Riverwoods trustees approve demolition contract and several service agreements; mailing lease tabled

Riverwoods — The Village of Riverwoods Board of Trustees on Jan. 21 approved a construction contract to demolish the former Federal Life building at 3750 Deerfield Road and authorized a series of service contracts, while postponing a new lease for mailing equipment.

The board voted 4-0 to award the demolition contract to W. B. Olson acting as construction manager; the contract package lists the demolition bid from National Wrecking at $373,600 and a total contract amount of $570,835 that includes general conditions such as fencing and erosion controls. Director Witt said a portion of demolition costs will be shared with the local fire district under an intergovernmental agreement. Trustee roll call recorded Trustees Dickon, Eastman, Smith and Clayton voting aye; Mayor Ford and Trustees Jamerson and Hollander were absent.

The board also approved three additional contract items: a not-to-exceed $25,000 authorization for grinder-pump maintenance and repair proposals from H.T. Stringer; an accounting-assistance and audit-preparation contract with Lauterbach & Amen LLP not to exceed $20,000 to provide roughly 80–90 hours of year-end audit support; and a budget authorization of up to $10,000 for steps 2 and 3 of the village land use committee project (engagement and lot-level application of a consultant’s land-use strategy). Each of those measures passed by roll call votes recorded in the meeting minutes.

A proposed 60-month lease and outsourcing arrangement for mailing services and equipment with Quadient (presented as “Quadrant Leasing USA” in board materials) was discussed but put over so staff could gather more information about mailing volumes, outsourcing options and possible termination terms. Director Vasquez told trustees Quadient had informed staff pricing could change at the end of January; trustees asked staff to return with details before final approval.

Votes at a glance

- Approval of minutes from Jan. 7, 2025: motion passed (aye votes recorded: Trustee Clayton, Trustee Dickon, Trustee Eastman, Trustee Smith). (Procedural vote.)

- Approval of bills (finance report): motion passed by roll call (Trustees Clayton, Dickon, Eastman, Smith recorded as aye).

- Construction contract (Federal Life building demolition), W. B. Olson as construction manager; demolition bid to National Wrecking $373,600; total contract amount $570,835; outcome: approved (Trustees Dickon, Eastman, Smith, Clayton — ayes).

- Grinder-pump repairs (proposals from H.T. Stringer), amount not to exceed $25,000; outcome: approved (trustee roll call recorded ayes).

- Accounting assistance and audit preparation (Lauterbach & Amen LLP), amount not to exceed $20,000; outcome: approved (trustee roll call recorded ayes).

- Land use consulting (Teska; steps 2 and 3), budget not to exceed $10,000 for analysis and lot-level application; outcome: approved (trustee roll call recorded ayes).

- Mailing services/equipment lease (Quadient/"Quadrant Leasing USA"): discussion held; trustees asked for more details and tabled action until a future meeting.

The board discussed contractor vetting for the demolition contract; Director Witt said W. B. Olson solicited bids from 12 demolition contractors and received six, then vetted qualifications and paperwork before recommending National Wrecking as the “lowest and most responsible bidder.” Director Witt and W. B. Olson representatives (Dave Olson and Cole Caso) were present for questions. Trustees also asked about the site owner and adaptive reuse options; staff noted the property is owned by the fire district and that brokers had advised the building would be difficult to repurpose without significant subsidy.

Trustees declined to finalize the mailing lease after several members asked whether occasional, smaller mailings (zoning notices, certified mail, enforcement packets) or mass-print-and-mail services would be more efficient than leasing additional equipment on-site. Director Vasquez said Quadient offered an outsourcing option that could reduce costs for monthly utility mailings but acknowledged the board needed more detail on termination rights and the volume mix of village mailings.

Less contentious votes included approval of grinder-pump repairs, where staff said three proposals exceeded standard purchasing thresholds and required board authorization, and authorization for external accounting assistance to ease audit preparation while the finance director plans a brief family leave in April.

Trustees took no new ordinances or land-use approvals at the meeting; several scheduling and process items were set for upcoming meetings noted by staff.