AGENDA PUBLIC WORKS & UTILITIES COMMITTEE Village of Hoffman Estates December 9, 2019 Immediately followil,g Tra11sportatio11 & Road /111prove111e11t Committee Members: Anna Newell, Chairperson Gary G. Stanton, Trustee Michael Gaeta, Vice Chairperson Karen J. Arnet, Trustee Gary Pilafas, Trustee William McLeod, Mayor Karen V. Mills, Trustee I. Roll Call II. Approval of Minutes - November 25, 2019 NEW BUSINESS 1. Request authorization to procure (2) Front End Loaders via lease to purchase option through Sourcewell Cooperative Purchasing Program. REPORTS (INFORMATION ONLY} 1. Department of Public Works Monthly Report. 2. Department of Development Services Monthly Engineering Report of the Transportation and Engineering Division. III. President's Report IV. Other V. Items in Review VI. Adjournment (Furtlter details am/ ltiformatlo11 can befo,md In t!,e age11da packet attacltetl J,ereto a11d lttcorporated lterel11 a11d call also be viewed on/lite al wll'11J.lwffm1111e.~tate.,·.org amVor lit person ht tlte Village Clerk's office). TIie Village ofHoffman Estates complies with the Americans with Disabilities Act (ADA). For accessibility assistance call the ADA Coordinator at 8./7/881~9/00. Village of Hoffman Estates DRAFT PUBLIC WORKS & UTILITIES COMMITTEE November 25, 2019 MEETING MINUTES I. Roll call Members in Attendance: Trustee Anna Newell, Chairperson Trustee Michael Gaeta, Vice Chairperson Trustee Karen Mills Trustee Gary Pilafas Trustee Gary Stanton Trustee Karen Arnet Mayor William McLeod Management Team Members in Attendance: Jim Norris, Village Manager Dan O'Malley, Deputy Village Manager Pat Fortunato, Fire Chief Alan Wenderski, Village Engineer Ted Bos, Police Chief Mark Koplin, Asst. Village Mgr, Dev. Srcs Rachel Musiala, Finance Director Fred Besenhoffer, Director of IS Audra Marks, Asst. Director of HHS Joe Nebel, Director of Public Works Patti Cross, Asst. Corporation Counsel Suzanne Ostrovsky, Asst. to Village Mgr. Guest: Kimberly White (GRCorps) The Public Works & Utilities Committee meeting was called to order at 7: 16 p.m. II. Approval of Minutes - October 28, 2019 Motion by Trustee Gaeta, seconded by Trustee Mills, to approve the minutes of the Public Works & Utilities Committee meeting of October 28, 2019. Voice vote taken. All ayes. Motion carried. NEW BUSINESS 1. Request approval of the 2019 Village of Hoffman Estates Sustainability Plan. An item summary sheet by Suzanne Ostrovsky and Kimberly White was presented to Committee. Public Works & Utilities Committee -2- November 25, 2019 Ms. Ostrovsky and Ms. White presented the Sustainability Plan to the Board and provided background and comment on the project. Motion by Trustee Gaeta, seconded by Trustee Mills, to approve the 2019 Village of Hoffman Estates Sustainability Plan. Voice vote taken. All ayes. Motion carried. 2. Request approval of Change Order to the contract with Water Well Solutions of Elburn, IL for the abandonment of Well 9 in an amount of $25,609.22, for a total not to exceed $123,918.22 An item summary sheet by Joseph Nebel and Haileng Xiao was presented to Committee. Mr. Nebel provided comment. Motion by Trustee Gaeta, seconded by Mayor McLeod, to contract with Water Well Solutions of Elburn, IL for the abandonment of Well 9 in an amount of $25,609.22, for a total not to exceed $123,918.22. Voice vote taken. All ayes. Motion carried. 3. Request authorization to award contract for Tower Painting and Miscellaneous Maintenance Work at Stonington Blvd. Tower (T-2) & Huntington Blvd. Tower (T-4) to L.C. United Painting Co, Sterling Heights, MI, in an amount not to exceed $700,000. An item summary sheet by Joseph Nebel and Haileng Xiao was presented to Committee. Trustees Stanton and Pilafas inquired about timeframes for painting. Mr. Nebel provided comment and indicated T-4 would most likely be completed in the spring of2020 and T-2 would be completed in the fall of 2020. Motion by Trustee Gaeta, seconded by Trustee Arnet, to award contract for Tower Painting and Miscellaneous Maintenance Work at Stonington Blvd. Tower (T-2) & Huntington Blvd. Tower (T-4) to L.C. United Painting Co, Sterling Heights, MI, in an amount not to exceed $700,000. Voice vote taken. All ayes. Motion carried. 4. Request authorization to award contract for purchase of an Articulated Wheel Loader for Sidewalk Snow Removal, including accessories to Russo Power Equipment, Schiller Park, IL (low bid), in an amount not to exceed $55,472. An item summary sheet by Joseph Nebel and Kelly Kerr was presented to Committee. Motion by Trustee Gaeta, seconded by Mayor McLeod, to purchase an Articulated Wheel Loader for Sidewalk Snow Removal, including accessories to Russo Power Equipment, Schiller Park, IL (low bid), in an amount not to exceed $55,472. Voice vote taken. All ayes. Motion carried. Public Works & Utilities Committee -3- November 25,2019 REPORTS (INFORMATION ONLY) 1. Department of Public Works Monthly Report. The Department of Public Works Month Report was received and filed. 2. Department of Development Services Monthly Engineering Report of the Transportation and Engineering Division. The Department of Development Services Monthly Engineering Report of the Transportation and Engineering Division was received and filed. III. President's Report IV. Other Trustee Newell and Board members wished Mayor McLeod a Happy Birthday. V. Items in Review VI. Adjournment Motion by Trustee Gaeta, seconded by Mayor McLeod, to adjourn the meeting at 7:35 p.m. Voice vote taken. All ayes. Motion carried. Minutes submitted by: Jennifer Djordjevic, Director of Operations & Date Outreach, Office of the Mayor and Board COMMITTEE AGENDA ITEM VILLAGE OF HOFFMAN ESTATES SUBJECT: Request authorization to procure (2) Front End Loaders via lease to purchase option through Sourcewell Cooperative Purchasing Program. MEETING DATE: December 9, 2019 COMMITTEE: Public Works & Utilities FROM: Joseph Nebel, Director of Public Works Kelly Kerr, Assistant Director of Public Works Joe Capiga, Fleet Operations Supervisor ----········-··-·----·······-·-----------·--------------···-·--- ----·••·······-------······------------------···---•·-------··------ PURPOSE: To acquire front end loaders (2) for use with snow removal operations as well as throughout the year for various construction and maintenance projects. BACKGROUND: Each year, the Village prepares and mails bid specifications to vendors for monthly rental pricing for two (2) to three (3) front end loaders that are utilized to assist with snow removal operations. These rental loaders are outfitted with Village snow pushers and assigned to routes with multifamily homes where areas are limited related to storage of plowed snow as well as routes that are difficult to plow with conventional plow trucks due to poor visibility and limited area for vehicle/plow movement. In addition to the use of front end loaders during the winter season, loaders are used year around for loading gravel, concrete spoil, dirt, and other materials. The Village currently only had one front end loader in the fleet. Due to the size of the Village and the need for an additional loader, staff had requested to expand that number by one with funding approved in the 2020 Capital Improvement Program. For the past few seasons the process of securing rental loaders has proved to be difficult at best with pricing increasing annually and availability significantly reduced. For the 2019/2020 season, twelve (12) potential bidders were mailed bid packets requesting monthly pricing for (3) front end loaders. One bid proposal for a single unit from one vendor was the result at a cost of $3700 per month. A follow•up call to this vendor found that the single piece of equipment quoted was actually not going to be available due to a contractor choosing not to return it. Public Works & Utilities Committee -2- December 9, 2019 DISCUSSION: In an effort to find a solution to obtaining the necessary equipment needed to address our snow plowing and off season loader needs, the Fleet Services Supervisor spoke with a vendor regarding "leasing to own" this type of equipment and we have detennined that it would actually save the Village funds over future budgets as well as expand the number ofloaders in the Village fleet. Alta Equipment Company, which is a vendor through the Sourcewell Purchasing Cooperative (fonnerly NJPA) that the Village is a member of, carries Volvo front end loaders which is the same type and make as our currently owned front end loader. This is highly advantageous as we are familiar with this brand and most of the attachments we have for our current loader would be able to be utilized on the leased/purchased Volvos. The Village joined the NJPA (now called Sourcewell) in 2010 and has utilized this finn on numerous occasions to secure better pricing on a number of vehicles and various equipment including numerous plow trucks, a grapple truck, backhoes, etc. FINANCIAL IMPACT: The 2020 Public Works CIP budget provides funding in the amount of $55,000 for the purchase of a used front end loader. Additionally, the General Fund, Snow & Ice Control portion of the budget has $40,200 budgeted for equipment rental for this type ofequipment. This $95,200 is more than sufficient to cover the 2020 lease payment. There is also funding outlined within the approved 2020 Capital Improvement Program for the purchase of one loader in 2021 as well as the lease payment on the second loader. Funding and payments in future years are outlined below. The end result of the four year program would be under budget by nearly $50,000 while attaining two new end loaders. Budget Funds Budgeted for End Lease/Purchase Remaining Year loaders (Operating & CIP) Total Payments Due Funds 2020 $ 55,000.00 $ 40,200.00 $ 95,200.00 $ 62,194.08 $33,005.92 2021 $186,000.00 $ 40,200.00 $226,200.00 $161,389.64 $64,810.36 2022 $ 40,200.00 $ 40,200.00 $ 25,889.64 $14,310.36 2023 $ 40,200.00 $ 40,200.00 $102,500.00 -$62,300.00 RECOMMENDATION: Request authorization to procure (2) Front End Loaders via lease to purchase option through Sourcewell Cooperative Purchasing Program.