City of Park Ridge Committee of the Whole met March 12.
Here is the minutes provided by the Committee:
I. Roll Call
Mayor Maloney called the meeting to order at 7:00 p.m.
City Clerk Henneman read the roll call and the following Elected Officials indicated their presence at the meeting: Aldermen Moran, Milissis, Wilkening, Shubert (arrived 7:06 p.m.), Melidosian, Mazzuca and Joyce. There was a quorum.
II. Citizens Who Wish to be Heard on a Non-Agenda Item
None.
III. Public Safety
Action Items – Police 1. Approve a one year contract extension for towing services with Lin Mar Towing & Recovery LLC Motion by Alderman Moran, seconded by Alderman Milissis
Chief Kaminski stated that in FY16, the City entered into a contract for towing services with Lin Mar Towing & Recovery LLC. The contract terms were for two (2) years with an optional one (1) year extension. Lin Mar Towing has agreed to a one (1) year extension with no changes to the contract. Staff recommends that the City avail itself of this extension.
Alderman Mazzuca stated that he would be voting no, as he would like to know if there had been more than one (1) bidder when the contract was let to verify that the original event had been sufficiently competitive. He asked that this information be included in the Council packet.
Motion carried, 6/1, by voice vote with Alderman Mazzuca being the nay vote.
B. Discussion Items – Police None.
C. Department Head Report – Police
1. Monthly Report – February 2018 None.
2. Complimentary Letters – February 2018 None.
3. Red Speed Monthly Reports – February 2018 None.
4. Citizen Corps Volunteer Report – February 2018 None.
5. 2017 Annual Report Alderman Joyce thanked the Chief for the report and trend analysis, noting the complexity and integration of the department.
Alderman Melidosian commented that the overweight truck fines were down 80% for the month.
Chief Kaminski noted that on March 14 at 10 a.m. the department would be at the high schools and Lincoln Middle School to monitor and support the National walk out.
D. Action Items - Fire None.
E. Discussion Items – Fire None.
F. Department Head Report – Fire None.
1. Complimentary Letters – February 2018 Executive Officer Lisowski noted the complimentary letter.
G. Action Items 1. Approve a contract for City Hall HVAC, PW- FY18-11, to Regan Heating Inc., of Justice, Illinois in the amount of $68,500.00 Motion by Alderman Moran, seconded by Alderman Shubert
Director Zingsheim stated that staff issued an Invitation to Bid for the City Hall HVAC, PW-FY18-11, on January 31, 2018 in the Pioneer Press and the City website with nine (9) firms registering via the City web site. At the public bid opening on February 22, five (5) bids were opened and read aloud. At the bid opening, Regan Heating Inc. was the low bid of $68,500.00. Work includes the following: remove existing air handling unit located in the 2nd floor mechanical room of City Hall, remove associated duct heater including flue and gas piping, relocate associated duct mounted steam humidifier to new ductwork, remove associated condensing unit on roof and associated refrigerant piping, install a new air-handling unit with a hot water heating coil and refrigerant cooling coil, and install a new condensing unit on roof.
Motion carried, 7/0, by voice vote.
2. Approve the contract for the 2017/18 Watermain Replacement Program, PW-FY18-07, to J.
Congdon Sewer Service Inc., of Carol Stream, Illinois in the amount of $1,364,733.00 Motion by Alderman Moran, seconded by Alderman Shubert
Director Zingsheim stated that staff issued an Invitation to Bid for the 2017-2018 Watermain Replacement Program, PW-FY18-07, on February 8, 2018 in the Pioneer Press. Twenty-six (26) firms registered via the City web site. At the public bid opening on March 6, 2018, ten (10) bids were opened and read aloud. The Watermain Program is part of an annual program to replace and rehabilitate aged and deteriorating watermains throughout the City. This project is for the construction of 4,706 feet of new watermain, including water service connections, curb and gutter, street pavement removal and replacement, and all related work. The 2017/18 program includes improvement for the following areas:
• Cumberland, Devon to Peterson,
• Engel, Talcott to Stewart, and
• Boardwalk Place at Murphy Lake Lane
Alderman Mazzuca asked if there would be an issue with IDOT work going on at the same time. Director Zingsheim replied that there should not be.
Alderman Joyce complimented the Engineering Division on the tight list of bids.
Alderman Mazzuca complimented Procurement and Finance on the tight bid event.
Motion carried, 7/0, by voice vote.
3. Approve the Tree and Stump Removal contract, PW-FY18-12, to Steve Piper & Son of Naperville, Illinois Motion by Alderman Moran, seconded by Alderman Shubert
City Forester Naser stated that staff issued an Invitation to Bid for Tree and Stump Removal PW-FY18-12 on Thursday, February 22, 2018 in the Pioneer Press. Fourteen (14) firms registered via the City web site. At the public bid opening on March 8, 2018, five (5) bids were opened and read aloud. This contract includes tree and stump removal and restoration services, as well as emergency and time and material work. The City was seeking a rate with this bid event for a three-year agreement (1+1+1).
The City has used this company in the past and has found their work to be satisfactory. Staff recommends that the contract be awarded to the lowest responsive and responsible bidder: Steve Piper & Son of Naperville,, Illinois.
Alderman Mazzuca questioned past issues with this company.
Motion carried, 7/0, by voice vote.
4. Approve the contract to provide tree maintenance services, PW-FY18-13, to Steve Piper & Son of Naperville, Illinois Motion by Alderman Moran, seconded by Alderman Shubert
City Forester Naser stated staff issued an Invitation to Bid for Tree Maintenance Service, PW-FY18-13 on Thursday, February 22, 2018 in the Pioneer Press. Eleven (11) firms registered via the City web site. At the public bid opening on March 8, 2018, seven (7) bids were opened and read aloud. This contract includes cyclical trimming, emergency storm damage work, and time and material work. The City was seeking a rate with this bid event for a three-year agreement (1+1+1).
The City has used this company in the past and has found their work to be satisfactory. Staff recommends that the contract be awarded to the lowest responsive and responsible bidder: Steve Piper & Son of Naperville, Illinois.
City Forester Naser confirmed that the contractor places door cards at each residence that is having a parkway tree trimmed. Staff also posts a map and estimated schedule on the website.
Motion carried, 7/0, by voice vote.
5. Approve a one-year extension to the contract for Aggregate Materials Purchase and Spoils
Disposal, PW-FY17-12, to K.L.F. Enterprises Inc. of Markham, Illinois Motion by Alderman Moran, seconded by Alderman Shubert
Director Zingsheim stated that that in September 2016, the Council approved a contract for Aggregate Materials Purchase and Spoils Disposal, PW-FY17-12, to K.L.F. Enterprises Inc. of Markham, Illinois The contract terms were for one (1) year, with two (2) optional one (1) year extensions with an annual adjustment not to go beyond the CPI. Staff has received correspondence from K.L.F. Enterprises regarding a one (1) year extension, which includes a rate increase of 1.7%, which reflects an increase in the product only. Staff recommends that the City avail itself of this extension.
Alderman Mazzuca commented on the contact renewal attachment in the packet, noting that it does not include any cost increase. He asked that it be specified in the Council packet.
Motion carried, 7/0, by voice vote.
6. Approve a one-year extension to the Contract for Maintenance of Street and Parking Lot
Lights, Traffic Signals, Pre-emption Devices and Pedestrian Crosswalks, PW-FY17-03, to Meade Electric Company of McCook, Illinois Motion by Alderman Moran, seconded by Alderman Milissis
Director Zingsheim stated that in May 2016, the Council approved a contract for the Maintenance of Street and Parking Lot Lights, Traffic Signals, Pre-emption Devices and Pedestrian Crosswalks, PW- FY17-03, to Meade Electric Company of McCook, Illinois. This contract is for the maintenance of city owned traffic signals, streetlights, parking lot lights, emergency pre-emption devices, pedestrian signals, and costs for extra work. Any extra work that is required is based on time and material with set hourly prices included in the Maintenance Agreement. Staff has received correspondence from Meade Electric regarding a one (1) year extension at the current prices. Staff recommends that the City avail itself of this extension.
Alderman Mazzuca asked that the spend of the contract be included for transparency.
Motion carried, 7/0, by voice vote.
7. Approve a one-year extension to the contract for Lawn Care Program (Cul De Sac & Center
Median) PW-FY15-12 to Twin Oaks Landscaping Inc., Oswego, Illinois Motion by Alderman Moran, seconded by Alderman Shubert
Director Zingsheim stated that in February 2015, the Council approved a contract for Lawn Care Program (Cul De Sac & Center Median) PW-FY15-12 to Twin Oaks Landscaping Inc., Oswego, Illinois. The contract terms were for three (3) years, with a possible one-year extension with a possible Cost-of-Living Adjustment for the fourth year. Staff has contacted Twin Oaks Landscaping regarding a one (1) year extension and they have agreed. Staff recommends that the City avail itself of this extension.
Motion carried, 7/0, by voice vote.
8. Approve a purchase order for the purchase of one (1) 2018 Ford Fusion Hybrid to Roesch Ford, Bensenville, Illinois in the amount of $22,835.00 Motion by Alderman Moran, seconded by Alderman Milissis
Director Zingsheim stated that at the February 19, 2018 meeting, the Council approved a purchase order to Wright Automotive for a 2018 Ford Fusion Hybrid thru the State of Illinois Joint Purchasing Program (CMS) contract #4018223 for $22,775.00. Wright Automotive has informed us that due to a financial issue with Ford they could not honor the contract. This vehicle is available through the Northwest Municipal Conference Suburban Purchasing Cooperative (SPC) contract #164 for $22,835.00, $60 more than thru CMS. SPC, through its competitive bid process, selected Roesch Ford of Bensenville, Illinois as being the lowest responsive and responsible bidder for this vehicle. After the vehicle is delivered, it will be rustproofed and undercoated for approximately $450. There is $24,000 budgeted in the MERF account (5516020-990400) for this vehicle.
Alderman Mazzuca questioned penalties for not delivering on a contract. He commented on hybrids being more expensive and questioned the need for a hybrid versus another type of vehicle at a lower cost or more environmentally friendly.
Alderman Joyce stated that the Health Commission had discussed charging stations and he would be preparing a memo for consideration on including a charging station in the budget.
Motion carried, 6/1, by voice vote with Alderman Mazzuca being the nay vote.
9. Approve a Purchase Order Increase for Groot Industries in the amount of $42,000.00
Motion by Alderman Moran, seconded by Alderman Shubert
Director Zingsheim stated that staff is requesting approval to increase the purchase order to Groot Industries by $42,000.00, for a total purchase order amount of $2,142,000.00, for the collection and disposal of residential refuse, recycling and yardwaste.
Alderman Mazzuca questioned why this increase was necessary. City Manager Gilmore stated that the budgeted amount was correct, but the purchase order amount was incorrect.
Motion carried, 7/0, by voice vote.
H. Discussion Items 1. FY19 Salt Purchase Director Zingsheim stated that for many years the City had entered into a joint purchasing agreement with the State of Illinois Central Management Services (CMS) to provide bulk rock salt. Thru this program, the City was able to purchase a minimum of 80%, or up to 120%, of the contracted number of tons at an established cost. This year CMS has given municipalities the option to renew the FY18 contract with a ‘not more than 10% increase’ over FY18 prices. The other option are to go out to bid as usual thru CMS for FY19. At this time staff is looking for direction and consensus on whether the Council wants to renew the FY18 CMS contract or go out for bid with CMS for the FY19 salt purchase. The City must declare its intent to CMS by April 1.
After a brief discussion, Alderman Moran stated that consensus was to go out to bid thru CMS.
2. Fifteen minute parking at 616 Devon Director Zingsheim stated that at the February 19, 2018 Council meeting, Jeff Purcell, of South Park Cleaners located at 616 Devon Avenue, spoke to the Council regarding the establishment of a loading zone in front of his establishment. As a result, staff has monitored parking at 616 Devon (604-624 Devon, between Prospect & Courtland). He summarized the counts noting that there are nine (9) spaces available on this block and on average 55.6% of the spaces were filled. Staff suggests that Police monitor the area for enforcement of the parking time limits (13-15-5 – 2 hour parking, Courtland to Prospect, except Sundays & holidays).
Holly Santelli, 616 Devon, spoke in favor of fifteen-minute spaces at this location, especially on Thursday, Friday and Saturday.
Discussion ensued on the need for fifteen-minute spaces at this location, the establishment of a policy to set a framework for loading zones, and potential fees for these spaces.
Alderman Moran stated that consensus was not to go forward with these fifteen-minute spaces but for the Police Department to enforce current parking restrictions. He asked that Alderman Mazzuca have the Procedures / Regulations and the Finance Committees look at the concept as a whole.
3. Converting Parking Meters on Garden to Permit Parking Director Zingsheim stated that at the February 19, 2018 Council meeting, Alderman Moran spoke about commuter parking on Garden and Prairie and converting the existing parking meters to permit parking. At that time, staff was directed to bring this matter to Committee for discussion. Currently Article 13-16-8 of the Municipal Code details nineteen (19) twelve hour (12) meters on the north side of Garden, from Prospect to Prairie. Alderman Moran’s suggestion is to convert these meters to permit parking spaces.
Alderman Shubert suggested developing a hybrid approach that would include both permit and lower cost meters. While the majority of the spaces would be permit, the meters would hopefully move to an electronic pay box system in the future.
Discussion ensued on lowering the cost of the meters to $2 or $3 per day in this area, establishing permit spaces in place of some of the meters on Garden and/or Prairie (excluding the meters on Garden in front of the Chamber of Commerce).
Alderman Moran stated that consensus was reached to develop a hybrid plan of both lowered meter costs on Prairie and thirteen (13) permit spaces on Garden and to bring back for action any necessary ordinance changes at the April Committee meeting.
I. Department Head Report
1. Park Ridge Garden Club Donation City Forester Naser stated that representatives from the Park Ridge Garden Club have proposed a donation by the Club to the City’s reforestation program. After discussing goals of the program and current reforestation operations, the Garden Club proposed an annual donation of $1,000 over the next four (4) years. These funds will only be used to facilitate the planting of new trees in the parkways and will assist in increasing the City’s tree canopy and the benefits it provides. He thanked the Garden Club for their donation.
2. Director Zingsheim stated that IDOT had bid out the ITEP Northwest Highway Streetscape Grant. He noted that the grant amount was for $2.4 million and the low bid came in at $1,750,505. This will bring the city share down, but it has not yet been determined by how much. He noted that a resolution would still need to be approved for the full grant agreement amount.
City Manager Gilmore noted that when the city share is firmed up it would result in either a scorecard adjustment or a budget amendment, depending upon the timing.
IV. Other City Business
None.
V. New Business
None.
VI. Adjournment
Meeting adjourned at 8:20 p.m.
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