Board of Trustees

VILLAGE OF ORLAND PARK 14700 Ravinia Avenue Orland Park, IL 60462 www.orlandpark.org Meeting Minutes Monday, January 17, 2022 7:00 PM Village Hall Board of Trustees Village President Keith Pekau Village Clerk Patrick R. O'Sullivan Trustees, William R. Healy, Cynthia Nelson Katsenes, Michael R. Milani, Sean Kampas, Brian Riordan and Joni Radaszewski Board of Trustees Meeting Minutes January 17, 2022 CALL TO ORDER/ROLL CALL The meeting was called to order at 7:42 P.M. Present: 7 - Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski and Village President Pekau VILLAGE CLERK'S OFFICE 2022-0064 Approval of the January 4, 2022, Regular Meeting Minutes The Minutes of the Regular Meeting of , were previously distributed to the members of the Board of Trustees. President Pekau asked if there were any corrections or additions to be made to said Minutes. There being no corrections or additions, I move to approve the minutes of the Board of Trustees Meeting of January 4, 2022. A motion was made by Trustee Radaszewski, seconded by Trustee Kampas, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 PROCLAMATIONS/APPOINTMENTS/PRESENTATIONS 2022-0046 Proclamation Declaring Healthcare Heroes Week Mayor Pekau proclaimed the week of January 17, 2022, as Healthcare Heroes Week in the Village of Orland Park. Healthcare Heroes Week celebrates our local healthcare heroes. The Village of Orland Park is extremely grateful to all of the healthcare workers who go above and beyond every day to make sure others are able to receive the care they need. The selfless acts of heroism that our healthcare workers perform every day should be celebrated. Mayor Pekau and the Village Board of Trustees encouraged all residents to join in recognizing the strength and resiliency of our healthcare heroes. This item was a proclamation. NO ACTION was required. 2022-0056 Community Pride Award - Orland Park Pioneers Junior Varsity Cheerleaders Mayor Pekau presented Community Pride Awards to the Orland Park Pioneers Junior Varsity Cheerleaders. The team consists of eighteen (18) talented cheerleaders who are in 4th-6th grade, two (2) adult volunteer coaches and five (5) VILLAGE OF ORLAND PARK Page 2 of 19 Board of Trustees Meeting Minutes January 17, 2022 junior coaches. The Pioneers JV Cheerleaders placed #1 out of the fourteen (14) teams who made it to the ICA State competition. Trustee Katsenes and Mayor Pekau had comments. (refer to audio) This item was a presentation. NO ACTION was required. ACCOUNTS PAYABLE 2022-0066 Accounts Payable - Approval The lists of Accounts Payable having been submitted to the Board of Trustees for approval and the lists having been determined by the Board of Trustees to be in order and having been approved by the various Department Heads, I move to approve the Accounts Payable from January 5, 2022 through January 17, 2022 in the amount of $1,206,223.33. A motion was made by Trustee Healy, seconded by Trustee Riordan, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 CONSENT AGENDA Passed the Consent Agenda A motion was made by Trustee Milani, seconded by Trustee Kampas, to PASS THE CONSENT AGENDA, including all the following items marked as having been adopted on the Consent Agenda. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 2022-0067 Payroll - Approval The lists of Payroll having been submitted to the Board of Trustees for approval and the lists having been determined by the Board of Trustees to be in order and having been approved by the various Department Heads, I move to approve the Bi-Weekly Payroll for January 7, 2022 in the amount of $1,559,455.22. This matter was APPROVED on the Consent Agenda. VILLAGE OF ORLAND PARK Page 3 of 19 Board of Trustees Meeting Minutes January 17, 2022 2022-0015 Elevated Tanks #10 & #8 Rehabilitation Engineering - Proposal The Village of Orland Park requested proposals from pre-qualified engineering firms to perform an evaluation of Elevated Tanks #10 and #8, to provide recommendations for upgrades and paint restoration. Elevated Tank #10 is a spheroid-style tank with a 500,000-gallon total capacity, located at 15800 S. 88th Avenue. It was built in 1979 by Chicago Bridge and Iron Works (CBI). Elevated Tank #8 is also a spheroid-style tank with a 500,000-gallon capacity, located at 15101 Park Station Boulevard. It was built in 1978 by CBI. Both tanks will be rehabilitated in 2023. The proposals were required to include the following services in their price: - a thorough evaluation of the tank noting deficiencies; - recommendations for improvements; - costs for improvements; - construction and rehabilitation schedule; - evaluation, recommendation, and provision of a cost estimate for a combination railing and antenna mounting system; - separation of electrical services; and - coordination and status meetings with Village staff. The selected engineering firm will also be required to work with Village staff to coordinate the removal of all cellular, phone, and radio equipment during the restoration process, and the reinstallation of the communication equipment after all modifications and paint restorations are completed. Within the bell (bottom portion of the tank) of both tanks, there is a very small room which is only able to house a portion of the electronic equipment for the Village-owned antennas and controls. The remaining equipment is in an unheated space, subject to temperature extremes. Current Village initiatives are exploring opportunities to incorporate new technologies inside the tank, utilizing a combination of wireless and fiber optic technologies. The introduction of this technology would improve emergency communications, decrease dependency of outside carriers, and provide network connectivity for electronic devices that will be utilized by staff on a daily basis, as paperless efforts are implemented. The rehabilitation will include converting the tank’s bell into a favorable environment for supporting all electronic equipment. The bells of both tanks were built with below-grade piping, but the rehabilitation of all water towers are being modeled after Tank #6, which would bring the below-grade piping to grade. The engineering firm would develop a plan to maximize the available space and utilize cost-effective and energy-efficient solutions to control temperatures in the space under varying winter and summer conditions. VILLAGE OF ORLAND PARK Page 4 of 19 Board of Trustees Meeting Minutes January 17, 2022 In 2016, the Village adopted a new logo developed through a branding process that can be seen throughout the community. The tank rehabilitation program provides for tanks to be painted white, with the new logo. A request for proposals was sent to eight (8) consultants from the “Recommended Prequalified Consultants” list developed by the Engineering Department through its RFP process. Two (2) proposals were received: Strand and Associates of Joliet, Illinois, for $205,000; and Christopher B. Burke Engineering of Rosemont, Illinois, for $104,490.00. Staff recommends the proposal from Christopher B. Burke Engineering of Rosemont, Illinois, be accepted for a price not to exceed $104,490.00. Baxter & Woodman of Crystal Lake, Illinois, formally elected to not submit a proposal for this project. The firm declined to provide a proposal because it was higher on previous water tower designs for the Village and felt it could not beat the price of Stand and Associates or Christopher B. Burke’s proposals. I move to accept the proposal from Christopher B. Burke Engineering of Rosemont, Illinois, for Elevated Tank #10 and Elevated Tank #8 Rehabilitation Engineering for an amount not to exceed $104,490.00: AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review. This matter was APPROVED on the Consent Agenda. 2022-0018 Humphrey Woods Restoration Project The Humphrey Woods are an isolated woodland and remnant of the past located just west of the Village Center campus. The twenty-five (25) acre site is home to the historic Hostert Cabins, dating back to the 1800’s and the founding of the Village, along with hundreds of species of plants and trees in excess of two hundred (200) years old. The Village has long recognized Humphrey Woods as a valuable natural and historical resource. Recent site assessments have identified a diverse plant palette and cover types, including woodlands, wetlands, savanna, and prairie. Areas of the site have drastically degraded in quality due to the effects of invasive insects, notably the emerald ash borer and invasive plants such as buckthorn, honeysuckle, common reed, and pear trees. Since 2019, the Public Works Department has been working with Hey and Associates on a plan for the restoration and long-term management of this area. These efforts began with an ecological assessment, which was completed in 2020, and provided a snapshot of the current condition of the woods, followed by VILLAGE OF ORLAND PARK Page 5 of 19 Board of Trustees Meeting Minutes January 17, 2022 the “Humphrey Woods Ecological Restoration and Management Project - Master Plan”, which was completed in July 2021. Bid documents were completed in November 2021. The Village Board approved funding in 2022 for the initiation of this multi-year project. As a result of the planned work, Humphrey Woods will be an improved habitat for local wildlife, and it will increase the opportunity for people to experience native plants and animals. It should be noted that an IDNR grant was applied for in 2020 for $90,750.00 of the first two (2) years of the project, although it is not known if or when that grant funding may become available. PROPOSAL SUMMARY In 2020, the Village established a pool of pre-qualified Ecological Restoration Contractors (ERCs) from which the Village solicits ecological restoration and stewardship (i.e. maintenance) proposals. The ERCs selected were Cardno Inc., Davey Resource Group, Pizzo & Associates, and V3 Companies. Since that time, the Public Works Department has had extensive experience working with all ERCs on a variety of projects. All of the ERCs have proven to be highly professional and experts in their field of work. A Master Agreement was established with each ERC, which precludes the need for a new contract for this project. Proposal for the Humphrey Woods Ecological Project were requested from all ERCs in November 2021. A summary of the proposals submitted is provided below. Ultimately, the restoration plan is broken into two (2) phases; a three (3) year establishment period followed by an initial two (2) years of stewardship (maintenance). Ongoing management would then be required to ensure long-term project success. Cardno, Inc. Establishment Period: $196,830.00 Two (2) Additional Stewardship Years: $20,000.00 TOTAL: $216,830.00 Davey Resource Group Establishment Period: $218,782.00 Two (2) Additional Stewardship Years: $39,800.00 TOTAL: $258,582.00 Pizzo and Associates Establishment Period: $294,229.00 Two (2) Additional Stewardship Years: $39,950.00 TOTAL: $334,179.00 V3 Companies Establishment Period: $144,220.00 VILLAGE OF ORLAND PARK Page 6 of 19 Board of Trustees Meeting Minutes January 17, 2022 Two (2) Additional Stewardship Years: $18,000.00 TOTAL: $ 162,220.00 I move to approve the proposals submitted by V3 Companies for the three (3) year establishment period of the Humphrey Woods Restoration Project for an amount of $144,220.00 plus a 10% contingency of $14,422.00, with the option to extend the contract for an additional two (2) years for $18,000, for a cost not to exceed $176,642.00; AND Authorize the Village Manager to execute all related agreements, subject to Village attorney review. This matter was APPROVED on the Consent Agenda. 2022-0054 2022 Office and Janitorial Supply Purchases - Suburban Purchasing Cooperative In 2017, the Board approved entering into a contract with Warehouse Direct of Des Plaines, Illinois for the purchase of janitorial (domestic) supplies through the National Intergovernmental Purchasing Alliance Cooperative (National IPA). The Village currently purchases domestic supplies from Warehouse Direct under a cooperative contract. According to ILCS 525/2 from CH. 85, pr. 1602 Sec. 2 (a), any governmental unit may purchase personal property, supplies, and services jointly with one or more other governmental units. All such joint purchases shall be by competitive bids as provided in Section 4 of this Act (Source: P.A. 87-960). Warehouse Direct has been the Village’s preferred provider of office and janitorial supplies for many years. Most recently, the Suburban Purchasing Cooperative (SPC) has awarded a combined Office Supplies & Janitorial Supplies Contract (#189) by piggybacking onto the National Cooperative Purchasing Alliance (NCPA) agreement with American Office Products Distributors (AOPD). Warehouse Direct is a local dealer for AOPD, and has been a valued vendor for the SPC for over ten (10) years. Staff is requesting to continue to use cooperative pricing offered by Warehouse Direct for the purchase of domestic and janitorial supplies. I move to approve the purchase of office supplies and janitorial supplies under the cooperative pricing with Warehouse Direct of Des Plaines, Illinois for an amount not to exceed Board approved budgeted amounts. This matter was APPROVED on the Consent Agenda. VILLAGE OF ORLAND PARK Page 7 of 19 Board of Trustees Meeting Minutes January 17, 2022 2022-0050 Amend Title 7 Chapter 4 - Number of Class A Liquor License - Ordinance Decrease the number of Class A liquor licenses from sixty-five (65) to sixty-four (64). I move to adopt Ordinance 5686, entitled: AN ORDINANCE AMENDING TITLE 7, CHAPTER 4 OF THE ORLAND PARK MUNICIPAL CODE, REGARDING THE AVAILABLE NUMBER OF CLASS A LIQUOR LICENSES ISSUED BY THE VILLAGE OF ORLAND PARK, COOK AND WILL COUNTIES, ILLINOIS. This matter was PASSED on the Consent Agenda. 2022-0031 Summer 2022 Program List Approval The programs and events lists proposed by Recreation and Parks Department staff for the 2022 summer season are attached. These lists include contractual programs over $20,000 that require Board approval. Contractual program expenses vary and are offset by revenues generated through participant enrollment. Approved programs will be included in the Summer 2022 Recreation and Parks Program guide. Staff is requesting approval of the recommended programs and payment to the contractual instructors at the time of invoicing. I move to approve the recommended 2022 Summer programs and payment to the contractual vendors as invoiced. This matter was APPROVED on the Consent Agenda. 2022-0070 FY2022 Budget Amendment #1 - Approval A detailed spreadsheet (by fund) reflecting budget adjustments is attached. This is the first budget amendment for FY2022. Police Department Staffing The Police Department seeks to expand the ranks of code enforcement by hiring one (1) additional full-time inspector in lieu of hiring three (3) part-time police officers and one (1) Community Service Officer (budgeted). Reducing the number of part-time officers from twenty (20) to seventeen (17) will not impact any operational needs. Due to the backlog of in excess of 800 rental housing inspections from 2021 coupled with 957 inspections due this year, hiring one (1) additional full-time code enforcement officer will ensure that the inspections are thoroughly completed by the end of 2022. Additionally, based on historical call volume, increasing the amount of FTE’s by one (1) will help transform the unit to being more proactive in addressing village code violations. IT Staff Augmentation Services VILLAGE OF ORLAND PARK Page 8 of 19 Board of Trustees Meeting Minutes January 17, 2022 Due to staff departure, staff is recommending amending the Village’s contract with Insight Public Sector to provide Project Management service to the Munis ERP implementation. This amendment will provide up to 480 hours of data conversion and data extraction services. IT staff who was completing this work has left the Village’s employment, and these services are needed to keep the ERP implementation on track. This matter was reviewed and approved by the Technology Commission. Recreation Special Event Revenues (General Fund) During the budget process, three (3) minor revenue items were omitted from the Recreation & Parks Fund budget. This amendment will restore revenue for Drive-In Movies, pop-up events, and Wine & Chocolate events. I move to approve an increase in the General Fund expenditure budget in the amount of $10,200, an increase of $20,550 in the General Fund revenue budget, and an increase of $76,176 in the Capital Projects Fund as detailed on the FY2022 Amendment #1. This matter was APPROVED on the Consent Agenda. TECHNOLOGY, INNOVATION AND PERFORMANCE IMPROVEMENT 2022-0048 IT Staff Augmentation Services The Network Engineer and Senior Applications Systems Analyst staff left employment with the Village of Orland Park on December 10, 2021. A week later, the department's part time IT Office Coordinator, went on medical leave. Half of the six (6) positions within the Department of Information Technology (DoIT) were vacated within a span of three (3) weeks in December. The two (2) full time positions were posted, as well as a new additional IT Systems Analyst position. Staff is reviewing applicants and scheduling interviews. It could take three (3) to six (6) months to fill these positions, considering the extremely competitive IT employment environment. The loss of these resources created significant challenges in maintaining adequate service levels and for completing implementations of current in flight projects. The loss of the Senior Applications Systems Analyst resulted in a direct impact to the Tyler ERP Implementation Project, now branded as the Optimize Project. This person played a critical role in performing data conversion and extraction duties. A failure to quickly acquire a resource to provide these services will result in significant delays and changes to the project schedule. Finding a vendor willing to provide temporary contracted staff to perform data conversion and data extraction services is particularly challenging. Staff therefore explored acquiring a contracted resource from DATA CLIMB to provide these services. The total cost for the DATA CLIMB proposal is $76,176 for 480 hours of work which equates to $158.70 an hour. The hourly rate is reasonable based upon other estimates received for similar services. The Village will only be VILLAGE OF ORLAND PARK Page 9 of 19 Board of Trustees Meeting Minutes January 17, 2022 charged for actual hours used. Staff recommends amending the existing contract with Insight Public Sector to include these additional staff augmentation services for the following reasons: 1. Accountability - A DATA CLIMB resource keeps project management and implementation tasks limited to three main parties (DATA CLIMB, Tyler Technologies, and the Village). Adding an additional resource from another vendor would only add additional complexity to an already complex project implementation. 2. Quick Start - The DATA CLIMB resource has performed similar duties on previous projects, enabling this person to quickly get up to speed and be a valuable contributor. Existing DATA CLIMB staff would also be better positioned to align their expectations and requirements with this resource. 3. Contract - Insight Public Sector already has an existing contract to provide services to the Village through their partner DATA CLIMB. Adding this additional resource would only require a contract addendum. The contracting process with another vendor would cause a delay in acquiring this resource. Trustee Milani had questions. (refer to audio) IT Director David Buwick responded to Trustee Milani. (refer to audio) I move to approve the amendment to the contract with Insight Public Sector #C21-0076 for the not to exceed cost of $76,176. A motion was made by Trustee Milani, seconded by Trustee Radaszewski, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 PUBLIC WORKS 2022-0017 Village Facility Security Camera Network Cabling - Approval to Waive Bids In 2021, Police and Public Works Department staff performed an assessment of the existing security cameras located at the Police Department. The results of their assessment indicated that the existing analog security cameras and their corresponding coaxial cable were failing, and could no longer support their requirements. It was also determined that additional cameras were needed to provide better coverage of several other Village Facilities, in particular Village Hall, Civic Center, SportsPlex, FLC, Cultural Center, and Rec Admin buildings. Current Internet Protocol (IP) High Definition cameras require Unshielded Twisted VILLAGE OF ORLAND PARK Page 10 of 19 Board of Trustees Meeting Minutes January 17, 2022 Pair (UTP) Category 6 or greater network cabling, which can maintain much faster data throughput. Staff cannot add additional cameras without pulling new UTP CAT 6 network cabling. These security cameras are critical to improving situational awareness, risk mitigation, and securing Village assets and properties. Security cabling upgrades were subsequently completed at Village Hall and the Police Department in 2021, after the Village Board approved waiving bids and contract directly with Advanced Data Technologies (ADT) to keep the structured cabling quality consistent, and to maintain the manufacturer warranty. Staff is seeking Board approval to waive bids and contract directly with ADT again in 2022, to complete cabling upgrades at the Civic Center, SportsPlex, FLC, Cultural Center, and Rec Admin buildings. ADT has consistently performed high quality work pulling and installing the new network structured cabling infrastructure at Village facilities. The pricing provided on the quote from Advanced Data Technologies is consistent with the pricing provided for the Network Structured Cabling Infrastructure Project. Proposal Summary Civic Center: $8,637.01 SportsPlex: $7,964.41 FLC: $6,241.42 Cultural Center: $3,163.00 Rec Admin: $5,969.42 Sub-Total $31,975.26 10% Contingency: $3,197.53 Total Including Contingency $35,172.79 Director of Public Works Joel Van Essen had comments regarding this matter. (refer to audio) I move to waive bids on the Police Department Security Camera Network Cabling Project; AND Approve a contract with Advanced Data Technologies for an amount not to exceed $35,172.79 ($31,975.26 plus a 10% contingency of $3,197.53); AND To authorize the Village Manager to execute all related contracts, subject to VILLAGE OF ORLAND PARK Page 11 of 19 Board of Trustees Meeting Minutes January 17, 2022 Village Attorney review. A motion was made by Trustee Healy, seconded by Trustee Milani, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 2022-0007 Pavement Management Consultant - Contract Annually, the Village of Orland Park prepares a plan for the repaving and maintenance of streets within the Village. As asphalt pavement ages, it becomes hard and brittle, losing the flexibility needed to carry loaded vehicles. When the flexibility is diminished, cracking occurs and potholes develop as water enters the pavement via the cracks, penetrating the base and sub-base and further degrading the designed load-carrying capacity of the pavement. Over the past three (3) years, the Village has doubled its efforts to repair the oldest roads to bring them up to par with modern roadway standards. This plan will continue for two (2) more years, before leveling off to a typical replacement schedule based on a design life for municipal pavements, which is typically twenty to twenty-five (20-25) years. Back in 2012, the Village contracted with a consultant to assess the pavement condition and rehabilitation needs for all roadways within the Village limits. This assessment ranked the roadways and set forth a strategic long-term rehabilitation plan. In order to keep up with ever changing pavement conditions and wear, the consultant has provided updates to this plan multiple times since 2012. On November 23, 2021, a Request for Proposals was advertised seeking a Professional Engineering firm to provide data collection and technical services desired by Public Works for a fresh evaluation of all Village roadways and reporting of pavement condition, deterioration, and maintenance and rehabilitation needs. The equipment, analytical technology, and technical education and experience required to properly perform work associated with pavement analysis is highly specialized, with a very limited number of qualified firms nationally providing these services. In the Chicago market, there are three (3) such firms. These firms were notified by the Village of this opportunity. By December 14, 2021, at the close of the response period, a single proposal was received at the Clerk’s Office from Applied Research Associates, Inc. of Champaign, Illinois (ARA). The other two (2) firms declined to submit a bid based on the following reasons: the September 1st project deadline was viewed as a condensed turnaround time and not attainable; the fifteen (15) year Planning Summary was viewed as not being realistic due to always changing conditions and costs; inability to meet the requirement of having a minimum ten (10) years of managing transportation asset management projects; and the software being used by one (1) firm would not meet the requirements of the scope of the RFP. VILLAGE OF ORLAND PARK Page 12 of 19 Board of Trustees Meeting Minutes January 17, 2022 ARA has provided pavement management services for the Village since 2012, and has earned the trust of Village staff. Historical pricing evaluation shows a decrease from its 2018 pricing of $144,900 to $136,300 in this bid. This can be attributed to wanting to get the bid but also investments in previous years in a Village GIS database. ARA has the digital means to collect the conditions data via sensors mounted on research vans and trucks. From the images and data gathered as these vehicles drive streets and roads, the condition of the pavement is evaluated and cataloged using GPS technology. Ultimately, the images and data get loaded into a GIS database for further use and reference. The data generated for every pavement section is used to develop a model for pavement performance based upon known construction, use, and age. The models are run to determine the remaining service life in each section to develop a pavement condition rating, which is then integrated with established IDOT indices to develop a Pavement Condition Index (PCI). At the end of a very complex process, the Village is provided with a report of the overall condition of every street within the Village, which is used to develop an overall target PCI for the Village. Individual pavements are then compared to the target overall PCI, and the maintenance model begins to take shape. Using the data, the remaining service life can then be modeled, and a series of maintenance strategies can be developed for presentation to the Village in an effort to reach the target overall PCI. By knowing the condition of each Village street and the repair strategy chosen to repair or add service life to pavement sections to improve the overall PCI in an effort to reach the Target, staff will know how many miles of streets have reached the end of their service life, how long service life could be extended through periodic maintenance (crack sealing, etc), and when there may be a need for an infusion of capital to avoid very costly reconstruction. President Pekau had questions. (refer to audio) Public Work Director Joel Van Essen responded to President Pekau. (refer to audio) I move to approve awarding RFP 21-064 to Applied Research Associates of Champaign, Illinois, in an amount not to exceed $136,300.00, to provide Professional Engineering Pavement Analysis Services as outlined in its December 14, 2021, proposal; AND To authorize the Village Manager to execute all related contracts, subject to Village Attorney review. A motion was made by Trustee Riordan, seconded by Trustee Nelson Katsenes, that this matter be APPROVED. The motion carried by the following vote: VILLAGE OF ORLAND PARK Page 13 of 19 Board of Trustees Meeting Minutes January 17, 2022 Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 2022-0081 Rock Salt Purchase - Proposal The 2022 Fiscal Year Budget includes funds for the purchase of rock salt for snow fighting operations through the early months of January, February and March, while also providing salt for any end of year events in November and December. Rock salt has traditionally been purchased utilizing the State of Illinois Rock Salt Joint Purchasing program. The State solicits interest in this program mid-year across Illinois municipalities. Larger participation should result in better competitive pricing, but factors such as weather, salt availability, contractor availability, and fuel prices play a part. The 2022 contract includes eight hundred ninety-three (893) statewide participants. The Village committed to purchasing four thousand two hundred (4,200) tons of rock salt, with the understanding that a minimum of 80% is required per the contract. An additional 20% may be purchased at the contract price. Any additional rock salt above this amount is negotiable. It is staff’s recommendation to utilize the State of Illinois Rock Salt Purchasing Contract 22-416CMS-BOSS4-P-30920 with Compass Minerals America Inc. of Overland Park, KS for the purchase of four thousand two hundred (4,200) tons of rock salt. I move to approve the State of Illinois Rock Salt Joint Purchasing Contract 22-416CMS-BOSS4-P-30920 with Compass Minerals America Inc. of Overland Park, KS for an amount not to exceed $373,000.00; AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review. A motion was made by Trustee Milani, seconded by Trustee Kampas, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 VILLAGE OF ORLAND PARK Page 14 of 19 Board of Trustees Meeting Minutes January 17, 2022 DEVELOPMENT SERVICES AND PLANNING 2022-0063 Architectural/Engineering Services for Demolition and Rehabilitation of Historic Structures at Glenn B. Boley Farm, John Humphrey House, and Stellwagen Family Farm, RFP 21-059 Award GLENN BOLEY FARM In 2001, the Village Board of Trustees purchased the 5.8 acres of land at 8401 W 151st Street from Glenn Boley, using Open Lands Referendum funding, for a price $560,000. In late 2020, it came to the attention of the Village that the farmhouse and possibly other structures at Boley Farm had fallen into a state of disrepair that might be hazardous. To address the concerns, the Village contracted McGuire Igleski and Associates (MIA), an architecture firm specializing in historic preservation, to conduct an Historic Assessment and Feasibility Study. In conjunction with the report, Development Services staff developed several planning scenarios to present a range of preservation efforts for evaluation by the Plan Commission and Board of Trustees. On July 19, 2021, the Board of Trustees approved a Certificate of Appropriateness for Demolition and Major Changes to the Farmhouse and Other Structures for Scenario 2B as provided in the Planning Scenarios Summary prepared by the Development Services Department staff. Most recently, the Board awarded RFP 21-058 for Environmental Site Assessment and Land Survey at Glenn Boley Farm. This is a part of the process to establish the known existing conditions required for documenting the demolition, rehabilitation, and interpretation of the site requested in by RFP 21-059. JOHN HUMPHREY HOUSE In December 2021, the Orland Historical Society voted to turn over its assets, including the Humphrey House, to the Village of Orland Park as provided for in the Will of John Humphrey. On December 6, 2021, the Village Board voted to accept those assets in an approval of the Historical Society’s action. The process has now moved to the closing stage, and the transfer of ownership should be complete within the next thirty (30) to fourty-five (45) days. The house is designated as a local landmark and is listed on the National Register of Historic Places. In 2021, the Village had a Code Analysis and Conditions Assessment completed by McGuire Igleski & Associates. The report recommends improvements in two (2) phases; Phase I addresses life safety and stabilization, while Phase II recommends building performance and program optimization improvements. STELLWAGEN FAMILY FARM VILLAGE OF ORLAND PARK Page 15 of 19 Board of Trustees Meeting Minutes January 17, 2022 In 2003, the Village Board of Trustees purchased 60-acre Stellwagen Farm with Open Lands Funds and an IDNR grant for $6 million. The property is designated as a local landmark and staff aspires to have it listed on the National Register of Historic Places. From 2013-2015, Development Services and the Stellwagen Family Farm Foundation completed a master plan as a guiding document to plan, operate, and maintain the property. Multiple projects from that master plan have been implemented since that time, including constructing the walking path and fence; executing twenty (20) acres of prairie and woodland restoration; restoring the south and west porches; and repairing exterior portions of the Farmhouse foundation, cellar entry, drainage, and basement windows. Since 2018, the Museum Curator and Stellwagen Family Farm Foundation have been working on preservation projects and planning. In 2019, the Stellwagen Family Farm received two (2) awards (Landmarks Illinois and IAM). Throughout 2019-2021, the following projects were completed: asbestos removal; removal and storage of furniture and artifacts from the farmhouse; removal of wallpaper in preparation of plaster restoration; and removal of flooring to expose original wood flooring. Through the work on the farmhouse, it came to light that the interior structure supporting the floors may be deficient. In 2021, the Stellwagen Farmhouse Structural Assessment was completed by HPZS, to document and assess the existing structure. The study recommends limited structural repairs to stabilize the farmhouse. RFP 21-059 RFP 21-059 combines the scope of services for these three (3) Village-owned historic landmarks under one (1) contract for efficiency of management and consistency of deliverables. The scope of work for each project, including a breakdown of tasks, and their referenced studies are attached. The request for proposals was publicly issued on November 4, 2021, through BidNet. The RFP documents were downloaded by thirty-nine (39) vendors. Proposals were opened on December 16, 2021. Three (3) complete proposals were received: SPAAN Tech, Inc for $150,540; Studio AH, LLC (dba HPZS) for $204,450; and The HOH Group, Inc for $450,000. (Prior to issuing the RFP, staff also solicited an informal fee proposal for only the Boley Farm scope of services from McGuire Igleski & Associates. Its fee proposal was $100,500.) Staff from Development Services, Village Manager’s Office, and Recreation and Parks evaluated the three (3) proposals, ranking each proposal on completeness, firm and personnel experience, applicability of reference projects, project understanding, and fees and hours proposed to complete the projects. Based on these criteria, all reviewers determined Studio AH (dba HPZS) to be the best vendor to complete the professional services requested. VILLAGE OF ORLAND PARK Page 16 of 19 Board of Trustees Meeting Minutes January 17, 2022 Given the historic quality of all three (3) projects- all local historic landmarks, one (1) on and one (1) aspiring to the National Register- it is critical to have a consultant for the project who is well-versed in historic preservation, and demonstrating experience in projects of a similar building construction, age, and scale. Studio AH (dba HPZS) is the only proposer to be included in the Landmarks Illinois directory of historic preservation professionals. In regards to the other two (2) proposals, The HOH Group proposed a much higher fee (though incorrectly tabulated in its submittal) and did not demonstrate a robust experience in historic preservation work. Its high fee proposal may be a representation of a lack of architectural experience as its work seems to be primarily in the realm of large engineering projects, and misunderstanding of the project needs, evidenced by the team assembled for its response. The SPAAN Tech proposal registered the lowest fee, but raised several red flags. SPAAN Tech is primarily an engineering firm. Many of its reference projects are impressive large-scale infrastructure projects, such as the O’Hare Airport Expansion, or transportation roadway work. Second to its engineering work, the company specializes in construction management, a service not requested for this scope of services. The proposal only mentions architecture one time outside of personnel resumes, and aside from the title and forms, the proposal does not make any mention of the specific sites, projects, or tasks requested. While the fee is the lowest, it also demonstrates a lack of understanding of the work to be undertaken which could lead to unsatisfactory deliverables and ultimately more cost incurred to address the fully address the needs of these three (3) projects. The proposal included some simple errors and did not demonstrate the level of attention to detail a complex architectural historic preservation project requires. While SPAAN Tech demonstrates a breadth of knowledge in engineering and construction management services, it does not demonstrate the necessary historic preservation expertise or lead architecture experience. The reference projects included in the proposal represent its experience in architectural engineering, and construction management services. The projects submitted perhaps as evidence of historic preservation efforts are institutional buildings from the 20th century, a very different project to tackle than Orland Park’s 19th century wood frame structures. Lastly, only one (1) resume in the proposal demonstrates architectural historic preservation experience, as a team member over ten (10) years ago, whose current role with the company appears to be as a technology expert. Based on these numerous concerns, Staff recommends disqualifying this lowest fee proposal in favor of the next lowest that demonstrates the necessary experience and expertise to satisfactorily provide the services requested. Staff recommends awarding RFP 21-059 to Studio AH (dba HPZS) for a total amount not to exceed $204,450. President Pekau had questions. (refer to audio) VILLAGE OF ORLAND PARK Page 17 of 19 Board of Trustees Meeting Minutes January 17, 2022 Director of Development Services Ed Lelo responded to President Pekau. (refer to audio) I move to award RFP 21-059 Architectural/Engineering Services for Demolition and Rehabilitation of Historic Structures at Glenn B. Boley Farm, John Humphrey House, and Stellwagen Family Farm to Studio AH (d.b.a HPZS) in an amount not to exceed $204,450; AND To authorize the Village Manager to execute all related contracts, subject to Village Attorney review. A motion was made by Trustee Kampas, seconded by Trustee Radaszewski, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 VILLAGE MANAGER'S REPORT 2022-0079 Orland Park Village Newsletter Printing Approval On November 2, 2021, the Village of Orland Park issued a Request for Proposal for printing, binding (saddle stitch and/or perfect binding), and delivery of four (4) Orland Park Village newsletters annually for one (1) year beginning with the Budget in Brief to be printed in early February of 2022. Only one (1) proposal was received. On December 16, 2021, the Village of Orland Park re-issued a Request for Proposal to encourage additional bidders to submit proposals. On January 5, 2022, four (4) proposals were received for comparison. Buffalo Grove-based One Source provided the lowest pricing at $22,455 per 40-page Village newsletter ($89,820 annually) and $28,327 for a 56-page Village newsletter ($113,308 annually). This pricing is below the approved FY2022 budgeted amount of $160,000. Trustee Kampas and President Pekau had comments. (refer to audio) I move to approve and accept the proposal from One Source for the printing and delivery of the Orland Park Village Newsletter for one (1) year with an option to extend for two (2) additional years; AND Authorize the Village Manager to execute all related contracts, subject to Village VILLAGE OF ORLAND PARK Page 18 of 19 Board of Trustees Meeting Minutes January 17, 2022 Attorney review. A motion was made by Trustee Kampas, seconded by Trustee Riordan, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 BOARD COMMENTS Trustees Katsenes, Milani, Kampas, Radaszewski, Healy, Riordan and President Pekau had Board comments. (refer to audio) ADJOURNMENT: 7:42 PM A motion was made by Trustee Kampas, seconded by Trustee Nelson Katsenes, that this matter be ADJOURNED. The motion carried by the following vote: Aye: 7- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, Trustee Radaszewski, and Village President Pekau Nay: 0 2022-0103 Audio Recording for December 17, 2021 Board of Trustees Meeting NO ACTION /AS APPROVED: February 7, 2022 Respectfully Submitted, /s/ Patrick R. O'Sullivan Patrick R. O'Sullivan, Village Clerk VILLAGE OF ORLAND PARK Page 19 of 19