Board of Trustees

VILLAGE OF ORLAND PARK 14700 Ravinia Avenue Orland Park, IL 60462 www.orlandpark.org Meeting Minutes Tuesday, July 5, 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 July 5, 2022 CALL TO ORDER/ROLL CALL The meeting was called to order at 7:00 P.M. Present: 6 - Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan and Village President Pekau Absent: 1 - Trustee Radaszewski President Pekau asked for a moment of silence for the victims of the Highland Park shooting and had comments. (refer to audio) VILLAGE CLERK'S OFFICE 2022-0524 Approval of the June 20, 2022, Special Meeting Minutes - Hearing/Appeal Truly Blown Smoke and Vape The Minutes of the Special Meeting of June 20, 2002, 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 Special Meeting of June 20, 2022 for the Hearing/Appeal of Truly Blown Smoke and Vape. A motion was made by Trustee Nelson Katsenes, seconded by Trustee Kampas, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Absent: 1- Trustee Radaszewski 2022-0523 Approval of the June 20, 2022, Regular Meeting Minutes The Minutes of the Regular Meeting of June 20, 2022, were previously distributed to the members of the Board of Trustees. President Pekau asked if there were any corrections or additions to be made to said Minutes. There being no corrections or additions, I move to approve the minutes of the Board of Trustees Meeting of June 20, 2022. A motion was made by Trustee Milani, seconded by Trustee Nelson Katsenes, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Absent: 1- Trustee Radaszewski VILLAGE OF ORLAND PARK Page 2 of 24 Board of Trustees Meeting Minutes July 5, 2022 ACCOUNTS PAYABLE 2022-0530 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 June 21, 2022 through July 4, 2022 in the amount of $2,095,843.29. A motion was made by Trustee Healy, seconded by Trustee Riordan, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Absent: 1- Trustee Radaszewski CONSENT AGENDA President Pekau requested that Item F. 143rd Street Widening, Wolf Road to Southwest Highway, Phase II - Final Design Engineering Services, Contract Award be removed from the Consent Agenda for a separate vote. (refer to audio) Trustee Katsenes requested that Item E. 114101 Wolf Road, Orland Park IL 60467 be removed from the Consent Agenda for a separate vote. (refer to audio) 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: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Absent: 1- Trustee Radaszewski 2022-0529 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 June 24, 2022 in the amount of $1,525,618.54 This matter was APPROVED on the Consent Agenda. VILLAGE OF ORLAND PARK Page 3 of 24 Board of Trustees Meeting Minutes July 5, 2022 2022-0511 2022 Asphalt Parking Lot and Path Maintenance - Bid Award ITB 22-038 The 2022 Asphalt Parking Lot and Path Maintenance project comprises the required maintenance upkeep for a large amount of asphalt parking lot and multi-use path paving/patching at various spot-locations throughout the Village. For 2022, the locations for the above-described Asphalt Parking Lot and Path Maintenance projects are listed below by targeted location. The attached Project Site Locations from ITB 22-038 is provided to indicate the initial target locations within the Village. These locations include: Village Hall, 14700 Ravinia Avenue Humphrey Complex Fields Public Works, 15655 Ravinia Avenue Recreation Administration, 14601 Ravinia Avenue Police Station, 15100 Ravinia Avenue Ravinia Path, 153rd Street to Police Station Ishnala Park, 8300 West Red Oak Lane Ishnala Woods Park, 13600 S. 80th Avenue Sunny Pine Park, 13701 S. 88th Avenue Spring Creek Estates Park, 11300 Poplar Creek Lane Eagle Ridge Multi-Use Path, 179th Street to 108th Avenue to 183rd Street An Invitation to Bid for the 2022 Asphalt Parking Lot and Path Maintenance project was published on BidNet Direct on June 9, 2022. BidNet data indicates fifteen (15) vendors downloaded some or all of the bid documents. On Thursday June 24, 2022 at 11:00am, two (2) sealed bids were opened by the Clerk’s Office for this project. The attached Bid Tabulation Sheet and Bid Responsiveness Sheet shows details of the bids for reference, and a summary of lump sum bid amounts is below: Matthew Paving of Oak Lawn, Illinois - $263,714.00 M&J Asphalt Paving Company of Cicero, Illinois - $324,979.34 Matthew Paving of Oak Lawn, Illinois is identified as the lowest responsible bidder for the 2022 Asphalt Parking Lot and Path Maintenance project, with a submitted project cost of $263,714.00. Therefore, it is staff's recommendation that Matthew Paving of Oak Lawn, Illinois be awarded the project for the 2022 Asphalt Parking Lot and Path Maintenance project for $263,714.00. A $10,000.00 contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the contract was signed, for a total project cost of $273,714.00. I move to approve awarding ITB 22-038 2022 Asphalt Parking Lot and Path Maintenance to Matthew Paving of Oak Lawn, Illinois for a total amount not to exceed $273,714.00 ($263,714.00 plus a $10,000.00 contingency); VILLAGE OF ORLAND PARK Page 4 of 24 Board of Trustees Meeting Minutes July 5, 2022 AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND Allow the Village Manager to approve change orders not to exceed the contingency amount. This matter was APPROVED on the Consent Agenda. 2022-0510 Public Works Automatic Vehicle Locator System - Contract Change Order The Public Works V&E Division had previously received Board approval for the purchase of fifty-six (56) Automatic Vehicle Locators (AVL) from Samsara, Inc. The updated AVLs have been installed in the snow fleet vehicles. These new units have improved capabilities, including web-based visual display to the public, dash-cam capabilities, real time route tracking, digital equipment inspection forms, and real time telematics. Samsara was selected due to superior performance. The system has improved safety, equipment monitoring, and maintenance operations. The dash-cam feature has been utilized by management staff to identify distracted operators and unsafe driving practices. Event recordings give management the opportunity to effectively coach employees on the incidents, encouraging a culture of safety, betterment, and progression. There are currently forty (40) Village vehicles in the Public Works and Recreations departments that are not equipped with an AVL. Equipping the remaining vehicles would set a fleet standard for the AVL system and provide data collection fleet-wide in order to provide better and more efficient services to the Village. The majority of the additional forty (40) additional Samsara AVL units are from the Utilities Division so funds have been identified in the Utilities Division. The additional forty (40) units will increase the annual Samsara subscription cost by $13,442.80 in 2022, and by $30,510.00 per year for the remaining two (2) years. The additional funding for 2023 and beyond will be submitted during the budget process. I move to approve the proposal from Samsara Inc. dated June 1, 2022, for forty (40) additional Samsara AVL units for a cost not to exceed $13,442.80 in 2022 (July-December), or the Board approved budgeted amount thereafter; AND VILLAGE OF ORLAND PARK Page 5 of 24 Board of Trustees Meeting Minutes July 5, 2022 Authorize the Village Manager to execute a change order with Samsara Inc. for automatic vehicle locator system services, subject to Village attorney review. This matter was APPROVED on the Consent Agenda. 2022-0519 2022 Sanitary Sewer Rehabilitation and Construction Oversight - Bid Award The Metropolitan Water Reclamation District of Greater Chicago (MWRD) governs the Village’s sanitary sewer system. MWRD requires sanitary sewer systems that discharge into MWRD facilities to implement measures to reduce excessive Infiltration and Inflow (I&I) from entering the system. In 2015, the Village selected RJN Group, Inc., of Joliet, Illinois (RJN) as the consultant to provide assistance in developing and implementing a Village-wide Comprehensive Sanitary Sewer Evaluation and repair program in order to meet the MWRD requirements for the Inflow and Infiltration Control Program (IICP). In 2016, RJN conducted comprehensive flow monitoring for the Village sanitary sewer system. Based on those results, three (3) sewer basin areas came up as the highest priority. One (1) of these basins was also identified as the Short-Term High Priority Area and was submitted to the MWRD for the IICP. Through several testing and inspection programs over the past years, RJN and staff have identified “high priority” defects requiring rehabilitation or repair. RJN assisted Village staff with the development of a list of recommended repairs to begin a multi-year sanitary sewer system rehabilitation to meet MWRD compliance. ITB 22-041 for the 2022 Sanitary Sewer Rehabilitation Program work was published on BidNet Direct on June 13, 2022, and closed on June 27, 2022. The work will consist of the rehabilitation of approximately seven thousand one hundred eighty-eight (7,188) linear feet of eight to fifteen inch (8” to 15”) sanitary sewer cleaning and televising with cured-in-place lining; installation of four (4) T-Liners; air testing and grouting of twenty (20) mainline joints varying from 8”-15” in diameter; protruding tap removals; and one hundred fifty-six (156) lateral joints, and four (4) point repairs. The contractor shall provide all supervision, labor, equipment, and materials to complete this project. Through BidNet, six (6) vendors were sent a courtesy email. Twenty-one (21) vendors downloaded all of the bid documents. Three (3) bids were submitted for consideration. Bids were opened publicly and evaluated for completeness by the Finance Department at 11:00 a.m. on Monday, June 27, 2022. A summary of the proposals is below. Hoerr Construction Inc. of Goodfield, IL - $571,069.00 Insituform Technologies of Chesterfield, OH - $667,900.20 Performance Pipelining of Ottawa, IL - $713,315.00 VILLAGE OF ORLAND PARK Page 6 of 24 Board of Trustees Meeting Minutes July 5, 2022 Village staff and RJN reviewed the bid submittals, and are recommending Hoerr Construction, of Goodfield, Illinois, the lowest bidder, be awarded the 2022 Sanitary Sewer Rehabilitation Project in an amount of $571,069.00, plus a 10% contingency of $57,106.90, for a total cost of $628,175.90. RJN Group and the Village both have positive past experiences working with Hoerr Construction on sanitary sewer rehabilitation projects. In addition, to ensure the work is completed according to contract specification, RJN Group has submitted a proposal for Professional Engineering Services - 2022 Sanitary Sewer Rehabilitation Construction Oversight Services with a scope including contractor oversight and contract management (see attached proposal) in an amount of $47,200.00. A 5% contingency of $2,360.00 is being requested for a total cost of $49,560.00. I move to recommend to the Village Board to accept the bid for the 2022 Sanitary Sewer Rehabilitation Project from Hoerr Construction, of Goodfield, Illinois for an amount not to exceed $628,175.90 ($571,069.00 plus 10% contingency of $57,106.90); AND Accept the proposal from RJN Group, Inc., of Joliet, Illinois for Professional Engineering - 2022 Sanitary Manhole Rehabilitation Project Construction Oversight Services in an amount not to exceed $49,560.00 ($47,200.00 plus 10% contingency $2,360.00); AND To authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND Authorize the Village Manager to approve change orders not to exceed the contingency amount. This matter was APPROVED on the Consent Agenda. 2022-0537 Decision on Appeal-S&S Global d/b/a Truly Blown Smoke & Vape On June 20, 2022, the Board of Trustees heard an appeal of the Hearing Order, dated June 10, 2022, issued by Village Manager George Koczwara suspending the tobacco license issued to S&S Global d/b/a Truly Blown Smoke & Vape and imposing other sanctions. The Board deliberated and came to a decision as set forth in the attached Decision on Appeal I move to approve and adopt the Orland Park Board of Trustees Decision on Appeal dated July 5, 2022, in the matter of S&S Global d/b/a Truly Blown Smoke VILLAGE OF ORLAND PARK Page 7 of 24 Board of Trustees Meeting Minutes July 5, 2022 & Vape. This matter was APPROVED on the Consent Agenda. 2022-0536 14101 Wolf Road, Orland Park IL 60467 The Board approved the purchase of 14101 Wolf Road in Executive Session on April 4, 2022. The Village was able to close on the property on June 24, 2022, and is in possession of the keys and has secured the building. The Board will need to approve and ratify the purchase. I move to approve and ratify the purchase by the Village of Orland Park of the property located at 14101 Wolf Road, Orland Park IL effective June 24, 2022, and all of the actions taken by the Village staff and others for the Village to acquire the property on said date. A motion was made by Trustee Riordan, seconded by Trustee Kampas, that this matter be APPROVED. The motion carried by the following vote: Aye: 5- Trustee Healy, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Abstain: 1- Trustee Nelson Katsenes Absent: 1- Trustee Radaszewski 2022-0487 143rd Street Widening, Wolf Road to Southwest Highway, Phase II - Final Design Engineering Services, Contract Award A Request for Qualifications (RFQ) was issued by the Village to consulting engineering firms for Phase II - Final Design Engineering Services for the 143rd Street widening from Wolf Road to Southwest Highway. The RFQ was released on October 12, 2021, and responses were due on November 8, 2021. The Phase I - Preliminary Design Engineering Services are in the final review stage by the Illinois Department of Transportation (IDOT). Since Federal funds will be used for Phase II - Final Design Engineering Services, the Quality Based Selection (QBS) process previously approved by IDOT and the Village Board of Trustees was used to complete the RFQ process. The QBS process requires that the consultants be selected based on qualifications only. The QBS process prohibits the Village from collecting professional engineering fees until all the firms who responded to the RFQ are ranked. The professional fees and scope of services can be negotiated only with the top-ranked firm. If the negotiations are not successful with the top-ranked firm, the negotiations may be initiated with the second-ranked firm, and so on until negotiations are successfully completed. The following eleven (11) firms responded to RFQ: 1. AECOM 2. Baxter & Woodman, Inc. VILLAGE OF ORLAND PARK Page 8 of 24 Board of Trustees Meeting Minutes July 5, 2022 3. BLA Inc. 4. Bowman Consulting Group, Ltd. 5. Christopher B. Burke Engineering, Inc. 6. Corba Group, Inc. 7. Civil Tech Engineering 8. CSG consultants, Inc. 9. Jacobs Engineering Group, Inc. 10. Strand Associates, Inc. 11. TranSystems Corporation Selection Committee ranked the RFQ responses based on the following criteria defined in the RFQ: 1. Project Understanding - 30% 2. Similar Project Experience - 20% 3. Project Team - 15% 4. Project Development Approach - 15% 5. IDOT Prequalification - 10% 6. Overall Completeness of Submittal - 5% 7. Selection Committee Discretion - 5% The eleven (11) firms were ranked as follows: 1. Jacobs Engineering Group, Inc. 2. TranSystems Corporation 3. AECOM 4. Civil Tech Engineering 5. Christopher B. Burke Engineering, Inc. 6. Strand Associates, Inc. 7. BLA Inc. 8. Bowman Consulting Group, Ltd. 9. Corba Group, Inc. 10. CSG consultants, Inc. 11. Baxter & Woodman, Inc. Staff invited the top four (4) firms for in-person interviews at the Village Hall. The interviews were conducted on January 11th and January 13, 2022 (two interviews each day). Based on the outcome of the interviews, the Selection Committee ranked and scored each firm as follows: 1. TranSystems Corporation - 92 2. Jacobs Engineering Group, Inc. - 91 3. AECOM - 89 4. Civil Tech Engineering - 87 Based on the above interview results, staff initiated the scope of services and VILLAGE OF ORLAND PARK Page 9 of 24 Board of Trustees Meeting Minutes July 5, 2022 professional fees negotiations with TranSystems Corporation of Schaumburg, IL. The first scope and fee submittal received on April 15, 2022 showed a total professional fee of $6,956,988.00. Staff continued scope and fee negotiations over the last three months and on June 9, 2022, staff successfully completed our negotiations for a total professional fee of $5,399,985.00 and are recommending TranSystems be approved as the consultant for Phase II - Final Design Engineering Services for 143rd Street widening from Wolf Road to Southwest Highway. The following are the high-level scope items covered under TranSystems' proposal: - Complete and deliver Phase II design of 143rd Street widening from Wolf Road to Southwest Highway utilizing Forest Preserve land located on the north side of 143rd Street including all retaining walls required for the project. - Separately design and deliver construction documents for the Metra Parking Lot to be issued for bid by the Village. The following scope of services are excluded in the negotiated fee: - Land acquisition, plats, legal services, and negotiations to comply with Federal Uniform Act. Currently, this is approximately a $2,000,000.00 effort. - Actual land acquisition costs (payments to property owners) are not included in the above fees. - Splitting the project in case Village obtain funding for West Avenue to Southwest Highway. Currently, this is approximately a $250,000.00 effort. - Design of the driveway to the Park School. - Engineering support during construction of 143rd Street. Currently, this is approximately a $100,000.00 effort. - Phase III - Construction Engineering Services. Currently, this is approximately a $5,000,000.00 effort. I move to approve awarding 143rd Street widening project from Wolf Road to Southwest Highway, Phase II - Final Design Engineering Services contract to TranSystems Corporation of Schaumburg, IL in an amount not to exceed $5,399,985.00; AND I move to approve allocating $125,000.00 as contingency funds to be approved as needed by the Village Manager; AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review. VILLAGE OF ORLAND PARK Page 10 of 24 Board of Trustees Meeting Minutes July 5, 2022 A motion was made by Trustee Kampas, seconded by Trustee Milani, that this matter be APPROVED. The motion carried by the following vote: Aye: 5- Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Abstain: 1- Trustee Healy Absent: 1- Trustee Radaszewski PUBLIC WORKS 2022-0470 Main Pump Station Underdrain Rehabilitation - Bid Award The Village of Orland Park Main Pumping Station (MPS) is located at 8800 Thistlewood Lane, and has been in operation since May 1985. The MPS consists of four (4) large 300 HP pumps and two (2) small 200 HP pumps that pump water into the distribution system. The station also has two (2) underground water storage reservoirs that combined are capable of storing up to 21.9 million gallons of water. The reservoirs are directly fed via a single thirty-six (36) inch water main from Oak Lawn. At the exterior base of the building, and surrounding the reservoirs, drain tiles are present which convey groundwater to the MPS underdrain pump chamber, which acts similar to a residential sump pump system. The underdrain system removes groundwater to avoid exterior pressure to the structures, and pumps it into the Village’s storm water system. Staff tests this pumped-out water on a monthly basis for chlorine and fluoride, to detect any leaks that may occur. Over the past year, staff has needed to add an additional portable pump to prevent the system from surcharging due to equipment age and discharge pipes building up with sediment. The rehabilitated system would include two (2) new pumps, underdrain piping replacement, a new electrical control cabinet, and davit arm to aid in maintenance and pump replacement, if needed. The project was advertised on BidNet from June 10th, 2022, until the bid opening on June 24, 2022. Three (3) contractors were emailed directly with a notification of the bid, and eight (8) companies downloaded the specifications. The Village hosted a-on-site pre-bid meeting on June 16th, 2022. Two (2) contractors were represented at the meeting. Ultimately only one (1) bid was received from Genco Industries, Inc. of Crestwood, Illinois, in the amount of $144,640.00. The Village has worked on other water-related projects with Genco in the past with great success. Public Works budgeted $250,000.00 for FY2022 to complete construction of this project. Staff has also confirmed with the design engineer that the proposal for this project is fair and reasonable. A 10% contingency of $14,464.00 is requested to address change orders made necessary by circumstances not reasonably foreseeable during construction, for a total project VILLAGE OF ORLAND PARK Page 11 of 24 Board of Trustees Meeting Minutes July 5, 2022 cost of $159,104.00. President Pekau had comments. (refer to audio) I move to approve the proposal from Genco Industries, Inc. of Crestwood, Illinois for the Main Pump Station Underdrain Rehabilitation project in an amount of $159,104.00 ($144,640.00 plus $14,464.00 contingency); AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review; AND Allow the Village Manager to approve change orders not to exceed the contingency amount. A motion was made by Trustee Riordan, seconded by Trustee Nelson Katsenes, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Absent: 1- Trustee Radaszewski 2022-0501 Building Mechanical System Preventative Maintenance and Repairs - 22-037 ITB Re-Issue On February 21, 2022, ITB 22-005 “Building Mechanical System Preventative Maintenance and Repairs” was rejected by the Village Board due to an insufficient number of submittals after only one (1) bid was received. Following the rejection, Public Works staff reached out to several contractors regarding the ITB. The consensus amongst contractors was that the Building Mechanical System (BMS) data provided in the ITB was lacking in detail necessary to provide accurate bid numbers. Public Works staff subsequently worked with a consultant to compile and organize a thorough registry of over six hundred (600) facility mechanical assets (e.g. boilers, compressors, RTUs, exhaust fans) at forty-three (43) different locations. These locations were then grouped into the nine (9) areas listed below: BMS AREAS AREA 1 - Metra Stations AREA 2 - 143rd Street Parking Garage AREA 3 - Centennial Park Buildings VILLAGE OF ORLAND PARK Page 12 of 24 Board of Trustees Meeting Minutes July 5, 2022 AREA 4 - Village Center Campus AREA 5 - Recreation Buildings AREA 6 - Police Department AREA 7 - Public Works AREA 8 - SportsPlex AREA 9 - Utility Buildings Consequently, on May 25, 2022, the Village issued Invitation to Bid (ITB) 22-037 “Building Mechanical System Preventative Maintenance and Repairs - Reissue” requesting bids from contractors interesting in providing BMS Preventative Maintenance and Repairs. The intent of the bid was to obtain the services of a qualified contractor having experience in preventive maintenance and repairs for a contract term of three (3) years, with an option for two (2) additional years. As compared to ITB 22-005, bidders were provided with an exhaustive list of asset data and detailed photos. A list of BMS assets requiring preventative maintenance as well as a schedule of maintenance tasks was detailed in the Building Mechanical System Preventative Maintenance Information, Equipment Data, and Preventative Maintenance Frequency and Task Lists, which were provided in the ITB. The selected contractor will be capable of providing the full spectrum of BMS preventative maintenance services consisting of inspections, maintenance, repair, and replacement of the heating, ventilating, air conditioning systems, subsystems, etc. Bidders were required to provide a fixed monthly compensation basis for performing preventive work for each asset identified in each of the nine (9) areas mentioned above. This fixed monthly compensation included the cost for material, equipment, and overhead that are required to perform the preventive maintenance as specified in the ITB. Contractors were also asked to provide separate costs for repairs to restore operation of these systems in the event of failure. During the two (2) weeks that the bid was open for review, seventeen (17) firms downloaded either partial or complete bid packages. ITB 22-037 was opened on June 15, 2022, at which point two (2) firms had submitted bids. Both qualifying bid packages and an audit of the bid submittals are attached for reference. A summary of the annualized Building Mechanical System Preventative Maintenance bid prices is provided below: Midwest Mechanical Group, LLC 2022: $108,888.00 2023: $112,104.00 2024: $112,104.00 2025: $115,488.00 (optional year) 2026: $118,968.00 (optional year) Mechanical Inc. (dba Helm Service) VILLAGE OF ORLAND PARK Page 13 of 24 Board of Trustees Meeting Minutes July 5, 2022 2022: $173,016.96 2023: $173,016.96 2024: $173,016.96 2025: $178,212.84 (optional year) 2026: $183,559.08 (optional year) Public Works staff met with representatives from both companies to ensure the scope of work was fully comprehended. Accordingly, based on bid pricing, staff recommends approving the bid from Midwest Mechanical Group, LLC for three (3) years (2022 - 2024), with the options to extend the contract for an additional two (2) years (2025 - 2026). In addition to Building Mechanical System Preventative Maintenance costs, annual contract amounts will include funds for “Facility Mechanical System Repairs” based on the hourly rates detailed on the Midwest Mechanical Group, LLC Unit Price Sheet in an amount of twenty percent (20%) of the annual Building Mechanical System Preventative Maintenance bid prices. Therefore, contract amounts would be: 2022: $108,888.00 + $21,777.60 = $130,665.60 2023: $112,104.00 + $22,420.80 = $134,524.80 2024: $112,104.00 + $22,420.80 = $134,524.80 2025: $115,488.00 + $23,097.60 = $138,585.60 (optional year) 2026: $118,968.00 + $23,793.60 = $142,761.60 (optional year) I move to approve awarding ITB 22-037 Building Mechanical System Preventative Maintenance and Repairs to Midwest Mechanical Group, LLC of Lombard, IL for 2022-2024, with the Village’s option to extend the contract for an additional two (2) years, for an amount not to exceed $130,665.60 for 2022, or the annual Village Board approved budgeted amounts; AND Authorize the Village Manager to execute all related contracts subject to Village Attorney review. A motion was made by Trustee Kampas, seconded by Trustee Milani, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Absent: 1- Trustee Radaszewski DEVELOPMENT SERVICES AND PLANNING 2022-0514 Professional Planning Services On An As Needed Basis - RFP 22-039 VILLAGE OF ORLAND PARK Page 14 of 24 Board of Trustees Meeting Minutes July 5, 2022 With a significant recent uptick in planning activity and staffing issues, it has been difficult to keep up with demand for planning review. This has led to an increase in the planning review response times and corresponding customer dissatisfaction. Similar to the Building Division contract, this new contract would augment existing planning staff resources as needed. It is anticipated that much of the assistance would be bringing development projects through the Plan Commission and Appearance Review entitlement processes, but other work may include special project management and implementation (code amendment and long-range planning), seasonal assistance with special event permits, and application reviews for completeness and compliance. The Village contracted with Tyler Technologies in December of 2020 to purchase modules of their municipal software suite to replace the Village's existing municipal software. The Tyler Technologies modules the Village purchased included Tyler ERP (Munis), Tyler Human Capital Management (HCM), and Tyler Enterprise Permitting & Licensing (EPL-EnerGov). The implementation of the additional enterprise applications requires a complex work effort involving the coordination of staff resources, Tyler resources, as well as work efforts including project planning, business process re-engineering, data conversion change management, system and process documentation, and staff training. Because the Village does not have existing resources to successfully implement the Tyler Enterprise Permitting & Licensing (EPL-EnerGov) module, the Village will utilize the services of SAFEbuilt Illinois, LLC to augment staff resources. On June 8, 2022, RFP 22-039 Professional Planning Services On An As Needed Basis was published on BidNet Direct and closed on June 22, 2022. Through BidNet, six (6) vendors were sent a courtesy email, thirteen (13) vendors download all of the solicitation documents, and three (3) submittals were received. Staff recommends approving the submittal from SAFEbuilt Illinois, LLC for Professional Planning Services On An As Needed Basis. Trustee Milani had a question. (refer to audio) Village Manager George Koczwara responded to Trustee Milani. (refer to audio) I move to approve awarding RFP 22-039 to SAFEbuilt Illinois, LLC for planning services on an as-needed basis in the submitted proposal amount; 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: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau VILLAGE OF ORLAND PARK Page 15 of 24 Board of Trustees Meeting Minutes July 5, 2022 Nay: 0 Absent: 1- Trustee Radaszewski 2021-0878 Orland Bowl Repurposing - Development Petition for a Special Use Permit for Motor Vehicle Sales with Modifications from the Land Development Code, Site Plan, Landscape Plan, and Elevations Orland Bowl Repurposing - 8601 W 159th Street case Number 2021-0878 Petitioner: Patrick Daly / SDP Orland Park, LLC Project Representative: David Sosin / Sosin, Arnold & Schoenbeck, Ltd Purpose The petitioner seeks to repurpose the existing bowling alley at 8601 W. 159th Street to open a new dealership for an electric car company. Requested Actions: Special Use Permit for Motor Vehicle Sales with Modifications from the Land Development Code; Site Plan; Landscape Plan; and Elevations. Address: 8601 W. 159th Street P.I.N.: 27-23-100-007-0000 Parcel Size: 5.8 acres Gross Floor Area: ~50,000 sf The existing site is improved with a bowling alley that is approximately 50,000 square feet in area. Several Appearance Reviews were completed in 1996, 1997, and 2003 for minor exterior changes to the building. In 2019, the owner petitioned for a variance to allow the off-site, outdoor storage of vehicles for a nearby auto dealership on the parking lot at the rear of the property to assist in remedying existing Code violations. Due to the 2020 COVID-19 Pandemic this petition did not move forward. In 2021, Orland Bowl initiated the current petition proposing to repurpose the property as a new car dealership, effectively withdrawing the prior petition for a variance. Any future use of the property for off-site storage of cars will necessitate a variance. On June 7, 2022, the Planning Commission considered the Orland Bowl Repurposing development petition. The Commission recommended preliminary approval to the Board of Trustees by a vote of 4-0. The full Staff Report is attached for review. After the Plan Commission Meeting, the petitioner fulfilled the intent of the conditions that were to be completed prior to the hearing of the Board of Trustees or, in the case of the bus stop pad installation, a clarification condition was added. VILLAGE OF ORLAND PARK Page 16 of 24 Board of Trustees Meeting Minutes July 5, 2022 Village Manager George Koczwara had comments. (refer to audio) Attorney David Sosin presented information regarding this project. (refer to audio) President Pekau and Trustee Milani had comments. (refer to audio) Regarding Case Number 2021-0878, also known as Orland Bowl Repurposing, I move to approve the Special Use Permit for Motor Vehicle Sales for Tesla; as fully referenced in the motion below. FOR REFERENCE ONLY, NOT NECESSARY TO BE READ I move to recommend to the Village Board approval of the Final Site Plan sheet C1.1 titled “Site Plan”, prepared by Craig R. Knoche & Associates, with a latest revision date of June 10, 2022, subject to the following conditions: 1. The petitioner is responsible for installing a concrete pad for the Pace Bus Stop and a sidewalk leading to the pad, per Pace design guidelines, at its expense, or pay the Village cash-in-lieu for the value of the improvement. 2. The petitioner must meet all building code requirements and final engineering requirements, including required permits from outside agencies. 3. The property owner will own and maintain all underground stormwater detention, including the BMP/water quality stormwater structure, and provide an Operations and Maintenance Plan at the time of final engineering plan submittal. 4. No work may be done to extend the functional life of the existing fixtures and poles lighting the parking lot, and when replacement of such lights is necessary, new fixtures and poles compliant with the Code shall be installed. 5. Any offsite storage of vehicles on the subject property, other than accessory vehicle storage associated with the motor sales dealership use on the site, shall require a modification of the special use, reviewed by the Plan Commission and approved by the Village Board. 6. Prior to the issuance of building permits, the petitioner must submit to the Development Services Department a plat of easement for the sidewalk that is to be installed on private property parallel to 159th Street, with all non-Village signatures; AND I move to recommend to the Village Board approval of the Final Landscape Plan, sheets L-1.0 and L-2.0 titled “Landscape Plan” and “Landscape Details,” respectively, prepared by Pamelaself Landscape Architecture, dated November 23, 2022 and last revised May 13, 2022, subject to the following condition: Provide cash-in-lieu for any interior lot landscaping and parking lot island trees required by Code that cannot be provided on the site, as determined by staff at the time of Final Landscape Plan review. All new trees provided at 4” caliper at time of installation shall be a reduction of one tree from the required cash-in-lieu; VILLAGE OF ORLAND PARK Page 17 of 24 Board of Trustees Meeting Minutes July 5, 2022 AND I move to recommend to the Village Board approval of the Elevations titled “Orland Park, IL - Tesla Center - Cold Climate,” prepared by Tesla and dated April 28, 2022, consisting of 2 pages. A motion was made by Trustee Nelson Katsenes, seconded by Trustee Riordan, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Absent: 1- Trustee Radaszewski 2022-0534 Ordinance Granting a Special Use with Modifications for Motor Vehicle Sales (Tesla Center - 8601 W. 159th Street) On July 5, 2022, the Board of Trustees granted approval of the plans for the development petition for the repurposing of Orland Bowl for a Telsa auto dealership at 8601 159th Street. At this time, Final Engineering Plans, Final Landscape Plans, and Final Elevations adhering to the conditions of the preliminary approvals have been reviewed by staff and are approved for substantial compliance with the preliminary plans approved by the Board and compliance with the Land Development Code. The Final Site Plan, Final Landscape Plan, and Final Elevations are now before the Board of Trustees to grant final approval. I move to Ordinance 5725, entitled: ORDINANCE GRANTING A SPECIAL USE WITH MODIFICATIONS FOR MOTOR VEHICLE SALES (TESLA CENTER - 8601 W. 159TH STREET). A motion was made by Trustee Kampas, seconded by Trustee Nelson Katsenes, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Absent: 1- Trustee Radaszewski ENGINEERING 2022-0507 Wolf Road Widening, Southern Project Limit Extension, 143rd Street to 183rd Street, Supplement #4 On July 8, 2005, the Village Board of Trustees approved a contract for Phase I VILLAGE OF ORLAND PARK Page 18 of 24 Board of Trustees Meeting Minutes July 5, 2022 Engineering Services for the widening of Wolf Road (from two/three lanes to five lanes) from 143rd Street to 167th Street with URS Corporation of Chicago, Illinois for a total professional fee of $244,850.00. On March 16, 2009, the Village Board of Trustees approved Supplement #1 for additional engineering services required by the Illinois Department of Transportation (IDOT) and Federal Highway Administration (FHWA) for this project with URS Corporation of Chicago, Illinois for a total professional fee of $155,173.21. On March 2, 2015, the Village Board of Trustees approved Supplement #2 for additional engineering services required by IDOT including traffic data, crash data, topographic survey, environmental surveys, intersection design studies, and Project Development Report (PRDR) with URS Corporation of Chicago, Illinois for a total professional fee of $152,141.72. In 2014, AECOM purchased URS Corporation and Village’s engineering services contract for this project was transferred to AECOM. After the approval of Supplement #2, IDOT came up with new or modified design and engineering requirements resulting in the additional scope of services that were not included in the original prime agreement or subsequent supplements. The majority of additional scope involves the additional effort associated with new or updated IDOT design/policy requirements. Therefore, the Village Board of Trustees approved Supplement #3 for additional engineering services on April 6, 2020, for a total professional fee of $332,039.00. As the Village and the engineering design team were progressing to complete Phase I design documents, the following concerns were raised by Village team members: 1. Why the project's southern limit is terminating at 167th Street? IDOT's team also informally asked this question. The Village's team searched its document archives and did not find initial reasons for terminating the project at 167th Street. 2. The Village experiences regular flooding issues south of 167th Street especially at 171st Street and Brook Hill Drive. Terminating the project at 167th Street does not address flooding issues along Wolf Road. 3. As the Village will grow with future developments in this area, there is a need to extend the project's southern limit south of 167th Street. Therefore, the Village and engineering team evaluated the following Wolf Road southern limit extension options: 1. Extend to 175th Street, immediately south of Wolf Road and Southwest Highway intersection. This is where Southwest Highway turns southwest towards Will-Cook Road. VILLAGE OF ORLAND PARK Page 19 of 24 Board of Trustees Meeting Minutes July 5, 2022 2. Extend to Southwest Highway and Will-Cook Road intersection 3. Extend to 179th Street 4. Extend to 183rd Street at Orland Parkway 5. Extend to 187th Street, south of I-80. This option goes beyond Village of Orland Park limits. After evaluating traffic volumes and crash data along Wolf Road and Southwest Highway for the sections of the above options, as well as discussions with IDOT and Federal Highway Administration (FHWA) officials, the team came to the conclusion that the best option is to extend the southern limits of the Wolf Road widening project to 183rd Street. This extension allows the project to connect to Orland Parkway, which may connect westward to Will-Cook Road at a future date. IDOT and FHWA officials also support this option. Therefore, the purpose of this Supplement #4 is to extend the southern project limits of Wolf Road widening to 183rd Street at Orland Parkway. The following is a list of scope items that need to be added to the project in order to extend and complete the Phase I Engineering Study: 1. Project Management and Coordination 2. Coordination and Data Collection 3. Survey 4. Environmental Studies 5. Location and Drainage Studies 6. Geometric Studies 7. Structural Studies 8. Traffic Noise Studies and Report 9. Public Involvement 10. Project Development Report Detailed Scope of Services are attached to this report. Current Request Over the last four months, staff has been negotiating scope of services and professional fees with AECOM’s team. We started our negotiations at a fee near $1,300,000.00. We have been able to adjust geotechnical, structural, and retaining wall scopes to align with project needs. We completed our negotiations at a professional fee of $899,921.00. This additional fee will complete Phase I Engineering Studies, as required by IDOT, for Wolf Road widening project from 143rd Street to 183rd Street. The scope also includes AECOM leading and assisting the Village in identifying and submitting grant applications for local, state, and federal funds. President Pekau had comments. (refer to audio) VILLAGE OF ORLAND PARK Page 20 of 24 Board of Trustees Meeting Minutes July 5, 2022 I move to approve the proposal from AECOM of Chicago, Illinois for the Wolf Road widening from 143rd Street to 183rd Street, Phase I Engineering Services, Supplement #4 for a not-to-exceed amount of $899,921.00 in professional fees; AND Authorize the Village Manager to execute all related contracts, subject to Village Attorney review. A motion was made by Trustee Healy, seconded by Trustee Riordan, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Absent: 1- Trustee Radaszewski 2022-0513 RFP# 22-025 Traffic Engineering Consulting Services Award The Engineering Programs and Services Department issued an RFP# 22-025 to support Village staff with traffic study reviews, traffic counts, parking studies, parking layout review, PTAC support, and other traffic engineering related services. Majority of these services will be on an as-needed basis and the costs will be billed to developers on a pass-through basis as consultant services are required. Other services will be funded through the department's budget as approved by the Village Board. The contract will be for three (3) years with two (2), one (1) year options. If the Village will initiate a large traffic study effort, the Village will issue a separate RFP and will go through a separate selection and contract approval process. The consultant recommended for this RFP will be allowed to respond to the future RFPs. Seven (7) proposals were submitted to the Village for review. Engineering staff reviewed the proposals based on the proposed billing rates, team experience, similar project experience, proposal completeness, and reviewers' discretion. Staff found that Thomas Engineering Group provided the proposal that best met the criteria established in the RFP. Below is a summary of the scoring. Firm Score Thomas Engineering Group , LLC 95 Sam Schwartz Engineering, DPC 90 Civiltech Engineering, Inc. 90 DLZ Illinois, Inc. 88 V3 Companies, Ltd. 86 H.W. Lochner, Inc. 85 Terra Engineering, Ltd. 83 VILLAGE OF ORLAND PARK Page 21 of 24 Board of Trustees Meeting Minutes July 5, 2022 President Pekau had a question. (refer to audio) Village Manager George Koczwara responded to President Pekau. (refer to audio) I move to approve a three (3) year contract with two (2) options to renew for one (1) year with Thomas Engineering Group, Inc. for Traffic Engineering Consulting Services. A motion was made by Trustee Milani, seconded by Trustee Nelson Katsenes, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Absent: 1- Trustee Radaszewski 2022-0512 MWRDGC Ordinance Approving Amendments to an Intergovernmental Agreement The Watershed Management Ordinance (WMO) regulates development within Cook County and sanitary sewer construction within the service area of the Metropolitan Water Reclamation District of Greater Chicago (District). On April 7, 2022, the District's Board of Commissioners adopted an amendment to the WMO. As an Authorized Municipality under the District, the Village of Orland Park must adopt this amendment to be in compliance with the latest WMO requirements. The following amendment were added to the WMO: - add new requirements for activities near wetlands, - allow for permits to progress through District review if U.S. Army Corps of Engineers wetland jurisdictional determination is delayed, - allow for onsite permeable pavement replacing conventional pavement to mitigate for off-site detention, - further limitations on letting stormwater "go around" a detention system, - allow for dry flood proofing of non-residential buildings in lieu of raising it for flood protection, - clarification for development that proposes to fill the floodplain. Attached for review is the following: - Redline copy of WMO changes - Ordinance Approving Amendment to a Intergovernmental Agreement The Village engineering staff recommends adopting the latest amended version of the WMO. VILLAGE OF ORLAND PARK Page 22 of 24 Board of Trustees Meeting Minutes July 5, 2022 I move to adopt Ordinance 5726, entitled: ORDINANCE APPROVING AMENDMENTS TO AN INTERGOVERNMENTAL AGREEMENT BY AND BETWEEN THIS VILLAGE AND THE METROPOLITAN WATER RECLAMATION DISTRICT OF GREATER CHICAGO (“MWRDGC”) PROVIDING FOR THE AUTHORITY OF THE VILLAGE TO ADMINISTER THE WATERSHED MANAGEMENT ORDINANCE OF THE MWRDGC AND ADOPTION OF THE SAID WATERSHED MANAGEMENT ORDINANCE AMENDMENTS BY REFERENCE. A motion was made by Trustee Healy, seconded by Trustee Riordan, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Absent: 1- Trustee Radaszewski BOARD COMMENTS Trustees Kampas, Riordan, Milani, Healy, Katsenes and President Pekau had Board comments. (refer to audio) EXECUTIVE SESSION I move to recess to a Closed Executive Session for the purpose of discussion of a) approval of minutes; b) the appointment, employment, compensation, discipline, performances or dismissal of specific village employees; c) setting a price for sale or lease of village property. A motion was made by Trustee Kampas, seconded by Trustee Nelson Katsenes, that this matter be APPROVED. The motion carried by the following vote: Aye: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Absent: 1- Trustee Radaszewski RECONVENE BOARD MEETING The roll was called to reconvene the Regular Meeting and Trustees Healy, Katsenes, Milani, Kampas, Riordan, and President Pekau were present. Trustee Radaszewski Purpose of the Executive Session was for the discussion of a) approval of minutes; b) the appointment, employment, compensation, discipline, performances or dismissal of specific village employees; c) setting a price for sale or lease of village property. VILLAGE OF ORLAND PARK Page 23 of 24 Board of Trustees Meeting Minutes July 5, 2022 Present: 6 - Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan and Village President Pekau Absent: 1 - Trustee Radaszewski ADJOURNMENT: 8:49 P.M. A motion was made by Trustee Milani, seconded by Trustee Riordan, that this matter be ADJOURNED. The motion carried by the following vote: Aye: 6- Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Village President Pekau Nay: 0 Absent: 1- Trustee Radaszewski 2022-0546 Audio Recording for July 5, 2022, Board of Trustees Meeting NO ACTION /AS APPROVED: July 5, 2022 Respectfully Submitted, /s/ Patrick R. O'Sullivan Patrick R. O'Sullivan, Village Clerk VILLAGE OF ORLAND PARK Page 24 of 24