West Cook News

Village of Western Springs Properties & Recreation Committee met February 7.

Here is the minutes provided by the Committee:

Call to Order:11:00 AM

Committee Members Present:

Alice Gallagher- Chair

James Horvath- Trustee

Staff Present

Matthew Supert- Staff

Casey Biernacki- Staff

Tracy Alden- Staff

Others:

1)Public Comment

2)Approval of Minutes

Chair Gallagher approved the meeting minutes from the 12/5/2016 meeting and Trustee Horvath seconded. The committee decided to defer approval of the meeting minutes from the 11/11/16 meeting.

3)Arbor Day Proclamation

Mr. Biernacki informed the committee that the proclamation was a requirement of for Tree City USA. He explained that the celebration itself would take place on Arbor Day at Laidlaw School.

4)Seaspar Agreement Changes

Mr. Alden informed the committee that Western Springs is one of 11 communities in the Seaspar agreement. The Seaspar board has requested that the purchasing limit change from $10,000 to $20,000. Mr. Alden explained that 2/3 of the communities have to agree to the change in order for it to come through. Mr. Alden informed the committee that the Recreation Commission approved of the change. Trustee Horvath made a motion to change the Seaspar agreement. Chair Gallagher seconded the motion.

5)2017 Landscaping Contract Bid Rejection

Mr. Biernacki explained that bids were opened in December and All Cleaners Inc. was the lowest bidder. Ms. Chavez checked references and determined that three of them have never heard of All Cleaners Inc. and two did not respond. Mr. Biernacki explained that Nationwide Inc. was the only reference to respond and provided a positive reference to All Cleaners. They stated that they managed 75 municipal buildings in the Chicagoland area.

Mr. Biernacki informed the committee that research on Nationwide Inc. was performed and they did not seem to exist. The address provided was discovered to be a home in Orland Park and the phone number originated from the All Cleaners Inc. offices. Staff determined that All Cleaners Inc. was not a qualified bidder.

Mr. Biernacki explained that staff researched the remaining bidders and discovered that no references were provided by any of them. Mr. Biernacki believed that rejecting all bids was the next course of action with the intent to rebid the contract in March. Chair Gallagher made a motion for the recommendation to reject all bids. Trustee Horvath seconded the motion.

6)2017 Janitorial Services/PW Janitorial Services

Mr. Biernacki informed the committee that this contract supplied janitorial services for each municipal building. He explained that the Public Works Garage has been removed from the contract and bid separately due to the difference in cleaning requirements. Mr. Biernacki explained that the lowest bidder was Uni-Max Management Cooperation at a bid of $31,499.75.

Mr. Biernacki explained that Best Quality Cleaning was the lowest bidder at $3,143 for the Public Works Garage Janitorial Contract. Mr. Biernacki explained that Best Quality Cleaning held the previous contract for Village Hall. Staff has had some issues with the quality of their work at Village Hall but they did not believe there was enough evidence to reject their bid.

Chair Gallagher made a motioned to recommend the lowest bidder for both contracts. Trustee Horvath seconded the motion.

7)East Train Platform Bid Results

Mr. Supert presented the bid results from the Illinois Department of Transportation (IDOT). The lowest bidder was FH Paschen Construction at $2,980,000.98. Mr. Supert explained that the bid prices were over budget by $400,000 but believed there was enough remaining TEA-LU funds to cover the cost. Mr. Ziegler explained that he would not know what caused the increased cost until IDOT approved the bid and the unit prices are released. Chair Gallagher questioned the number of working days allotted for this project. Mr. Ziegler informed her that the contractor had 70 working days to complete the project. Mr. Ziegler reminded the committee that the Village will only pay 20% of the cost with the other 80% be paid by for TEA-LU funding.

8)East Train Platforms – Change Order 1 – Wolf/Hillgrove Corner

Mr. Ziegler informed the committee that the northeast corner of Wolf Rd. and Hillgrove Ave. required a redesign to meet requirements set by Metra, BNSF, ADA, and the ICC. Mr. Ziegler presented the new design to the committee and informed them that it would meet all criteria set by the other agencies. Manager Higgins believed that the redesign improved the overall project. Mr. Ziegler stated that the redesign would require the width of the right turn lane on Hillgrove Avenue to decrease by an estimated two feet. Mr. Ziegler stated that the right turn lane would remain within the standard lane width set by IDOT.

Chair Gallagher questioned the fencing on the platform that will prevent people from walking farther west on the platforms. Mr. Ziegler informed her that ICC required this area deter pedestrians. Chair Gallagher asked if the installation of landscaping or brickwork could replace the fence. Mr. Ziegler explained that he requested similar ideas to the ICC and they rejected them.

Mr. Ziegler informed the committee that there would be change order of approximately $30,000 for the redesign. He informed the committee that the change order is not reimbursable by the TEA-LU funding.

9) East Train Platform Phase 3 Construction Engineering Change Order Agreement

Mr. Ziegler presented the Construction Engineering Change Order agreement to the committee. Mr. Ziegler explained the agreement detailed the various finances involved in the project. The form outlined the various costs for all agencies and contractors involved. Mr. Ziegler informed the committee that the agreement did not dedicate funds, only allocated them. He explained that the change order would require the agreement to inform IDOT of the additional work. Chair Gallagher made a motioned to approve the new agreement. Trustee Horvath seconded the motion.

Adjournment

A motion was made by Chair Gallagher and seconded by Trustee Horvath to adjourn the committee meeting.

http://www.wsprings.com/AgendaCenter/ViewFile/Minutes/_02072017-542