Village Board Meeting - September 24th, 2024

a. Consideration to award a professional services contract to Insight Direct of Chandler, AZ to provide three years of licensing and support for Broadcom - VMware software in the amount of $36,471. (The Village has utilized VMware to virtually host network servers since 2009. (Like most software, the VMware program requires ongoing licensing and support to function properly. (IT staff solicited quotes from three (3) resellers who provide VMware support. (Insight Direct was the lowest-priced responsible and responsive bidder. (This contract will provide VMware support from November 30, 2024 through November 29, 2027. (The Director of Information Technology recommends approval.) b. Consideration to award a professional services contract to Bamboo HR LLC of Draper, UT for the purchase of a cloud-based Human Resources application in the amount of $35,171. (The Village's existing process for tracking applicants and managing recruitment and onboarding is disjointed, utilizing multiple software systems and manual processes. (Implementation of a single software solution for these HR functions will improve customer service to applicants and employees, as well as increase productivity for the employees involved in HR processes. (The Village's HR team conducted a comprehensive evaluation process to identify software solutions to meet these needs and narrowed it down to three vendors. (An internal staff committee with representatives from each department reviewed the three vendors and determined that BambooHR would best meet the needs of the organization. (BambooHR offers flexible solutions for critical human resources functions including: job posting; collaborative job application review; reporting capabilities; electronic signing of documents; comprehensive organization of the recruitment process; storage of training and certification documents; and onboarding/offboarding processes. (Implementation of the BambooHR software is anticipated to begin in October with a launch expected by the end of the year. (The Director of Human Resources recommends approval.) c. Consideration to waive the formal bidding process and award a purchase contract to Castle Chevrolet of Villa Park, IL for the purchase of a 2024 Chevrolet Colorado Trail Boss in the amount of $39,829.03 from the Capital Replacement Fund. (Funds have been allocated in the FY2025 Capital Replacement Fund to purchase a new 2024 Chevy Colorado Trail Boss to replace a 2007 Chevrolet Impala, unit number 255, with high mileage within the Police Department. (The Chevrolet Colorado Trail Boss is available for immediate delivery from Castle Chevrolet in Villa Park, IL in the amount of $39,829.03. (Adequate funds are available within the Capital Replacement Fund. (The Director of Public Works recommends approval.) d. Consideration to award a professional services contract to CS2 Design Group, LLC of Elk Grove Village, IL to undertake mechanical building improvements within the Public Safety Building for a total contract amount of $242,473.48 from the Capital Projects Fund, in the amounts designated as follows: • $212,000.00 for the removal and replacement of the existing chiller and ancillary electrical and plumbing work; and • $30,473.48 to perform construction management services related to the mechanical building improvements within the Public Safety Building. (A proposal was solicited from CS2 Design Group, LLC of Elk Grove Village, IL to perform construction management services related to mechanical building improvements within the Public Safety Building. (CS2 Design Group has done the architectural & engineering work, developed drawings and bid documents, procured a contractor, provided a recommendation, and will perform the construction management services. (On Thursday, August 29, 2024, the Village opened sealed bid documents for the 2024 chiller replacement project. (A total of seven (7) contractors submitted bids. Page 3 of 6 (CS2 Design Group recommends awarding the contract to Comprehensive Construction Solutions, LLC of Chicago, IL in the amount of $212,000 for removal and replacement of the existing chiller and for electrical and plumbing work. (The purchase of the new chiller that will be installed as part of this project was approved by the Village Board on July 16, 2024. (CS2 Design Group is compensated 7.5% of the actual construction cost, based on both the bid price of $212,000 and the cost of the chiller for $194,313. (The total amount to be awarded to CS2 Design Group is the base bid ($212,000) and 7.5% of the actual construction cost ($30,473.48) for a total amount of $242,473.48. (Village staff has reviewed the bids and concurs with the recommendation from CS2 Design Group to award the contract for the bid package to Comprehensive Construction Solutions, LLC of Chicago, IL based upon their submitted bid. (The Director of Public Works recommends approval.) e. Consideration to adopt Ordinance No. 3866 granting a variation of Section 3-3-B: (2) of the Zoning Ordinance to permit the construction of a six-foot (6') high fence extending approximately seventeen (17') feet beyond the nearest front corner of the principal structure on the adjacent single-family residential lot to the southeast at 801 Delphia Court for property located at 793 Delphia Court, Elk Grove Village. (This item was discussed at the September 10, 2024 Village Board Meeting and currently appears under Unfinished Business.) f. Consideration to adopt Ordinance No. 3867 amending the Special Rate Pay Plan by adding the Assistant Mechanic position. (The Ordinance above updates the Special Rate Pay Plan by adding the Assistant Mechanic position. (The Director of Human Resources recommends approval.) g. Consideration to adopt Ordinance No. 3868 amending the Position Classification and Salary Plan of the Village of Elk Grove Village (Fire-Plan Reviewer-Community Development Department; and Fire-Plan Reviewer-Fire Department) (This Ordinance removes one (1) Fire Plan Reviewer in the Community Development Department and adds one (1) Fire Plan Reviewer in the Fire Department. (The Director of Human Resources recommends approval.) h. Consideration to adopt Resolution No. 61-24 appropriating funds in the amount of $768,000 to for the Joint Agreement with the Illinois Department of Transportation for Construction Engineering Services for the Wellington Road & Leicester Road Over Lake Cosman Culvert Improvement project. (The Village has secured funding for the Wellington Avenue & Leicester Road Over Lake Cosman Culvert Improvement project through the Federal Highway Administration's Local Bridge Formula Program (LBFP) in the amount of $3,072,000. (The Agreement provides funding for construction of the proposed bridge construction project. (The LBFP Program will fund 80% of the anticipated $3,840,000 construction cost, which is equal to $3,072,000. As part of the agreement, the Village is responsible for 20% of the construction cost, which is equal to $768,000. Page 4 of 6 (A resolution appropriating funds for the 20% construction match costs ($768,000) must be adopted by the Village as a function of the execution of this Agreement. (Adequate funds are budgeted and available. (The Director of Public Works recommends approval.)

a. ZBA Docket #24-5 - A Public Hearing for a variation to the Elk Grove Village Zoning Ordinance as it pertains to permitted locations of a fence in residential zoning districts for property located at 699 Chelmsford Lane. (PH 08-22-24)