Contract Review Committee

123 Madison Street Village of Oak Park Oak Park, Illinois 60302 www.oak-park.us Meeting Agenda Contract Review Committee Tuesday, January 12, 2016 8:00 AM Room 130 1. Call To Order 2. Roll Call 3. Public Comment 4. New Business RES 16-020 A Resolution Authorizing a Change Order to the Local Public Agency Formal Contract with Triggi Construction, Inc. for the 2014 Local Street Improvement Project, Section No. 13-00259-00-RS, for an Additional $68,013.00 Overview: Various changes during construction resulted in a contract overage in the 2014 Local Street Improvement Project which was funded using mostly State funds. The changes primarily stem from replacing poor pavement bases. The change order adjusts the contract with Triggi Construction, Inc. from $1,324,664.86 to $1,392,677.51. RES 16-021 Resolutions Approving Professional Services Agreements with John Stack and Carrie B. Washington to Act as an Administrative Law Judge for the Village of Oak Park and Authorizing its Execution Overview: The Village annually hires administrative law judges under contract for the Village’s Administrative Adjudication. The law judge conducts hearings of alleged violations of Village Ordinances. RES 16-022 A Resolution Approving a Professional Services Agreement with Darlene Redmond and Susan Brunner to Act as an Administrative Law Judge for the Village of Oak Park and Authorizing its Execution Overview: The Village annually hires administrative law judges under contract for the village’s Administrative Adjudication. The law judge conducts hearings of alleged violations of Village ordinances. Village of Oak Park Page 1 Printed on 04:16 PM January 11, 2016 Contract Review Committee Meeting Agenda January 12, 2016 RES 16-023 A Resolution Approving the Renewal of the Independent Contractor Agreement with A & B Landscaping and Tree Service, Inc. for the 2016 Parkway Tree Removal Program in an Amount not to Exceed $240,000.00 Overview: The 2015 Parkway Tree Removal Program was awarded, in part, to A & B Landscaping and Tree Service, Inc., of Riverside, IL through open bidding. Village staff recommends exercising the first of two annual renewals for the 2016 program. RES 16-024 A Resolution Approving the Assignment of the Independent Contractor Agreement for Parkway Tree Removal to Sterling Tree Solutions, LLC and Renewal of the Agreement for 2016 in an Amount not to Exceed $240,000.00 Overview: The 2015 Parkway Tree Removal Program was awarded, in part, to Davis Tree Care and Landscaping, Inc., a subsidiary of Sterling Tree Solutions, LLC of Phoenix, IL through open bidding. Village staff recommends exercising the first of two annual renewals for the 2016 program. Davis / Sterling requested the agreement be transferred to Sterling Tree Solutions LLC. RES 16-025 A Resolution Approving a Water Meter and Water Meter Parts Purchase Agreement with Ferguson Enterprises Inc., d/b/a Ferguson Waterworks in an Amount not to exceed $271,500.00 and Authorizing its Execution and Waiving the Village’s Bid Process Overview: This purchase will be the Department of Public Works’ continuation in upgrading the water meter system of replacing all of the version 1 Meter Interface Units (MIU’s) that were installed as part of the meter change out program started in 2001. The goal of the program is to replace all version 1 MIU’s with the new integrated register heads for a complete “smart” meter system. The Department will continue to use in-house staff to complete the project. RES 16-026 A Resolution Approving a Valet Parking Services Agreement with SP Plus Corporation to Operate a Universal Valet Parking Program in the Downtown Oak Park Area and Authorizing its Execution Overview: At the August 3, 2015 Village Board meeting a motion was passed directing Staff to prepare a Pilot Universal Valet Parking Program for the Downtown Business Districts. Research for this program is onging but based on a recent Request for Proposal (RFP) Staff is recommending that the Village move forward with two locations in Downtown Oak Park where the Oak Park Station Development it about to begin. Research would continue for a universal valet program and be discussed as part of the goal for reviewing Parking Services in 2016. Village of Oak Park Page 2 Printed on 04:16 PM January 11, 2016 Contract Review Committee Meeting Agenda January 12, 2016 RES 16-028 A Resolution Authorizing Execution of a Construction Engineering Services Agreement for Federal Participation with Edwin Hancock Engineering Co. for construction engineering of the Chicago Avenue Resurfacing and Streetscaping project in an amount not to exceed $174,752. Overview: The Engineering Division requested proposals for construction engineering services for the federally funded streetscape and resurfacing project on Chicago Avenue from Harlem Avenue to Austin Boulevard scheduled for State bidding this spring. Fourteen firms received request for proposal documents and ten proposals were received. The proposal from Edwin Hancock Engineering Co. best fit the needs of the Village at a competitive price. The Village will be reimbursed 80% of the costs for this work from a Federal grant for the project. RES 16-029 A Resolution Approving a Purchase Price Agreement with HD Supply Waterworks Group, Inc. for materials for Installation and Repair of Water Mains, Fire Hydrants, Water Services and Sewer Services in an amount not to exceed $45,000.00 in Fiscal Year 2016 and Authorizing its Execution Overview: The Water and Sewer Division of the Department of Public Works is responsible for maintaining the water distribution and sewer collection systems in the Village. The department annually seeks competitive bids for water main parts and materials and sewer pipe. RES 16-030 A Resolution Approving the Purchase of One 2016 Avant 620 Compact Multi-Purpose Loader, from Russo’s Power Equipment of Schiller Park, Illinois in an Amount Not to Exceed $70,922.19 Overview: The FY 2016 Fleet Replacement Fund includes the replacement of the Department of Public Works 2002 Holder C240 Multi-use vehicle. This vehicle will be replaced with a 2016 Avant 620 Compact Multi-Purpose Loader. RES 16-031 A Resolution Approving an Independent Contractor Agreement with J. Congdon Sewer Service, Inc. for Emergency Water and Sewer Repairs in an Amount Not to Exceed $25,000.00 in Fiscal Year 2016 and Authorizing its Execution Overview: The Department of Public Works Water and Sewer Division typically makes repairs to the water distribution and sewer collection systems with in-house staff. On the occasion when in-house staff is unavailable, lack the necessary equipment to perform such repairs or multiple repairs required simultaneously, an outside water and sewer contractor is called in to make the repairs. Village of Oak Park Page 3 Printed on 04:16 PM January 11, 2016 Contract Review Committee Meeting Agenda January 12, 2016 RES 16-032 A Resolution Approving an Independent Contractor Agreement with Trine Construction Corp. for Emergency Water and Sewer Repairs in an Amount Not to Exceed $50,000.00 in Fiscal Year 2016 and Authorizing its Execution Overview: The Department of Public Works Water and Sewer Division typically makes repairs to the water distribution and sewer collection systems with in-house staff. On the occasion when in-house staff is unavailable, lack the necessary equipment to perform such repairs or multiple repairs required simultaneously, an outside water and sewer contractor is called in to make the repairs. RES 16-033 A Resolution Approving an Independent Contractor Agreement with Cerniglia Co. for Emergency Water and Sewer Repairs in an Amount Not to Exceed $50,000.00 in Fiscal Year 2016 Overview: The Department of Public Works Water and Sewer Division typically makes repairs to the water distribution and sewer collection systems with in-house staff. On the occasion when in-house staff is unavailable, lack the necessary equipment to perform such repairs or multiple repairs required simultaneously, an outside water and sewer contractor is called in to make the repairs. RES 16-034 A Resolution Approving a Professional Services Agreement with Ferguson Enterprises Inc., d/b/a Ferguson Waterworks in an amount not to exceed $28,500.00 for Administrative Support for the Village’s Water Meter Change Out Program in 2016 and Authorizing its Execution Overview: These professional services will be in conjunction with the Department of Public Works’ upgrading of the water meter system including the replacing all of the version 1 Meter Interface Units (MIU’s) that were installed in 2001. The goal of the program is to replace all version 1 MIU’s with the new integrated register heads for a complete “smart” meter system. Ferguson Waterworks will continue to provide administrative (back-office) support services for the completion of the program. 5. Old Business 6. Adjournment Village of Oak Park Page 4 Printed on 04:16 PM January 11, 2016