MINUTES OF A SPECIAL MEETING
CITY COUNCIL OF THE CITY OF COUNTRYSIDE, ILLINOIS
HELD IN THE COUNCIL CHAMBERS ON TUESDAY, JUNE 1, 2010

After the Pledge of Allegiance to the Flag, Mayor Conrad called the meeting to order at 7:00 p.m. City Clerk Sweeney called the Roll of those physically present:

PRESENT: Mayor Robert Conrad, Aldermen Wayne Straza, Karen Michalczyk, Robert Pondelicek, Sean McDermott

ABSENT: Ald. Michael Smetana, Treasurer Jasinski

ALSO PRESENT: City Clerk Sweeney, City Attorney Peck, Asst. City Admin. Peterson, Cathy Johnson, School District 105, Michael Benstent, Henry Bros. Co.

IDEAL PARK RENOVATION PROJECT

Discussion re: awarding contract to the lowest qualified bidder. Assistant Administrator Ms. Peterson distributed the Board packet including a summary page, a budget page and a memo from Henry Brothers Construction Co. and the bid tabulation results. The bids were opened on May 28, 2010; due to the high quotes, the city is not able to award any of the alternate bids discussed at the last Recreation Committee meeting including permanent restroom structures and walking path lighting. The City must reduce the base project cost by $240,000 to get the cost down to the original figure of $1,130,000. Attending tonight’s meeting is Cathy Johnson, Business Manager of District 105 and Michael Benstent, from Henry Bros. Construction to assist in identifying the areas for reduction:

The first is lawns and grasses – base bid received for $88,500 — propose eliminating planting bushes, using limited seed and limited sod and rebid for under $15,000.

The next is fencing – base bid received for $91,871 for chain link fencing –propose eliminating perimeter fencing and only fence the playground, tennis courts and backstop area and rebid for $50,000.

Attached is an outline of the proposed budget including the changes described. The recommendations are to award bids for excavation to Dakar Corp., for paving to Matthew Paving, for site utilities to Hoppys Landscaping, for playground equipment to Kenneth Company, for electrical to Lyons / Pinner Electric. They recommend rebidding at a reduced scope for lawns / grasses and fencing.

Mr. Benstent did the bid analysis and will answer questions in the trade category. He stated that there is a built-in contingency of 3% or $33,900 to cover unforeseen conditions. Any unused portion is returned to the owner.

Aldermen Pondelicek / Von Drasek were both very involved in the early meetings. It was noted that if bids were solicited in February / March as originally planned, bidder participation would be greater; contractors are now committed to summer work. They only got two bidders for excavation / concrete – all other areas had 4 or 5 qualified bidders. Ald. Straza registered his disappointment re: inability to complete a green project as proposed. Bids came in much higher than anticipated. Electrical has very high-grade tech equipment for monitoring the security cameras. Ald. Von Drasek opposes eliminating lights around the walking path for safety reasons. Mayor Conrad is concerned with uniformity of parks throughout the City, so the fencing looks the same and promoting the green aspect. Should the City accept the bid as presented for $1,129,700, $300 below the original figure. Ms. Johnson stated that School District 105 Board will meet this Thursday at 6:30 p.m. to vote on the project.

Ald. Von Drasek is concerned that lighting is a safety issue and should be included. The park closes at dusk so lights are not an issue. Ald. Straza stated that the City can accept the project as presented and if additional funds become available in the future, put the fencing and greenery back into the project. Mr. Benstent stated that the width of the walking path has been specified by the Police Department so they can drive cars on the path and loop the entire property. Police access is available by squad car. The tennis courts and basketball courts close at 10 p.m.; their lights will remain on. The playground is closed at dusk.

Council agreed to move forward with the revised proposal, review the scope of the Township grant to see the requirements for rebidding; don’t want to lose what we receive, and add other options if additional funding becomes available at a later date.

For the record, Ald. Straza wants it known that Countryside went above and beyond its scope re: the entire project. Mayor Conrad stated that is duly noted.

Ald. Pondelicek moved to approve a series of bids for the Ideal Park Project in conjunction with the LaGrange School District 105 as well as Lyons Township, to award the following bids to the stated contractors, seconded by Ald. McDermott:

1. Dakar Corp., excavating for $277,200;

2. Matthew Paving, asphalt pavement for $145,982;

3. Hoppy’s Landscaping, site utilities for $118,150;

4. Kenneth Company, playground equipment for $68,400;

5. Lyons/Pinner Electric, electrical for $132,900.

Motion carried by unanimous Roll Call vote – 5/0/1.

ADJOURNMENT

There being no further business to discuss, Ald Straza moved to adjourn the meeting, seconded by Ald. Pondelicek and carried by unanimous voice vote.

Mayor Conrad declared the meeting adjourned at 7:35 p.m.

SHARON SWEENEY, CITY CLERK