McHenry Times

Village of Lake in the Hills Committee of the Whole met Aug. 20

Here are the minutes provided by the committee:

Call to Order

The meeting was called to order at 7:30 pm. Present were Trustees Huckins, Dustin, Harlfinger, Anderson, Murphy, and President Bogdanowski. Trustee Bojarski was not present.

Also present were Village Administrator Shannon Andrews, Assistant Village Administrator Trevor Bosack, Chief of Police Matt Mannino, Finance Director Pete Stefan, Public Works Director Ryan McDillon, Director of Community Development John Svalenka, Parks and Recreation Director Randy Splitt, Village Attorney Brandy Quance, and Village Clerk Shannon DuBeau.

The Pledge of Allegiance was led by President Bogdanowski.

Audience Participation

None.

Administration

Request to Approve the Issuance of a Pyrotechnic Fireworks License to Mad Bomber Fireworks for the Summer Sunset Festival

Presented by Assistant Village Administrator Trevor Bosack

The Village issued a Request for Quotation (RFQ) for the Summer Sunset Festival Fireworks Display to be held on September 1, 2024. The Village received three responses, one of which was provided after the stated RFQ deadline and deemed ‘non-responsive’. It should be noted that the quote received after the deadline was from a firework provider who had proposed a $20,000 firework show for a cost to the Village of $100. The other quote received did not provide a level of detail as outlined in the requested RFQ format, making it difficult to evaluate the size and scope of the show. As a result, Mad Bomber Fireworks was selected as the pyrotechnics provider for this year’s event. Mad Bomber is proposing a 20-minute show with 1,265 shells, which is a reduction in both time and shells from 2023 where a 25-minute show with 2,610 shells was provided. Staff recommends increasing the budget for fireworks in future years to provide a robust final act to the Summer Sunset Festival.

Mad Bomber has submitted the required “Application for License for Public Displays of Fireworks, Pyrotechnics or Other Explosives.” Their application has been reviewed by staff, who have confirmed that the Village is in receipt of the required documents. In addition, the applicant has advised of their coordination with the Huntley Fire Protection District, consistent with the Village’s requirements.

The applicant has requested a waiver of the $250 application fee, which is consistent with the Village’s practice in prior years. Having met all of the Village’s requirements, staff is recommending the Board approve the application and waive the $250 application fee as requested.

Financial Impact

FY2024 includes $15,000 for the fireworks for the Summer Sunset Festival. The agreement with Mad Bomber Fireworks is $15,000.

Staff recommends a motion to issue a pyrotechnic fireworks license to Mad Bomber Fireworks for the Summer Sunset Festival on Sunday, September 1, 2024, and waive the application fee.

Trustee Huckins asked why the $100 bid was not pursued. Assistant Administrator Bosack cited a lack of details and expired deadline as the reason. Administrator Andrews added that Attorney Stewart advised staff to follow RFQ protocol. She clarified that the low bid for the show was submitted on time, but it was without the required supporting documentation, which was received after the deadline. Trustee Huckins expressed strong feelings that the low bidder should be pursued and asked if it is a legitimate business. Administrator Andrews stated that their references were checked, and Assistant Administrator Bosack confirmed that the business is licensed in the state of Illinois.

Trustee Harlfinger questioned whether or not the bids were sealed. Administrator Andrews confirmed that they were not sealed. Trustee Harlfinger recommended only working with sealed bids moving forward to avoid late submissions. Attorney Quance recommended following standard procedure, which adheres to a deadline for submissions.

President Bogdanowski asked what kind of liability the Village would be under if it deviates from the procedure.

Trustee Huckins asked if there is a contract to ensure the show will go on. Administrator Andrews explained that the bidder’s signature on RFQ guarantees they will provide the show that is described on that RFQ. A formal Board action is then needed for the issuance of the pyrotechnic fireworks license.

Trustee Anderson questioned the bidder’s references. Assistant Administrator Bosack stated that he obtained positive feedback from the Villages of Lakemoor and Bloomindale. Both villages have been using the company for several years. Administrator Andrews added that one of the bidder’s recent shows reportedly had an issue.

Trustee Huckins asked if the company has submitted an RFQ in the past. Assistant Administrator Bosack stated that they have not, as they were recently added to the distribution list. Trustee Harlfinger asked for the company’s name.

Assistant Administrator Bosack stated that it is RKF Fireworks.

Trustee Dustin asked if the low bid was offered as a result of a late submission. Assistant Administrator Bosack stated that the low bid was the initial bid and was received on time, however it was not accompanied by the required documents.

Options for pursuing RKF Fireworks’ bid were discussed. Trustee Harlfinger requested an opportunity for the Board to question a representative of the company. Assistant Administrator Bosack noted that in order for the application to be prepared for the pyrotechnic fireworks license, there are a number of criteria that will need to be completed prior to Thursday’s Village Board meeting. President Bogdanowski requested staff obtain the required information and work with legal to ensure that a possible motion to switch bidders is handled correctly.

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

Police

Request to Waive the Competitive Bidding Requirements and Approve the Purchase and Installation of a Tornado Siren

Presented by Chief of Police Matt Mannino

Staff seeks Board approval to waive competitive bidding and approve the purchase of a Federal Signal Corp. Model 2001 tornado siren to be installed by Braniff Communications, Inc.

The Village’s outdoor warning system is used to alert residents of a tornado, which consists of six sirens located throughout the Village. Five of the six sirens are Federal Signal Corp. Model 2001. The sixth Federal Signal Corp. tornado siren located at the intersection of Plum St. and Burr St., on Lake in the Hills Sanitary District property, is a model T-1000 and is over fifty years old. Federal Signal Corp. deemed this model siren obsolete and ceased manufacturing the siren.

Currently, all tornado sirens are controlled by Motorola Mission Critical Smart Siren Tornado System, commonly referred to as OptiWarn. OptiWarn is an updated mechanism for testing, daily monitoring, and activation of the Village’s tornado sirens. The Model 2001 sirens are able to fully utilize the capabilities of the OptiWarn system. Due to its age, the Model T-1000 siren is only able to utilize a portion of the OptiWarn capabilities. OptiWarn is unable to determine if the model T-1000 is properly rotating.

Since the existing siren is currently located on Sanitary District property, staff determined that this would be an appropriate opportunity to relocate the replacement siren onto nearby Village property, specifically 651 E. Oak St.

This allows the Village total control of its asset.

Braniff Communications, Inc. is the exclusive Authorized Manufacturer’s Representative for Federal Signal Alerting & Notification Systems covering northern and central Illinois. Braniff Communications is the only Factory-Authorized Warranty Service Center and Repair Depot for FS Alerting & Notification Systems in Illinois. Braniff Communication, Inc. maintains all six of the Villages tornado sirens and installed all five of the Village’s Model 2001 tornado sirens.

Financial Impact

The contract with Braniff for the acquisition and installation of the tornado siren will be completed at a cost of $31,295.00. The removal and relocation costs will be an additional $2,360.00, plus any additional costs incurred by the Public Works Department to provide electricity to the tornado siren.

Staff recommends a motion to waive the competitive bidding requirements and approve the purchase and installation of a Federal Signal Corp. siren by Braniff Communication, Inc., at a cost not to exceed $33,655.00.

Trustee Huckinsinquired about the location. Chief Mannino stated that the siren will be located on the water tower near East Oak Street.

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

Public Works

Request to Waive Competitive Bidding and Approve HMI SCADA Upgrades

Presented by Public Works Director Ryan McDillon

Staff seeks Board approval to waive competitive bidding and approve the proposal and addendum to the proposal with Concentric Integration, LLC {“Concentric”) for the HMI SCADA Upgrades in the amount of $163,750.00.

The Village currently uses Rockwell Automation’s Factory Talk View SE SCADA software platform for remote monitoring and some control of the water distribution sites. The Factory Talk SE SCADA system was installed several years ago and has served the Village well; however, the Factory Talk SE SCADA system currently running is outdated and has limited support from the developer. Concentric would migrate the existing Factory Talk View SE to Inductive Automation’s Ignition Perspective SCADA platform.

Also with switching SCADA platforms, Concentric would be redeveloping the Villages SCADA graphics using HighPerformance Graphic Standards that emphasize situational awareness, displaying critical data strategically to allow staff to quickly analyze process data for more timely decision making. A graphics style guide will be developed to standardize the color scheme, font, and components used in this project and future ones to keep screens looking consistent.

Baxter & Woodman, the Village engineer, is the Village’s trusted water production advisor. Concentric, a subsidiary of Baxter & Woodman, provides the technical support associated with the management of the water system, including upgrades such the HMI SCADA Upgrades. Concentric’s familiarity and expertise with installation, setup, training and management of SCADA systems is critical. Staff recommends restricting access to the programming of the water system for the sake of security. For these reasons, staff is requesting a waiver of the competitive bidding requirements to award this project to Concentric Integration, LLC.

Financial Impact

The FY2024 Budget includes a total of $180,000.00 for the HMI SCADA upgrades. The project proposal of $163,750.00 is $16,250.00 under budget. There will be an additional cost of $3,300 for annual support.

Staff recommends a motion to waive competitive bidding and approve the project proposal and addendum to the project proposal, dated January 24, 2024, between Concentric Integration, LLC and the Village of Lake in the Hills for the HMI SCADA upgrade, in the amount of $163,750.00.

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

Request to Waive Competitive Bidding and Approve Tower Control Radio Upgrades

Presented by Public Works Director Ryan McDillon

Staff seeks Board approval to waive competitive bidding and approve the proposal and addendum to the proposal with Concentric Integration, LLC (“Concentric”) for the Tower Control Radio Upgrades in the amount of $124,920.00.

The Village’s radio telemetry and Programmable Logic Controllers (“PLCs”) have served the Village well over 15 years; however, the radios are now considered legacy products and are being phased out by the manufacturer.

These radios communicate within each Tower and Well House. Replacement parts are becoming very expensive and use an outdated serial communication protocol. The PLCs at each of the Village’s Elevated Towers are also being phased out by the manufacturer. These devices are responsible for interpreting the Tower water levels and controlling the altitude valves accordingly to maintain the desired water level.

The cost of servicing older equipment or trying to obtain obsolete parts puts an additional burden on the Village and risks extended system downtime. The radios would be replaced with a current more cost-effective platform with industry standard, Ethernet/IP- based communications. Also, the PLCs would be replaced with the current Allen-Bradley 5069 Compact Logix Platform.

Baxter & Woodman, the Village engineer, is the Village’s trusted water production advisor. Concentric, a subsidiary of Baxter & Woodman, provides the technical support associated with the management of the water system, including upgrades such as the Tower Control Radio Upgrade. Concentric’s familiarity and expertise with installation, setup, training and management of SCADA systems is critical. Staff recommends restricting access to the programming of the water system for the sake of security. For these reasons, staff is requesting a waiver of the competitive bidding requirements to award this project to Concentric Integration, LLC.

Financial Impact

The FY2024 Budget includes $140,000.00 for the tower control radio upgrades. The contract amount of $124,920.00 is $15,080.00 under budget.

Staff recommends a motion to waive competitive bidding and approve the project proposal and addendum to the project proposal, dated January 24, 2024, between Concentric Integration, LLC and the Village of Lake in the Hills for the tower control radio upgrade, in the amount of $124,920.00.

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

Request to Approve the Reassignment of a Ground Lease to Pyott Road Solar LLC

Presented by Public Works Director Ryan McDillon

The Village received a Notice and Consent for the assignment of the ground lease related to the development of the solar energy project at the Lake in The Hills Airport (the "LITH Project"). The parties involved in this Notice and Consent are the Village of Lake in The Hills ("VLITH"), BAP Illini LLC ("Assignor"), and Pyott Road Solar LLC ("Assignee").

As detailed in the documents attached to the agenda and pursuant to the provisions of the Ground Lease dated December 8, 2022, the Village of Lake in the Hills and BAP Illini LLC entered into an agreement for the development of the solar energy project. Since the initial execution of the Lease, the Assignor's ownership has changed, and it is now proposed that Pyott Road Solar LLC, a subsidiary of Cenergy Power Corporation, assumes all rights and obligations under the Lease through a lawful assignment process.

Staff is seeking Board approval of this assignment to facilitate the continued development of the solar energy project under new ownership.

Financial Impact

The Airport Fund receives $13,000.08 annually from the ground lease.

Staff recommends a motion to approve the reassignment of the ground lease to Pyott Road Solar LLC, a subsidiary of Cenergy Power Corporation.

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

Board of Trustees

None.

President

President Bogdanowski announced that he will deliver a Payroll Week proclamation at Thursday’s Board of Trustees

meeting.

Adjournment

There being no further business to discuss, the Committee of the Whole meeting was adjourned at 8:17 pm.

https://www.lith.org/home/showpublisheddocument/5159/638618199349170000