Hoffman Estates committees approve firefighter gear, water‑main design, parking‑lot and other contracts; FY2024 budget amendment adopted

Hoffman Estates committee members on Monday, April 28, 2025, approved a series of purchases, contracts and ordnance amendments affecting public safety equipment, public works projects and village facilities, and adopted an ordinance amending the village’s FY2024 budget following completion of the financial audit.

The approvals included sole‑source authorization to buy 24 sets of structural firefighting gear, a design engineering agreement for replacement of a section of a water main along the Canadian National railroad, a $2,059,673 contract for Village Hall parking‑lot improvements, replacement of Police Department boilers, and multiple smaller purchases and change orders. Committees also approved continued participation in the Illinois Public Works Mutual Aid Network (IPWMAN) and awards for building repairs and equipment for the village arena.

Why it matters: The decisions move forward maintenance and safety‑related work already identified in capital planning, address deferred supply‑chain and equipment issues and set procurement terms and budgets for projects that will affect village operations and public access to municipal services over the coming year.

Committee votes and key actions were taken with minimal extended debate; staff answered several technical and budget‑clarifying questions from trustees before each vote. Several items are contingent on outside approvals or reimbursement requests, notably work near railroad right‑of‑way and a change order the village says it will seek to recover from Commonwealth Edison.

The most notable approvals and discussion points included:

• Firefighting gear: The Public Health & Safety Committee authorized waiver of formal bidding on sole‑source grounds and purchase of 24 sets of structural firefighting gear from Air 1 Equipment Incorporated of South Elgin, Illinois, in an amount not to exceed $88,320. The village’s fire chief said the department rotates roughly 20% of sets each year and that this purchase replaces scheduled sets plus four additional units for planned hires and a recent promotion. The motion passed on a voice vote.

• FY2024 budget amendment: The Finance Committee adopted an ordinance to amend the FY2024 budget following the completed financial audit. Staff described the changes as routine year‑end adjustments to account for unanticipated projects or cost overruns; a trustee asked why some funds showed a decreased fund balance while the adjusted annual budget increased, and staff explained that available fund balance was being used to cover higher expenses. The ordinance passed on a voice vote.

• Arena floor scrubber: The Finance Committee approved a sole‑source waiver and purchase of a tenant floor scrubber from North American Corporation of Illinois (Glenview) under consortium pricing, not to exceed $38,483.55. Arena staff explained the building had used a single ride‑on scrubber that recently failed; the new machine includes an extended “gold” service warranty intended to extend the equipment’s service life.

• Water‑main design (Shoe Factory Road): The Public Works and Utility Committee approved a design engineering agreement with Baxter & Woodman of Chicago for work on the Shoe Factory Road water main. Staff said the work covers replacement or rehabilitation of approximately 2,000 feet of 16‑inch main that runs along the Canadian National railroad in western Hoffman Estates, a segment previously identified as high priority because of leaks and difficult access. Design is planned for 2025 with construction expected in 2026; work near the tracks will require an assigned Canadian National flagger for safety and coordination.

• Pfizer lift station change order and ComEd issue: Committee members approved change order No. 2 to Marthem Construction Inc. (Elgin) for Pfizer lift station improvements in an amount not to exceed $12,266.32. Staff said the extra work resulted from an error by Commonwealth Edison (ComEd) that required removal and reinstallation of a transformer pad and conduit; the village intends to seek reimbursement from ComEd for that work.

• Vehicle upfitting cost increases: The village approved a change order (No. 1) to Linco Equipment (Maryville, Indiana) for upfitting work with an authorization not to exceed $20,000 and granted the village manager authority to approve additional change orders totaling up to $10,000. Staff said chassis deliveries delayed since 2022 are now arriving and that Linco quoted an approximate $10,000 per vehicle labor upcharge (with about $800 in parts) attributable to inflation and labor cost increases.

• Village Hall and police facility contracts: Committees awarded a Village Hall window replacement and caulking contract to Fox Valley Glass Inc. (Schaumburg) not to exceed $69,800; staff noted the selected bidder offered a 20‑year seal warranty and one‑year workmanship warranty. They also approved a contract to Advantage Mechanical Inc. (McHenry) for Police Department boiler replacements not to exceed $197,308; staff said the boilers (about 15 years old) also serve the sidewalk snow‑melt system and that installation will be scheduled outside the heating season.

• Village Hall parking lot: The Public Works and Utility Committee awarded the Village Hall parking‑lot improvements contract to ALAMPP Concrete Contractors Inc. (Schaumburg), the lowest qualified bidder, for an amount not to exceed $2,059,673. Staff said part of the construction funding is contributed by the Metropolitan Water Reclamation District (MWRD). The project will be phased to keep portions of the lot open; work is expected to begin in May with completion no later than early November.

• Illinois Public Works Mutual Aid Network (IPWMAN): The village renewed its intergovernmental agreement to remain a member of IPWMAN. Village staff explained members are reachable through a centralized contact number and an on‑call coordinator who works with requesting communities to determine needs and dispatch member resources; Hoffman Estates staff described prior deployments for tornado and storm cleanup and said participation provides mutual assistance and preparedness experience for village crews.

Votes at a glance: all items below passed on committee voice votes unless noted.

• Approve minutes (03/24/2025) — approved. • Purchase 24 sets structural firefighting gear from Air 1 Equipment Inc., sole source — approved; amount not to exceed $88,320. • Receive and file monthly department reports (police, health & human services, emergency management, fire, finance, IT, arena, public works, engineering) — received and filed. • Ordinance to amend FY2024 budget (audit adjustments) — approved. • Purchase tenant floor scrubber (North American Corp. of Illinois) — approved; amount not to exceed $38,483.55. • Ordinance permitting village work on State of Illinois rights‑of‑way (renewal) — approved. • Intergovernmental agreement: Illinois Public Works Mutual Aid Network (IPWMAN) — approved. • Design engineering agreement with Baxter & Woodman for Shoe Factory Road water main — approved; design work 2025, construction expected 2026 (amount stated by staff as $116,000). • Change order No. 2, Pfizer lift station improvements (Marthem Construction Inc.) — approved; amount not to exceed $12,266.32; staff will seek reimbursement from ComEd. • Change order No. 1, Linco Equipment upfitting — approved; amount not to exceed $20,000; village manager authorized to approve additional change orders up to $10,000. • Village Hall window replacements and caulking (Fox Valley Glass Inc.) — approved; amount not to exceed $69,800; 20‑year seal warranty, one‑year workmanship warranty. • Police facility boiler replacements (Advantage Mechanical Inc.) — approved; amount not to exceed $197,308. • Village Hall parking‑lot improvements (ALAMPP Concrete Contractors Inc.) — approved; amount not to exceed $2,059,673; partial funding from Metropolitan Water Reclamation District.

Implementation notes and contingencies: Several approvals depend on outside coordination or follow‑up. Work along the Canadian National railroad requires a flagger assigned by the railroad; the Pfizer lift station change order was caused by a ComEd equipment decision and staff said it will pursue reimbursement; upfitting costs reflect inflation and delayed supply chains after 2022 approvals. Several projects are scheduled for design or construction in 2025–2026 or will be performed outside peak seasons to limit service disruptions.

The actions conclude committee consideration; trustees adjourned and the matters will proceed to implementation by staff or to the village board as required.