McHenry Times

Village of Lake in the Hills Committee of the Whole met Feb. 7.

Here are the minutes provided by the committee:

Call to Order

The meeting was called to order at 7:31 pm. Present were Trustees Huckins, Dustin, Harlfinger, Bojarski, Anderson, and President Bogdanowski.

Motion to allow Trustee Murphy to attend telephonically was made by Trustee Huckins and seconded by Trustee Bojarski. On roll call vote, Trustees Anderson, Bojarski, Dustin, Harlfinger, and Huckins voted Aye. No Nays. Motion carried.

Also present were Village Administrator Shannon Andrews, Assistant Village Administrator Ashley Eccles, Chief of Police Mary Frake, Finance Director Pete Stefan, Public Works Director Ryan McDillon, Parks & Recreation Director Trevor Bosack, Director of Community Development John Svalenka, Village Attorney Brad Stewart, and Village Clerk Shannon DuBeau.

The Pledge of Allegiance was led by a Scout from Troup #0369.

Audience Participation

None.

Public Works

Request to Award a Contract for the Leroy Guy Park Basketball Court Renovation Project Presented by Public Works Director Ryan McDillon

Staff seeks Board approval to award a contract to Obsidian Asphalt Paving Incorporated in the amount of $28,700.00 for the Leroy Guy Park Basketball Court Renovation Project.

Staff released a Request for Proposal (RFP) for this project on January 4, 2023. The RFP was posted on the Village’s website and an invitation to bid was sent to 58 vendors and published in the Northwest Herald. Public Works received and opened ten sealed proposals on January 27, 2023. Responses ranged from a high of $66,000.00 to a low of $28,700.00 from Obsidian Asphalt Paving Inc. Although staff have not worked with Obsidian Paving before, Obsidian’s references provided staff with positive feedback on other similar projects that they performed. Additionally, staff learned that the owner of Obsidian Paving, while working for Evans and Son Blacktop, was the project manager for three Village projects that staff consider to be successful: the original construction of the Leroy Guy Park basketball court, the Sunset Park tennis court renovation project, and the recent Cattail Park basketball court construction project.

Financial Impact

The FY23 Village Budget includes $27,500.00 for this project in the General Fund. The cost for this project is $28,700.00, which is $1,200.00 over budget. A budget amendment is not required at this time as there are sufficient funds to offset the additional expense.

Staff recommends a motion to accept the proposal and award a contract to Obsidian Asphalt Paving Incorporated for the Leroy Guy Park Basketball Court Renovation Project in the amount of $28,700.00.

Trustee Huckins questioned when the project will begin. Director McDillon is anticipating an early-spring start date. Motion was made to place this item on the Village Board Agenda.

Request to Award a Contract for the Public Works Generator Replacement Project Presented by Public Works Director Ryan McDillon

Staff seeks Board approval to award a contract to Powerlink Electric Incorporated in the amount of $98,554.00 for the Public Works Generator Replacement Project.

The Public Works backup generator is 30 years old and in need of replacement. The generator powers the facility during outages, keeping the fleet operational so the department can continue to provide essential public services. The current generator had previously been repurposed to Public Works when the Well House 9/17 was renovated. The FY23 Budget includes its replacement under the Village's generator replacement schedule.

Staff released a Request for Proposal (RFP) for this project on January 3, 2023. The RFP was posted on the Village’s website and an invitation to bid was sent to 12 vendors and published in the Northwest Herald. Public Works received and opened four sealed proposals on January 27, 2023. Responses ranged from a high of $131,500.00 to a low of $98,554.00 through Powerlink Electric Incorporated of Vernon Hills, IL. Although the Village has not worked with Powerlink Electric before, staff believes they are qualified to perform this work as they provided positive references for similar projects they performed for the Villages of Fox River Grove, Kenilworth, and Mount Prospect.

Although the project is $18,554.00 over budget, staff recommends moving forward as there is a significant risk that the cost will continue to escalate if the project is rebid at a later date.

Financial Impact

The FY23 Village Budget included $80,000.00 in the Capital Improvement Fund for this project. The contract award amount of $98,554.00 is over budget by $18,554.00. A budget amendment is not required at this time as the Capital Improvement Fund contains sufficient funds to cover the additional expense.

Staff recommends a motion to accept the proposal and award a contract to Powerlink Electric Incorporated for the Public Works Generator Replacement Project in the amount of $98,554.00.

Motion was made to place this item on the Village Board Agenda.

Board of Trustees

None.

President

President Bogdanowski requested the Board’s approval to have staff research the cost of a permanent bandshell at Sunset Park. The Board discussed possible pros and cons and ultimately agreed to have staff move forward with a cost analysis.

Adjournment

A motion to adjourn the meeting was made by Trustee Harlfinger and seconded by Trustee Anderson. All in favor by voice vote.

There being no further business to discuss, the Committee of the Whole meeting was adjourned at 7:47 pm.

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