Board Actions 5.25.21
Agenda Action by the Village Board:
The Village Board meeting of May 25, 2021 included the following actions. Please visit the Village website at www.bolingbrook.com for the complete Village Board meeting notes that will be posted upon approval before the next regularly scheduled board meeting. You can also view the replay of the meeting on the Village website by clicking on the following link https://www.bolingbrook.com/bctvlive or on The Village of Bolingbrook Facebook page.
Proclamations
Pride Month – June 2021 – A proclamation was presented to a representative of Bolingbrook Pride Committee.
Approval of Bills
Trustees voted to approve bills in the amount of $1,216,649.45.
Motions
Approval of Motion to Accept Low Bid from P.T. Ferro Construction Company in the Amount of $328,337.93 for the Canterbury Lane Culvert Project
Trustees voted to accept the low bid from P.T. Ferro Construction Company. Eleven (11) bids were returned. The low bid is $171,662.07 under the budgeted amount. Resolution (21R-011) from February 23, 2021 authorizes the use of Motor Fuel Tax (MFT) funding.
Approval of Motion to Reject Bid from Gallagher Materials Corporation as Lowest and Only Bidder for the 2021/2022 MFT Materials Group I – Hot Mix Asphalt (HMA)
Trustees voted to reject the bid previously accepted because Gallagher Materials Corporation is located in Thornton, Illinois. The temperature drop in transporting the asphalt from Thornton to Bolingbrook would lead to a product that will not be suitable for paving.
Staff will rebid the project.
Approval of Motion to approve the Final Balancing Change Order for Orange Crush for the 2021/2022 Street Resurfacing Program
Trustees voted to approve the change order for $31,126.17. The drainage structure repairs on large street resurfacing generated additional work. This brings the project cost to $2,890,126.81.
The Public Services Committee reviewed and recommended approval.
Resolutions
Approval of Resolution (21R-023) Authorizing Contribution to Community Service Council of Northern Will County for Family and Individual Clinical Counseling
Trustees voted to approve the Village’s annual contribution to the Community Service Council of Northern Will County for individual and family counseling services for Bolingbrook residents.
The cost is $32,000.00 which was included in the 2021/2022 fiscal budget.
Approval of Resolution (21R-024) Approving a Lease/Purchase Agreement with REV Financial Services and a Purchase Contract with Fire Service, Inc. for Two (2) E-One Cyclone Pumper Fire Engines
Trustees voted to authorize the purchase of two (2) Fire Engines through Fire Service, Inc. and the financing of same through REV Financial Services.
These Engines will replace a 2007 Ferrara 77’ Ladder Truck and a 2009 Ferrara Fire Engine. Each of these vehicles has reached the end of their useful life.
The lease is secured through REV and they will make full payment to Fire Service Inc. in the amount of $1,460,564.00. The annual lease payment is budgeted at $194,498.81 for seven (7) years. At the end of the lease, the Village will have the option to purchase both pumpers for $276,466.00 or relinquish the vehicles and/or lease/purchase new ones. The warranty is for 7 years and includes normal wear items. There is no prepayment penalty.
The Public Safety Committee reviewed and recommended approval.
Approval of Resolution (21R-025) Approving Renewal of Contract Between the Village of Bolingbrook and GAD Group Technology, Inc. for Consultant / Contractor Services
Trustees voted to approve an annual contract with GAD Group for Information Technology Services. They will provide three full time on-site consultants that provide “help desk” and technical support services. The cost is $240,000.00 which is what was budgeted.
The Finance Committee reviewed and recommended approval.
Approval of Resolution (21R-026) Approving a Software as a Service Agreement with Tyler Technologies, Inc.
Trustees voted to approve an agreement for migration of Tyler Technology Munis to Software as a Service, cloud based services. The Village is moving services to the cloud from on premise Server based technology for enhanced support and security. By moving to a cloud version, this will resolve many of the support issues that occur while hosting on premise. The cost is $162,763 for a three year agreement and is $2,237.00 under budget.
The Finance Committee reviewed and recommended approval.
Approval of Resolution (21R-027) Approving an Agreement with Axon Enterprise, Inc. for Tasers, Cartridges, Holsters, Warranty, Licensing and Hardware for the Police Department
Trustees voted to approve an agreement for 60 months for a total cost of $300,770.00. Year one is $52,250.00 and years two through five will be at $62,130.00 per year. Axon will provide the Village with Tasers, Cartridges and Accessories along with the licensing and hardware for the devices.
The Public Safety Committee reviewed and recommended acceptance.
Approval of Resolution (21R-028) Authorizing Emergency Purchase from Amber Mechanical Contractors, Inc. for Replacement of Existing Exhaust System for Police Department Gun Range
Trustees voted to approve this emergency purchase of services for replacement of the existing exhaust system. The existing unit has a rusted frame and Amber Mechanical will be removing the existing exhaust system, supplying and installing a new Class II Exhaust fan with 25 HP motor with a new fan housing and a heavy duty cabinet. Amber will also install all necessary electrical connections and sheet metal, and supply and install all necessary craning equipment. There is a one (1) year warranty on parts and labor. The cost is $36,275.00.
The Public Services Committee reviewed and recommended approval.
Approval of Resolution (21R-029) Approving Purchase of Three Replacement Single Axle Radius Body Dump Trucks with Plows from JX Peterbilt
Trustees voted to approve purchase of three replacement single axle radius body dump trucks with plows. The purchase is from JX Peterbilt through the NJPA Sourcewell contract, for a total cost of $553,149.96 which is $184,383.32 per unit. Total cost is $128.04 under budget.
This is a 2021-2022 fiscal year budgeted item. The units will be used for concrete and asphalt use, daily use, snow removal, and restorations. They will be able to hold as much salt as a tandem unit. These trucks were postponed from fiscal year 2021.
The Public Services Committee reviewed and recommended approval.
Approval of Resolution (21R-030) Approving a Proposal from Knight Engineers and Architects for Professional Engineering Services for Construction, Inspection, and Documentation for 2021 Street Resurfacing and HMA Patching Program
Trustees voted to approve a Professional Services contract with Knight Engineers and Architects. They will be providing professional services related to the 2021/2022 street resurfacing and patching program. A total of 59 streets, 35.93 miles of local and arterial streets need to be resurfaced as part of the annual street maintenance program. The use of MFT funds and requires Illinois Department of Transportation (IDOT) construction inspection and documentation compliance.
The cost is $271,145.00 which is $28,855.00 under budget.
The Public Services Committee reviewed and recommended approval.
Approval of Resolution (21R-031) Approving A Proposal from Rempe-Sharpe and Associates for Professional Engineering Services Regarding Inflow and Infiltration Program
Trustees voted to approve a Professional Engineering Services proposal for a Inflow and Infiltration (I&I) program. The east side of the village’s sanitary sewer system (east of Illinois Route 53 and North of Rockhurst Road) is more than 50 years old and has been deteriorating over the years and is experiencing heavy inflow and infiltration, which puts extra burden on the lift stations and treatment plant.
The proposed I & I program will mitigate the flow considerably. The engineering services will consist of design of sanitary sewer televising, smoke testing, repairs, construction engineering services. This is phase 1 of a 5 phase program. The cost for the proposal is in an amount not to exceed $64,000.00 which is under budget.
The Public Services Committee reviewed and recommended approval.
Approval of Resolution (21R-032) Approving a Proposal from Rempe-Sharpe & Associates, Inc. for Phase 1 and Phase 2 Professional Engineering Services – for Boughton Road Improvements (Aspen Drive to Schmidt Road)
Trustees voted to approve a Professional Engineering Services proposal. This project is to totally reconstruct the pavement and remove the pozzolanic material. When the road was originally built in the late 1970’s by Will County, this material was used and has since proved to be problematic. Once the Village took over responsibility for maintenance of Boughton Road from the County, the road was repaved once. The use of different road surface product did not fix the underlying issues.
The project will also include the consideration of adding left turn lanes at Hywood/Delaware Circle and Lyons Drive. In addition, lighting will be installed and overhead Com Ed wires will be removed or relocated.
The engineering work is necessary to allow the possibility of securing Federal and/or State funds for the construction portion of this project. The timing for construction has not been determined as yet.
The cost of the Phase 1 and 2 Engineering is an amount not to exceed $299,988.00 which is under budget.
The Public Services Committee reviewed and recommended approval.
Approval of Resolution (21R-033) Approving Intergovernmental Agreement Between the Village of Bolingbrook and the Illinois Department of Transportation Regarding the Maintenance of Traffic Signals
Trustees voted to approve an agreement which specifies the cost split between IDOT and the Village for the maintenance of 14 traffic signals on Route 53 between Royce Road and Marquette Drive, plus the signal on Joliet Road & St. James Gate for a total of 15 signals. The maintenance and traffic signals on State roads in the Village are the joint responsibility of IDOT and the Village. The Village maintains these signals and the State reimburses us for their share of the cost. This is a 10 year agreement and the total compensation to the Village is $324,924.00. The Village bills IDOT quarterly.
The Public Services Committee reviewed and recommended approval.
Approval of Resolution (21R-034) Approving a Proposal from Microsystems, Inc. for Professional Services for Building Department File Image Scanning and Storage
Trustees voted to approve a proposal for file image scanning and storage for the Village’s Building department. Microsystems will be scanning and imaging 25-27 drawers of residential building files as well as all building drawings located within the files and storage area. They will work with the Village’s I.T. department to coordinate storage with I-Manage. The cost is not to exceed an amount of $75,000.00.
The Public Services Committee has reviewed and recommends approval.
Approval of Resolution (21R-035) Approving Amendment to Agreement Between the Village of Bolingbrook and Heartbreak Towing, Inc.
Trustees voted to approve an amendment to an existing agreement. The Village uses Heartbreak Towing, 585 E. South Frontage Road, for service calls made by the Police Department. The Village would like to extend the terms of the agreement another five (5) years as long as Heartbreak Towing maintains a location within Bolingbrook as it provides a convenient location for our residents and they provide a high quality of service and response.
Approval of Resolution (21R-036) Approving An Annual General Service Agreement Contract with Music Solutions to Provide Contracted Labor to Operate the Audio, Lighting and Video Equipment at the Roger C. Claar Performing Arts Center
Trustees voted to approve an agreement which sets for the terms of the contracted labor used from Music Solutions to operate the audio, lighting and video equipment at the Roger C. Claar Performing Arts Center. It has a term until April 30, 2022 but can be terminated for any reason with 30 days’ notice. The agreement sets for the hourly rates for the contractors used by the Village. The Village will invoice Music Solutions.
Ordinances
Acceptance of Plan Commission Report 21.10 and Approval of Ordinance (21-030) Approving of an Amendment to a Special Use Permit for a Planned Development with Variances and Final Development Plan – (Turano Bakery) 556 St. James Gate
Trustees voted to approve an amendment to a Special Use Permit for a Commercial facility. Turano Bakery is seeking to construct a 101,115 square foot freezer expansion to the existing 351,473 square foot distribution center, along the south side of the property at 556 St. James Gate. Construction of additional truck docks, truck parking and construction of a service road and expansion of existing automobile parking with associated variances is also requested.
The Plan Commission reviewed and recommended approval.