leads in securing events at the Club; and
WHEREAS, Staff believes it would be beneficial to the Village to partner with 1495 Tasty Catering
Corp (“Tasty Catering”) in marketing the Club because of Tasty Catering’s experience and resources;
and
WHEREAS, Staff recommends that the Village enter into a License Agreement (“Agreement”)
with Tasty Catering; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Agreement in a final form as approved by the Village Attorney;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of the Agreement. The President and Board of Trustees hereby
approve the Agreement by and between the Village and Tasty Catering in substantially the same form as
attached as Exhibit A.
Section 3: Authorization and Execution of the Agreement. The Village Manager and Village
Clerk shall be, and hereby are, authorized to execute the Agreement in substantially the same form as
attached hereto as Exhibit A after receipt of the final Agreement fully executed by Tasty Catering.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2017-SC-S&T-R-1622
Agmt. w/Tasty Catering
Page 2 of 3
APPROVED THIS 14th day of March, 2017
Gopal G. Lalmalani
Village President
PASSED THIS 14th day of March, 2017
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2017-SC-S&T-R-1622
Agmt. w/Tasty Catering
Page 3 of 3
Exhibit A
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 14, 2017
SUBJECT: Award of Contract – Replacement Vehicles
One (1) Chevrolet Tahoe PPV 4x4 – State of Illinois
Two (2) Ford Utility Interceptors AWD – Suburban Purchasing
Cooperative
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $115,500 is budgeted in Equipment
Replacement (342-90200) for this purchase.
RECOMMENDED MOTION:
I move that the Village Board waive further bidding since the State of Illinois already
conducted the bid process and issue a purchase order to Miles Chevrolet, Decatur, Illinois
for one (1) 2017 Chevrolet Tahoe PPV Police Interceptor 4WD in the amount of
$37,508.
Further, I move that the Village Board waive further bidding since the Suburban
Purchasing Cooperative already conducted the bid process and issue a purchase order to
Currie Motors, Frankfort, Illinois for two (2) 2017 Ford Utility Police Interceptors AWD
in the amount of $58,292 ($30,292 - Unit 313 and $27,999 - Unit 316), and approve
Resolution R-1621.
Background/History:
This item was deferred at the February 28, 2017 Board meeting in order for staff to
gather information requested. Attached is a memo from Chief Kruger detailing
additional information for the purchase of the police vehicles, and reports from the Public
Works Department listing year-to-date, life-to-date, and last year’s equipment and fuel
costs for Units 303, 313, and 316.
BOT AGENDA Page 1 RG
Three (3) police vehicles were scheduled for replacement in 2017: 303 – a police patrol
unit, 313 – an administrative/detective unit, and 316 – a CSO unit. In September of 2016,
the Village staff met to consider the following factors for each vehicle prior to reaching a
2017 vehicle replacement budget recommendation: years in service, miles driven, engine
hours, maintenance history, anticipated maintenance costs, resale value and potential for
use by other departments within the Village. Staff is recommending the replacement of
all three (3) vehicles. Also, Unit 313, a Ford Escape, is not rated for “special service” and
has failed to consistently meet the performance needs of the police department.
The table below reflects the recommendation of the committee.
Unit Year Make/Model Current
Mileage
Projected Mileage
at Changeover
Replacement
Vehicle
Engine Hours –
Mileage
Equivalent
303 2014 Chevy Tahoe
4x2
59,861 72,000 Chevy Tahoe 4x4 92,000
estimated
313 2012 Ford Escape
AWD
43,365 46,000 Ford Interceptor
Utility
59,000
estimated
316 2012 Chevy Tahoe
4x4
56,000 65,000 Ford Interceptor
Utility
84,000
estimated
In addition to the cost of purchasing the vehicles, there will be additional costs of
approximately $19,700 for the purchase of equipment and the installation of that
equipment.
Units 303, 313 and 316 will be sold through the State of Illinois iBid Program (an
ordinance to declare the vehicles surplus will be presented at that time). By replacing
these vehicles this year, the Village will maximize the sale of the vehicles at auction.
Pursuant to the provisions of Section 1-7-10 of the Code of Ordinances and Compiled
Statutes, the Village is permitted to join with other governmental units in order to benefit
from cooperative purchasing arrangements. If approved on Tuesday, delivery is expected
approximately 90 – 180 days after receipt of order.
Recommendation:
Staff recommends that the Village Board waive further bidding since the Suburban
Purchasing Cooperative and the State of Illinois already conducted the bid process and
issue purchase orders to Currie Motors, Frankfurt, Illinois for two (2) 2017 Ford
Interceptors AWD in the amount of $58,292, and to Miles Chevrolet, Decatur, Illinois for
one (1) 2017 Chevrolet Tahoe PPV 4WD in the amount of $37,508.00, and approve
Resolution R-1621.
BOT AGENDA Page 2
RESOLUTION 2017-PD-V-PG-R-1621
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE PURCHASE OF POLICE VEHICLES
FROM MILES CHEVROLET AND CURRIE MOTORS
WHEREAS, the Village Police Department is in need of police vehicles (collectively, “Vehicles”);
and
WHEREAS, Section 1-7-10 of the Village Code authorizes the Village to join with other units of
government in cooperative purchasing plans when it is in the best interest of the Village; and
WHEREAS, the Village participates in the State of Illinois purchasing program ("State"), which
permits local governments to purchase commodities and services according to contracts bid and
negotiated by the State, resulting in significant savings for the Village; and
WHEREAS, the State sought bids for the purchase of SUVs and identified Miles Chevrolet of
Decatur, Illinois ("Miles"), as the lowest responsible bidder; and
WHEREAS, Miles bid to sell a 2017 Chevrolet Tahoe PPV Police Interceptor 4WD for $37,508;
and
WHEREAS, the Village participates in the Suburban Purchasing Cooperative ("SPC"), which
permits local governments to purchase commodities and services according to contracts bid and
negotiated by the SPC, resulting in significant savings for the Village; and
WHEREAS, the SPC sought bids for the purchase of the Police Utility Vehicles and identified
Currie Motors of Frankfurt, Illinois (“Currie”) as the lowest responsible bidder to provide the Vehicles;
and
WHEREAS, Currie bid to sell two 2017 Ford Utility Police Interceptors AWD for the total amount
of $58,292; and
WHEREAS, because the State and the SPC already conducted competitive bidding processes for
the purchase of the Vehicles, the Village staff has recommended that the Village waive competitive
bidding and approve the purchase of the Vehicles from Miles and Currie; and
WHEREAS, in addition to the cost of purchasing the Vehicles, there will be additional costs of
approximately $19,700 for the purchase and installation of equipment; and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to so waive competitive bidding
and to approve the purchase of the Vehicles from Miles and Currie and also the necessary equipment;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of the Vehicles are hereby waived in accordance with Section 1-7-4 of the
Village Code.
Resolution 2017-PD-V-PG-R-1621
Approving the Purchase of
Police Vehicles
Page 2 of 2
Section 3: Authorization of Purchase of the Vehicle. The President and Board of Trustees
hereby approve the purchase of the 2017 Chevrolet Tahoe PPV Police Interceptor 4WD from Miles for a
price not to exceed $37,508.
Section 4: Authorization of Purchase of the Vehicles. The President and Board of Trustees
hereby approve the purchase of the two 2017 Ford Utility Police Interceptors AWD from Currie for a price
not to exceed $58,292.
Section 5: Authorization of Purchase of the Equipment. The President and Board of
Trustees hereby approve the purchase of the necessary Equipment for a price not to exceed $19,700.
Section 6: Execution of Required Documentation. The Village Manager shall be, and is
hereby, authorized to execute, on behalf of the Village all documents necessary to complete the purchase
pursuant to Sections 3, 4 and 5 of this Resolution.
Section 7: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two-thirds of the Trustees and its approval in the manner provided by law.
APPROVED THIS 14th day of March, 2017.
Gopal G. Lalmalani
Village President
PASSED THIS 14th day of March, 2017.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk