CITY COUNCIL 2014/04/07 Agenda
THE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
Monday, April 7, 2014 SPECIAL START TIME 7:00 pm
City Hall Council Chambers
Honorable Mayor, Donald Schoenheider
Kent Novit, Alderman First Ward Stanford Tack, Alderman Third Ward
Catherine Waldeck, Alderman First Ward Jack Reisenberg, Alderman Third Ward
David Moore, Alderman Second Ward Robert Palmer, Alderman Fourth Ward
George Pandaleon, Alderman Second Ward Michael Adelman, Alderman Fourth Ward
CALL TO ORDER AND ROLL CALL
EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) (1), The City Council will be discussing
personnel matters.
Adjournment into executive session
RECONVENE INTO REGULAR SESSION 7:30 p.m.
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR 7:30 p.m.
A. Resolution of Sympathy for former Chief of Police Charlie Gilbert
A copy of the resolution can be found on page 24.
B. Approval of the Agreement to Establish a Founders Council between The
City of Lake Forest and Lake Forest College
A copy of the agreement can be found beginning on page 25.
C. Business Accelerator Update
Susan Kelsey, Economic Coordinator
D. Proclamation for Sunset Foods 77th Anniversary
A copy of the proclamation can be found beginning on page 30.
2. COMMENTS BY CITY MANAGER 7:45 p.m.
3. COMMENTS BY COUNCIL MEMBERS 7:45 p.m.
4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA
ITEMS
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April 7, 2014 City Council Agenda
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION 7:50 p.m.
1. Approval of the March 17, 2014 City Council minutes.
A copy of the minutes begins on page 31.
2. Check Register
Check Register For Period February 22 - March 28, 2014
Fund Invoice Payroll Total
General 452,450 1,602,317 2,054,766
Water & Sewer 153,881 163,372 317,254
Parks & Recreation 169,042 431,253 600,295
Capital Improvements 146,014 0 146,014
Motor Fuel Tax 0 0 0
Cemetery 2,879 21,505 24,384
Senior Resources 16,958 29,511 46,470
Deerpath Golf Course 74,565 22,896 97,462
Fleet 95,654 57,196 152,850
Debt Funds 500 0 500
Housing Trust 0 0 0
Park & Public Land 0 0 0
All other Funds 199,344 215,216 414,560
$ 1,311,287 $ 2,543,268 $ 3,854,555
3. Award of Bid for the Replacement of a ¾-Ton Extended Cab Pick-Up Truck
for the Parks Section Included in the FY2015 Capital Equipment Budget
STAFF CONTACT: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council award a bid for the
replacement of unit #301, a 2001 Chevrolet pick-up truck used by the Parks Section. Per
the Purchasing Directive 3-5, staff sent bid specifications to multiple dealerships, placed
the invitation to bid printed in two local newspapers, and all specifications on the City’s
website.
If the bid is awarded by City Council, staff anticipates receiving the replacement truck in
late July, 2014.
BACKGROUND/DISCUSSION: The current unit #301 is a 2001 Chevrolet ¾-ton pickup truck
with approximately 81,000 miles. The truck is used for various park maintenance activities
throughout the entire year. It also assists with the annual snow removal operation. It
typically tows a trailer with ground maintenance equipment and carries tools for daily
field preparation.
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April 7, 2014 City Council Agenda
The current unit’s rocker panels are completely rotted away and there are significant
corrosion issues throughout the entire truck (bed, wheel wells, door jams, etc.) The brake,
fuel, and transmission cooler lines are also in need of replacement due to corrosion.
BUDGET/FISCAL IMPACT: The F.Y. 2015 capital equipment items were reviewed and
approved by the Public Works Committee at its December 10, 2013 meeting. As
previously noted, all required bidding procedures were adhered to and the following bids
were received on March 20, 2014:
Dealership Bid Trade Net
Palmen GMC $41,788 $2,500 $39,288
Ray Chevrolet $41,939 $2,000 $39,939
Raymond Chevrolet $50,730 $2,100 $48,630
The City’s fleet of pickups, one ton dumps, and police equipment is 98% GM products.
The City has had very good experience with these vehicles and has a good working
relationship with surrounding GM dealerships. With a majority of the fleet being GM
vehicles, the mechanics are able to streamline repairs and the parts inventory is
minimized due to many common parts. Warranty work can be completed at any GM
dealership and parts are readily available throughout the area. Staff therefore
recommends awarding the bid to lowest bidder.
FY2015 Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Park & Rec. Fund 223-5774-452-75-01 $40,000 $39,288 Y
COUNCIL ACTION: Award of bid for the replacement of pick-up truck #301 to the lowest
responsible bidder, Palmen GMC, in the net amount of $39,288. This is $712 under the
budgeted amount of $40,000.
4. Award of Bid for the Replacement of a ¾-Ton Regular Cab Pick-Up Truck for
the Parks Section Included in the FY2015 Capital Equipment Budget
STAFF CONTACT: Michael Thomas, Director of Public Works (847-810-3540)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council award a bid for the
replacement of unit #319, a 2001 Chevrolet pick-up truck used by the Parks Section. Per
the Purchasing Directive 3-5, staff sent bid specifications to multiple dealerships, placed
the invitation to bid printed in two local newspapers, and all specifications on the City’s
website.
If the bid is awarded by City Council, staff anticipates receiving the replacement truck in
late July, 2014.
BACKGROUND/DISCUSSION: The current unit #319 is a 2001 Chevrolet ¾-ton pickup truck
with approximately 83,000 miles. The truck transports fuel to various small tractors used
throughout the year that assist with mowing, leaf collection, and snow removal. The truck
is also used to plow multiple bike paths in the winter months. It is shared at times with
both Forestry and Streets for their daily maintenance activities.
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April 7, 2014 City Council Agenda
Almost identical to unit # 301, truck # 319’s rocker panels have significant rot and there
are corrosion issues throughout the entire truck (bed, wheel wells, door jams, etc.) The
brake, fuel, and transmission cooler lines are also in need of replacement due to
corrosion.
BUDGET/FISCAL IMPACT: The F.Y. 2015 capital equipment items were reviewed and
approved by the Public Works Committee at its December 10, 2013 meeting. As
previously noted, all required bidding procedures were adhered to and the following bids
were received on March 20, 2014:
Dealership Bid Trade Net
Ray Chevrolet $40,182 $4,000 $36,182
Palmen GMC $40,116 $2,500 $37,616
Raymond Chevrolet $48,560 $5,100 $43,460
The City’s fleet of pickups, one ton dumps, and police equipment is 98% GM products.
The City has had very good experience with these vehicles and has a good working
relationship with surrounding GM dealerships. With a majority of the fleet being GM
vehicles, the mechanics are able to streamline repairs and the parts inventory is
minimized due to many common parts. Warranty work can be completed at any GM
dealership and parts are readily available throughout the area. Staff therefore
recommends awarding the bid to lowest bidder.
Savings from this purchase will be used to help offset the overage on unit # 612’s
hydraulic system and dump body purchase also included in the Park & Recreation Fund
F.Y. 2015 capital equipment.
FY2015 Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Park & Rec. Fund 223-5774-452-75-01 $40,000 $36,182 Y
COUNCIL ACTION: Award of bid for the replacement of pick-up truck # 319 to the lowest
responsible bidder, Ray Chevrolet, in the net amount of $36,182. This is $3,818 under the
budgeted amount of $40,000. Savings will be put towards other equipment being
purchased in the Park & Recreation Fund’s F.Y. 2015 capital equipment.
5. Award of Bid for the Replacement of a Dump Body, Hydraulic System, and
Snow Plow for a Forestry Truck Included in the F.Y. 2015 Capital Equipment
Budget
STAFF CONTACT: Michael Thomas, Director of Public Works (847-810-3540)
PURPOSE AND ACTION REQUESTED: Included in the upcoming fiscal year’s capital
equipment budget are dollars allocated to replace a dump body, hydraulic system, and
snow plow for one of Forestry’s main line chipper trucks. The unit is eleven years old and
with replacement of the non-chassis items, the truck is expected to remain in the City’s
fleet for an additional twelve to fifteen years. The items were specified and bid
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April 7, 2014 City Council Agenda
according to the City’s purchasing requirements. Neither delivery nor payment will occur
until well into fiscal year 2015.
BACKGROUND/DISCUSSION: Lake Forest’s unit # 612 was purchased in 2003 and has
been used for many maintenance activities over the past eleven years. Its extended
cab allows for multiple Forestry personnel to travel to each jobsite in one truck, thereby
using less equipment. Unit # 612 is one of two chipper trucks used for the removal of
dead elm and ash trees. Its dump body is corroded to a point where sandblasting and
painting are cost prohibitive. The plow has multiple cracks throughout its moldboard and
plow frame and was therefore only used on an emergency basis this past winter. The
chassis will also receive a new hydraulic system that will match the systems installed in all
of the larger plow trucks. This consistency benefits both the mechanics throughout the
year and the drivers during the winter months.
BUDGET/FISCAL IMPACT: Similar to all of the large dump trucks in the City’s fleet, unit #
612 will be outfitted with a stainless steel dump body and tailgate spreader along with a
poly snow plow. This combination has proven to be extremely reliable and will make unit
# 612 a 20-25-year piece in the City’s fleet.
The F.Y. 2015 capital equipment items were reviewed and approved by the Public Works
Committee at their December 10, 2013 meeting. Bids were sent to multiple truck body
vendors and the bid was published both on-line and in two newspapers. Only one bid
was received from Lindco Equipment Sales. The City has used Lindco Equipment Sales for
many of its larger five-yard and one-ton dump trucks, and has been very satisfied with
their product quality and workmanship. Staff is requesting award of bid at this evening’s
meeting as the delivery and installation of the equipment will take upwards of five
months.
FY2015 Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Park & Rec. Fund 223-5774-452-75-01 $62,000 $63,028 Y
COUNCIL ACTION: Award of bid for the purchase and installation of a new dump body,
hydraulic system, and snow plow to Lindco Equipment Sales, in the amount of $63,028.
The overage will be covered by savings from other F.Y. ’15 Park & Recreation Fund
equipment purchases.
6. Award of Bid for the Replacement of Two Existing Building Maintenance
Vehicles Included in the FY2015 Capital Equipment Budget
STAFF CONTACT: Michael Thomas, Director of Public Works (847-810-3540)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council award a bid for the
replacement of units #52 and # 56, a 2001 Chevrolet pick-up truck and a 2003 GMC
pick-up truck used by the Building Maintenance Section. Staff researched various vans
available on the market and determined that the Isuzu Reach van offered the storage
capacity and work height needed by Building Maintenance. The chassis also has major
components (e.g. engine, transmission, etc.) that are identical to those used in the City’s
fleet.
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April 7, 2014 City Council Agenda
Per the Purchasing Directive 3-5, staff sent bid specifications to multiple dealerships,
placed the invitation to bid printed in two local newspapers, and all specifications on the
City’s website. The City’s specification required that the vans be new with a full warranty
regardless of their model year. If the bid is awarded by City Council, staff anticipates
receiving the replacement vehicles in early May, 2014.
BACKGROUND/DISCUSSION: Current unit #52 is a 2001 Chevrolet ½-ton pickup truck with
approximately 81,000 miles; unit # 56 is a 2003 GMC Sonoma pick-up truck with
approximately 140,000 miles. Both trucks are used to carry tools, equipment, and
material for maintenance of the City’s 35+ buildings. The replacement vehicles will be
able to carry significantly more of the before mentioned items. This in turn reduces the
number of times personnel need to return to Municipal Services and/or drive outside the
City for parts. Finally, because these two vans will be arranged in a similar manner to the
Section’s existing vans, more daily assignments can be made with single man crews.
Current unit # 52 has rot throughout its cab corners, rockers, sill plates, and fenders. The
pick-up bed is damaged in multiple places from heavy use by a previous operating
Section. Unit # 56 has identical corrosion issues, but additionally its brake and fuel lines
are worn to a point where they need to be replaced. Unit # 56 is also in need of four
new tires.
BUDGET/FISCAL IMPACT: The F.Y. 2015 capital equipment items were reviewed and
approved by the Public Works Committee at their December 10, 2013 meeting. As
previously noted, all required bidding procedures were adhered to and the following bids
were received on March 20, 2014:
Dealership Bid Amount Trade # 52 Trade # 56 Net Amount
Bob Fish Isuzu $103,000 $1,500 $1,100 $100,400
Mid-State International $115,530 $4,000 $4,000 $107,530
Housby Mack & Isuzu $117,022 $2,000 $1,500 $113,522
Coad Isuzu $117,326 $2,000 $1,400 $113,926
Michiana Truck Center $121,500 $2,000 $1,000 $118,500
CIT Group, Inc. $119,038 $0 $0 $119,038
Chicago Mack $120,092 $500 $500 $119,092
Rush Truck Centers $120,844 $0 $0 $120,844
PTR Truck Center $128,530 $500 $500 $127,530
Chicago Mack $159,396 $500 $500 $158,396
Chicago Mack $160,652 $500 $500 $159,652
The low bidder’s net amount exceeds the budget amount of $90,000. However savings
from other F.Y. ’15 capital fund equipment purchases will be used to cover the overage.
FY2015 Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capital Fund 311-5001-450-75-49 $90,000 $100,400 Y
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April 7, 2014 City Council Agenda
COUNCIL ACTION: Award of bid for the purchase of two Isuzu Reach vans from Bob Fish
Isuzu, in the net amount of $100,400. The overage will be covered by savings in other F.Y.
’15 capital fund equipment purchases.
7. Award of Bid for the Replacement of a ½-Ton Extended Cab Pick-Up Truck
for the Streets & Sanitation Section Included in the FY2015 Capital Equipment
Budget
STAFF CONTACT: Michael Thomas, Director of Public Works (847-810-3540)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council award a bid for the
replacement of unit #404, a 2007 Chevrolet pick-up truck used by the Streets & Sanitation
Section. Per the Purchasing Directive 3-5, staff sent bid specifications to multiple
dealerships, had the invitation to bid printed in two local newspapers, and placed all
specifications on the City’s website.
If the bids are awarded by City Council, staff anticipates receiving the replacement truck
in late July, 2014.
BACKGROUND/DISCUSSION: The current unit #404 is a 2007 Chevrolet ½-ton pickup truck
with approximately 86,000 miles. It is a utility pick-up truck that is used throughout the
Section’s operations. It carries tools for the Section’s asphalt program, small engine
equipment, barricades, and materials for both sign and street light repairs. It also
transports old white goods (e.g. refrigerators, washing machines, etc.) placed at the curb
by residents.
The current unit’s wheel bearings, steering gear, and hubs need replacement. The pick-
up bed is worn and damaged after many years of heavy use. The liftgate’s main
platform is badly corroded and the truck’s fenders and rocker panels are beginning to
rust.
BUDGET/FISCAL IMPACT: The F.Y. 2015 capital equipment items were reviewed and
approved by the Public Works Committee at its December 10, 2013 meeting. As
previously noted, all required bidding procedures were adhered to and the following bids
were received on March 20, 2014:
Dealership Bid Trade Net
Ray Chevrolet $28,988 $2,000 $26,988
Raymond Chevrolet $29,351 $2,100 $27,251
Palmen GMC $29,247 $1,500 $27,747
The City’s fleet of pickups, one ton dumps, and police equipment is 98% GM products.
The City has had very good experience with these vehicles and has a good working
relationship with surrounding GM dealerships. With a majority of the fleet being GM
vehicles, the mechanics are able to streamline repairs and the parts inventory is
minimized due to many common parts. Warranty work can be completed at any GM
dealership and parts are readily available throughout the area. Staff therefore
recommends awarding the bid to lowest bidder.
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April 7, 2014 City Council Agenda
Savings from this purchase will be used to help offset the overage of the two Building
Maintenance vans included in the F.Y. 2015 Capital Equipment Budget.
FY2015 Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capital Fund 311-5001-450-75-49 $29,000 $26,988 Y
COUNCIL ACTION: Award of bid for the replacement of pick-up truck #404 to the lowest
responsible bidder, Ray Chevrolet, in the net amount of $26,988. This is $2,012 under the
budgeted amount of $29,000. Savings from this purchase will be put towards other
equipment being purchased in the F.Y. 2015 Capital Equipment Budget.
8. Award of Contract for Fitness Center Treadmills
STAFF CONTACT: Jason Busdeker, Fitness Manager, 810-3934
PURPOSE AND ACTION REQUESTED: Staff requests approval to purchase four treadmills. This
purchase is part of a scheduled annual replacement plan and is budgeted in the City’s
Capital Fund. This purchase will replace treadmills that have reached the end of their
useful life. With continued use, the likelihood of increase maintenance costs and possible
safety hazards become greater. Outdated equipment also negatively impacts revenue
potential.
BACKGROUND/DISCUSSION: Public notice to solicit bids was provided on February 6th with
a bid opening date of February 21st. In addition to public notices, bid packets were
delivered to the two equipment vendors in the area. However, staff only received two (2)
bids for the treadmill purchase. Staff will trade in five existing treadmills to help offset the
cost of the four new treadmills.
Bid results were as follows.
Purchase
Price
Trade-In Total
Midwest Commercial Fitness $20,500.00 $ 1,500.00 $19,000.00*
Direct Fitness Solutions $27,480.00 $2,100.00 $25,380.00
*Did not fully meet bid specifications
Staff recommends awarding the treadmill purchase to Direct Fitness Solutions. Direct
Fitness solutions was able to fully match the specifications of the treadmills as stated in the
bid packet. Midwest Commercial Fitness was not able to fully meet the bid specifications.
Currently the Fitness Center has other Precor and LifeFitness treadmills. The Fitness Center
members are accustomed to and prefer these brands. This purchase will also allow the
standardization the equipment which will save time and money for maintenance.
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April 7, 2014 City Council Agenda
The Park and Recreation Board approved the purchase recommendation at the March
18, 2014 meeting.
BUDGET/FISCAL IMPACT:
FY2014 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
CAPITAL FUND 311 $30,000.00 $25,380.00 Y
COUNCIL ACTION: Award contract to Direct Fitness Solutions for the purchase of four (4)
treadmills for a total of $25,380 funded from the Capital Improvement Fund.
9. Approval of FY ‘15 Contract for Emerald Ash Borer Tree and Stump Removals
STAFF CONTACT: Peter Gordon, City Forester (810-3563)
PURPOSE AND ACTION REQUESTED: Staff is seeking approval to enter into a one year
contract with Clean Cut Tree Service as well as with Kinnucan Tree Experts and Lucas
Landscaping and Design to provide tree and stump removal for ash trees on City streets,
City-owned properties, and unimproved easements. Staff is recommending the approval
of the three lowest bidders again, as recommended by The Property and Public Lands
Committee on June 17, 2013. This allowed the Forestry Section to call upon multiple
vendors simultaneously to abate the hazards associated with Emerald Ash Borer (EAB) in
a timely manner. It is The City’s intention to have Clean Cut Tree Service the (low bidder)
perform most of the tree and stump removals while having the approval from Council to
call upon Kinnucan Tree Experts (second low bidder) and Lucas Landscaping and Design
(third Lowest bidder) as back up contractors in the event Clean Cut Tree Service is
unable to keep up with the demand.
BACKGROUND/DISCUSSION: Discovered in Lake Forest in 2009 Emerald Ash Borer (EAB)
has put every ash tree within the community at risk of infestation. When ash trees become
infested they become unhealthy and/or pose a threat to the public health or safety or
public properties. The genus Fraxinus (ash) comprises of 14% (3,117 trees) of the total
inventoried street tree population down from last year’s totals of 19.00% (4,461trees). In
addition, approximately 1,900 ash trees have been identified within City facilities, parks
and unimproved easements that pose a potential threat to public health or safety or
public properties as well. Recent surveys have suggested that approximately 685 infested
ash trees will need to be removed contractually this year with an additional 650 trees
projected to be removed by The City’s Forestry section.
BUDGET/FISCAL IMPACT: Funding for the annual tree and stump removal contract is
budgeted in the Capital Fund 311, Capital Projects. The results of the bid process
confirmed that outsourcing of a portion of the tree and stump removals will be cost
efficient as well as aid in the timely removal of infested and hazardous trees. Staff
received five (5) bids for the tree and stump removals detailed below.
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April 7, 2014 City Council Agenda
Trees 6”-15.9”
Approx. 3,100 in. Trees 16”-29.9”
Approx. 1,600 in. Trees over 30”
Approx. 400 in.
Clean Cut Tree Service $12.40 $23.05 $39.40
Kinnucan Tree Experts $20.50 $23.00 $24.50
Lucas Landscaping and
Design
$19.50 $29.75 $35.00
Tree’s R Us $18.99 $30.45 $37.00
Nels Johnson Tree Experts $20.50 $32.00 $37.00
*Prices are based on per inch of tree diameter
Clean Cut Tree Service was the low bidder, has experience working in Lake Forest and
has satisfactorily performed other projects for The City. Kinnucan Tree Experts has also
worked for The City and has met all of their contractual obligations in the past. Lucas
Landscaping and Design is a new company with family ties to the tree care industry and
therefore has not worked for The City in the past but references have been favorable.
Below is an estimated summary of Project budget:
FY2015 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Capital Fund 311 $ 200,000 $ 200,000 Y
The bid results were reviewed at the March 18, 2014 Parks and Recreation Board meeting,
the board unanimously approved to award a one year contract to Clean Cut Tree
Service, Kinnucan Tree Experts and Lucas Landscaping and Design.
COUNCIL ACTION: Approval of a one year contract to Clean Cut Tree Service, Kinnucan
Tree Experts and Lucas Landscaping and Design in the total amount of $200,000 for
FY ‘15 tree and stump removal of ash trees on City streets, City-owned properties and
unimproved easements.
10. Approval of Contract for Annual Tree Planting for FY ‘15 Budget
STAFF CONTACT: Peter Gordon, City Forester, 810-3563
PURPOSE AND ACTION REQUESTED: Staff is seeking approval to enter into a one year
contract with Nilco Inc. for the planting of trees on City streets, parks and other City
owned properties. This contract is for planting only and does not include the purchase of
trees.
BACKGROUND/DISCUSSION: The City’s Forestry section conducted a joint bid with The
City of Highland Park and The Highland Park Park District to leverage volume discounts for
the planting of trees on City streets, parks and other City owned properties. On average
the section plants 200 trees per year; however, with the increase of tree removals
resulting from Emerald Ash Borer (EAB) we anticipate planting approximately 400 2”- 3”
trees in FY‘15.
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April 7, 2014 City Council Agenda
BUDGET/FISCAL IMPACT: Funding for the annual tree planting contract is budgeted in the
Fund 311, Capital Projects. The results of the bid process confirmed that outsourcing of
tree planting will be cost efficient and allow for the section to focus on other forestry
operations. Staff received five (5) bids for the tree planting detailed below.
Trees
1.0”-2.0”
Trees
2.1”-3.0”
Trees
3.1”-4.0”
Trees 4.1”-
5.0” Total
Nilco, Inc. $1,280 $40,700 $1,980 $1,690 $45,650
TLC Group $1,440 $42,900 $1,860 $970 $47,170
Brancato
Landscaping $1,700 $49,500 $1,900 $1,100 $54,200
Guy Scopelliti
Landscape $1,700 $60,500 $3,000 $2,500 $67,700
Acres Group $1,960 $68,200 $3,560 $2,260 $75,980
Nilco, Inc. was the low bidder and has experience working in Lake Forest and has
satisfactorily performed other projects within The City in recent years.
Below is an estimated summary of Project budget:
FY ’15 Funding
Source Amount Budgeted Amount Requested
(Not to Exceed)
Budgeted?
Y/N
Capital Fund 311 $ 100,000 $ 45,650 Y
It is important to note that this amount is for planting only and does not include the
purchasing of the trees. The remaining funds from the budgeted amount of $100,000 will
be used to purchase the trees from multiple vendors.
The bid results were reviewed at the March 18, 2014 Parks and Recreation Board meeting,
and the board unanimously approved to award a one year contract to Nilco Inc. to
provide tree planting on City streets, parks and other City-owned properties.
COUNCIL ACTION: Approval of a one year contract to Nilco, Inc. for the planting of trees
on City streets, parks and other City-owned properties for a total of $45,650.00.
11. Approval of Contract for Annual Grounds Maintenance Services in Parks FY
‘15 Budget
STAFF CONTACT: Rich Paulsen, Parks Supervisor, 810-3567
PURPOSE AND ACTION REQUESTED: Staff is seeking approval to enter into a one year
contract with Landscape Concepts Management, Inc. to provide mowing and ground
maintenance services to multiple City-owned properties.
BACKGROUND/DISCUSSION: Annually, the Parks and Recreation Department researches
opportunities to improve operational efficiencies and deliver services in the most cost
effective manner. In 2011, the Parks section began outsourcing the mowing of many of
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April 7, 2014 City Council Agenda
our passive parks and miscellaneous parcels. We chose to not bid out all other park
properties, such as the neighborhood parks, lakefront and community parks, due to the
significant need to coordinate with ever-changing public use and athletic field
schedules.
Since 2011 outsourced mowing has proven to be a beneficial fiscal approach by
reducing labor expenses and long-term capital equipment replacement costs.
For FY‘15, staff conducted a more expansive bid that includes the mowing and
additional grounds maintenance of the 14 City property areas and 127 cul-de-sacs along
with the mowing only of 18 City right-of-ways. Additional grounds maintenance includes
lawn care, weed control, and bed maintenance. Similar to the selection rationale for
outsourcing areas in 2011, the right-of-ways and cul-de-sacs are also desirable to
outsource since they involve routine scheduling requirements. In addition, the Parks
section included a 3 year option with this year’s bid process. The contract would provide
The City with the right to extend the contract after the first season or rebid the contract
for FY ‘16.
BUDGET/FISCAL IMPACT: Funding for the annual grounds maintenance contract is
budgeted in the Parks Fund 220 operating budget. The results of the bid process confirm
that outsourcing mowing and ground maintenance of these areas is fiscally beneficial.
Staff received five (5) bids for the annual grounds maintenance service as detailed
below for FY ‘15.
City Properties
City Cul-de-
Sacs
City Right-of-
Ways TOTALS
Landscape
Concepts $ 21,438.00 $ 18,760.00 $ 15,640.00 $ 55,838.00
Herrera
Landscape Inc. $ 90,261.68 $ 11,862.93 $ 29,920.54 $ 132,045.15
Breezy Hill Nursery $ 63,256.00 $ 49,570.00 $ 39,312.00 $ 152,138.00
KGI Landscaping
Co. $ 87,330.00 $ 32,470.00 $ 40,000.00 $ 159,800.00
*Acres Group $46,687.50 $30,000.00 $42,750.00 $119,437.50
*Acres Group did not submit a complete and accurate Amended Contract Price Bid
Sheet; therefore this bid will be rejected.
Landscape Concepts was the low bidder and has considerable experience working in
Lake Forest and has had excellent references for similar work with surrounding
communities.
Below is an estimated summary of Project budget:
FY ’15 Funding
Source Amount Budgeted Amount Requested Budgeted?
Y/N
Parks Operating
Fund 220 75,000 $ 55,838 Y
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April 7, 2014 City Council Agenda
The bid results were reviewed at the March 18, 2014 Parks and Recreation Board meeting,
the board unanimously approved to award a one year contract to Landscape Concepts
in the total amount of $55,838 for FY’15 for the grounds maintenance of City properties,
cul-de-sacs, and right-of-ways.
COUNCIL ACTION: Approval to award a one year contract to Landscape Concepts in
the total amount of $55,838 for FY’15 for the grounds maintenance of City properties, cul-
de-sacs, and right-of-ways.
12. Approval of Contract for Northcroft and Deerpath Park Tennis Court
Resurfacing & Fence Replacement
STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry, 810-3565
PURPOSE AND ACTION REQUESTED: Staff is seeking approval to enter into a contract with
10-S Court Solutions for resurfacing tennis courts and replacing fence at Northcroft and
Deerpath parks.
BACKGROUND/DISCUSSION: On January 30, 2014, City staff performed a bid opening for
the resurfacing and fence replacement of the two tennis courts at Northcroft Park and six
tennis courts at Deerpath Park. These courts are heavily used by residents and the courts
at Deerpath are also used by students at the adjacent Deerpath Middle School. The
courts are showing signs of normal aging due to weather effects, water pooling and
frequent use. The repair and resurfacing process will include power washing all courts,
filling smaller cracks with crack filler or larger cracks with Armor Crack patching material,
grinding of surface to level, filling all low spots that hold water, and multiple applications
of Colorguard surfacing compound.
In addition to the above repairs, other improvements related to the courts are also
necessary at both sites. All net posts and nets must be replaced and a new practice
backboard is needed at Northcroft. The existing fencing around the court at Northcroft is
in poor condition and needs to be replaced. The post footings for the fence have risen 2”
above the asphalt surface due to ice damming in the winter caused by poor drainage
around the courts. The drainage issue was addressed two years ago when a nearby
retaining wall was removed and the surrounding area was re-graded and drainage pipe
was installed. The posts at Deerpath Park are in good shape and only new fence mesh
material is needed.
BUDGET/FISCAL IMPACT: Funding for the Northcroft tennis court repairs is budgeted in the
FY’14 CIP (Parks & Public Land Fund) and for Deerpath in the FY’15 CIP (Parks & Public
Land Fund). The two projects were combined into one bid package to solicit better
pricing. Staff received four (4) bids for the tennis court repairs as detailed below.
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April 7, 2014 City Council Agenda
Northcroft Park
Resurfacing &
Fencing
Deerpath Park
Resurfacing &
Fencing
Armor Crack
Repair (per LF) TOTALS
10-S Court Solutions $29,100.00 $47,900.00
$12.00/LF
$10,800/Total $87,800.00
Olson Brothers
Recreation Surfaces,
Inc.
$30,975.00
$46,950.00
$16.25/LF
$14,625/Total $92,550.00
First Impression, Inc. $40,920.00 $58,354.00
$18.00/LF
$16,200/Total
$115,474.00
U.S. Tennis Court
Construction
$42,000.00 $58,000.00
$15.00/LF
$13,500/Total
$113,500.00
10-S Court Solutions was the low bidder and reference checks were conducted that
showed excellent references for similar work with surrounding communities. Armor Crack
patching is used on cracks wider than 1/2'”and the amount needed at this time is
unknown because the courts will need to be stripped down to reveal the actual size of
the cracks. A lineal feet cost was requested in the bid request and an estimate of 900
lineal feet was used to determine the cost shown below in the amount requested. In
addition, $5,000 is included for a practice wall replacement at Northcroft and $4,640 was
added as a 5% contingency for the project.
Below is an estimated summary of Project budget:
FY ’14 Funding
Source Amount Budgeted Amount Requested Budgeted?
Y/N
Parks & Public Land
Fund (Northcroft) $75,000 $40,845 Y
FY ’15 Funding
Source Amount Budgeted Amount Requested Budgeted?
Y/N
Parks & Public Land
Fund (Deerpath) $80,000 $56,595 Y
The bid results were reviewed at the March 18, 2014 Parks and Recreation Board meeting,
and the board unanimously approved to award the contract with 10-S Court Solutions
for the resurfacing of eight tennis courts and replacement of fence at Northcroft and
Deerpath parks including the Amor Crack Repair for a total of $87,800. The Board also
approved an additional $9,640 for the practice wall replacement at Northcroft and the
5% contingency for a grand total of $97,440.
COUNCIL ACTION: Approval of a contract with 10-S Court Solutions for the resurfacing of
eight tennis courts and replacement of fence at Northcroft and Deerpath parks including
the Amor Crack Repair for a total of $87,800. Staff also seeks approval of an additional
$9,640 for the practice wall replacement at Northcroft and the 5% contingency for a
grand total of $97,440.
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April 7, 2014 City Council Agenda
13. Award of contract for Lake Forest share of the 2014 Joint Annual Pavement
Patching Contractual Program
STAFF CONTACT: Robert Ells, Superintendent of Engineering (847-810-3555)
PURPOSE AND ACTION REQUESTED: Staff recommends awarding the contract for Lake
Forest portion of the 2014 Joint Annual Pavement Patching Contractual Program to Peter
Baker and Son Co.
BACKGROUND/DISCUSSION: This contract represents one part of the Cities’ Pavement
Management Program. The other components are:
a) Annual Pavement Resurfacing Program
b) Annual Concrete Pavement Patching Contract
c) In-House Pothole Repair Program
The Annual Pavement Patching Contractual Program helps in preventing long-term
expensive pavement rehabilitation by repairing sections of deteriorated roadway. This
program, along with the In-house Pothole Repair Program, is coordinated to ensure the
effectiveness of all three prioritized approaches. Each year during the spring season the
Streets and Sanitation Section generates a list of potholes and deteriorated sections of
roadway and entered into a database.
This database is matched against the list of streets in the Annual Pavement Resurfacing
Program, the 3-yr Pavement Resurfacing Program, the pavement’s structural number
(both surface and base), and the width of the repair. The Streets and Sanitation Section
is capable of handling pavement repairs which are less than 11-ft wide due to the
limitation of their equipment. The lists of deteriorated sections of roadway are prioritized
for repair based on the above criteria and the allocated budget.
The Annual Pavement Patching Contractual Program provides the following benefits:
a) The pavement sections are repaired on a timely manner to avoid costly total street
rehabilitation
b) The contractors handling major repairs allow in-house crews to focus on minor
repairs and address resident complaints in an expedited manner
City Staff has previously briefed the Council on Municipal Partnership Initiative (MPI), this
year, City joined forces with Lake Bluff to bid the 2014 Joint Annual Pavement Patching
Contractual Program. For this year’s program, Lake Forest is the lead agency, on behalf
of the two communities, bidding the joint contract.
BUDGET/FISCAL IMPACT: Bids for the 2014 Joint Annual Pavement Patching Contractual
Program were received and opened on March 13, 2014. A total of five firms bid the joint
project. A summary of the bids received are as follows:
The following is a summary of the bids received:
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April 7, 2014 City Council Agenda
BIDDER TOTAL MPI BID
Peter Baker & Son $ 465,378.70
Schroeder Asphalt Services, Inc. $ 585,122.50
A-Lamp $ 625,205.00
Chicagoland Paving $ 749,387.50
Johnson Paving $ 758,682.50
The breakdown of the Base Bid specific to Lake Forest bid items are summarized below:
BIDDER LAKE FOREST BID
Peter Baker & Son $ 447,015.20
Schroeder Asphalt Services, Inc. $ 564,555.00
A-Lamp $ 602,567.50
Chicagoland Paving $ 722,790.00
Johnson Paving $ 729,620.00
Engineer’s Estimate $ 452,930.00
The low bidder for the combined bid, Peter Baker & Son, who has considerable
experience working in Lake Forest and has been performing projects in a satisfactory
manner. The Lake Forest share of the bid from Baker in the amount of $447,015.20 is lower
than the budgeted amount. Since the City received good competitive prices it is the
recommendation of staff to award the project for the budgeted amount of $453,000.00.
Upon award of the contract, both municipalities will meet with the contractor to get a
tentative schedule for each community. If awarded, work on this project is expected to
begin in May and be substantially completed by mid-June.
The Engineering staff will provide daily inspectional services for this contract.
Below is an estimated summary of Project budget:
FY2015 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Capital Fund $453,000.00 $453,000.00 Y
COUNCIL ACTION: Staff recommends awarding the contract for Lake Forest share of the
2014 Joint Annual Pavement Patching Contractual Program to Peter Baker and Son Co.
for a not-to-exceed amount of $453,000.00.
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April 7, 2014 City Council Agenda
14. Award of the Lake Forest share of the joint 2014 Annual Street Resurfacing
(ASR) Program contract
STAFF CONTACT: Robert Ells, Superintendent of Engineering (847-810-3555)
PURPOSE AND ACTION REQUESTED: Staff requests awarding the Lake Forest share of the
joint 2014 Annual Street Resurfacing Program contract to Peter Baker & Son.
BACKGROUND/DISCUSSION: In 2013, City conducted the pavement structural analysis
test, on the entire City street inventory of approximately 130 miles. The test culminated in
developing a 3-yr annual pavement rehabilitation program identifying the streets to be
resurfaced each year.
City Staff has previously briefed the Council on Municipal Partnership Initiative (MPI), a
program that takes advantage of economies of scale, for securing low bid prices,
among neighboring municipalities who bid similar projects each year. This year, the City
joined forces with Lake Bluff to do a joint bid for the ASR program.
In 2014, the City plans to resurface approximately 4.5 center-lane miles of streets. The
streets to be resurfaced are:
Street From To
McKinley Road E. Woodland Road North City Limits
Timber Lane Beverly Place Cherokee Road
Forest Hill Road Briar Lane Cherokee Road
Atteridge Road Green Bay Road Oakwood Avenue
Hilldale Place Green Bay Road Forest Hill Road
Onwentsia Road Green Bay Road The Creek
Cherry avenue Washington Road East End
Conway Farms Drive Route 60 Everett Road
Deerpath Road Hastings Road Oakwood Avenue
Along with the annual street resurfacing program, staff also included the Parks &
Recreation project to widen and resurface the McClory Bike Trail from Woodland Road to
the Lake Bluff border in this bid in order to attain the lowest asphalt prices possible.
Funding for this path will come from budgeted dollars and savings in both the Capital
and Park & Public Land Funds.
BUDGET/FISCAL IMPACT: The project was bid in early March with the bids opened on
March 13, 2014. A total of three (3) firms bid the joint project. The bid price consists of bid
quantities that are to be completed by both municipalities as part of their respective
resurfacing program. Both Communities are using Motor Fuel Tax (MFT) dollars to pay for
the street resurfacing portions of their contracts.
The following is a summary of the bids received:
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April 7, 2014 City Council Agenda
BIDDER TOTAL BID PRICE
Peter Baker & Son $2,297,381.27
Johnson Paving $2,554,785.45
Curran Contracting $2,614,905.20
The breakdown of the bid specific to Lake Forest bid items are summarized below:
BIDDER LAKE FOREST SHARE
Peter Baker & Son $1,853,943.92
Johnson Paving $2,071,074.10
Curran Contracting $2,107,483.95
Engineer’s Estimate $1,831,257.30
The low bidder for the combined bid, Peter Baker & Son, has considerable experience
working in Lake Forest and has been performing projects in a satisfactory manner.
Both municipalities are scheduled to award their respective contracts in the month of
April.
City Engineering staff will provide daily inspectional services for Lake Forest portion of the
contract.
If awarded, work on this project is expected to begin in May and be substantially
completed in August. Upon award of the contract, both municipalities will meet with the
contractor to get a tentative schedule for each community. The property owners near
the vicinity of the construction work for Lake Forest portion of the 2014 ASR program will
be notified in advance of the start of construction. The City website, under Construction
Updates, will also provide the details the construction schedule.
Below is an estimated summary of the Project budget:
FY2014 Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capital Fund 311-0060-452-76-13 $100,000 $100,000 Y
Park & Public Land Fund 201-8401-456-67-42 $5,000 $5,000 Y
FY2015 Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capital Fund 311-0060-452-76-13 $100,000 $50,000 Y
Park & Public Land Fund 201-8401-456-67-34 $30,000 $30,000 Y
MFT Fund 311-0050-417-67-11 $1,720,000 $1,720,000 Y
TOTAL: $1,955,000 $1,905,000 Y
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April 7, 2014 City Council Agenda
COUNCIL ACTION: Staff recommends awarding the F.Y. 2015 Resurfacing Program and
Resurfacing of the McClory Bike Path to Peter Baker & Sons in the amount of $1,905,000 to
include authorization to expend, if necessary, three percent contingency for unforeseen
change orders that may occur during the administration of this project.
15. Award of bid for the 2014 Lake Forest Water Plant Intake Cleaning Project.
STAFF CONTACT: DAN MARTIN, SUPERINTENDENT OF PUBLIC WORKS (847-810-3561)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to award
the bid for the 2014 Water Plant Intake Cleaning Project to Northern Divers U.S.A. The
intake cleaning project consists of removing the settled sand and debris from inside the
24 inch and 42 inch diameter intake pipelines that extend out several thousand feet in
Lake Michigan. Cleaning the debris and sand from the bottom of both intakes will
improve plant operations, increase capacity, and save operating costs by reducing
backwash cycles and using less chemicals. The proposed cleaning process is a patented
system that avoids shutting the plant down during cleaning and does not require
removing the chemical feed system running along the entire length of each intake;
saving considerable time and cost. If approved by City Council this evening, the
proposed intake cleaning is scheduled to commence the first week of May. The work is
expected to take approximately two weeks to complete (weather permitting).
BACKGROUND/DISCUSSION: The two intake pipelines deliver raw water from Lake
Michigan into the Water Treatment Plant (WTP) for filtration. The raw water enters the
plant by gravity flow. The 24” intake pipeline was constructed in the 1930’s and is a sand
cast iron pipe. The pipe extends into the lake approximately 2975’ and has three inlets
that are in a straight line with the pipe. The 42” intake pipeline was constructed in 1974
and is a pre-stressed concrete pipe. The pipe extends into the lake 3900’ and there is a
“crow’s foot” at the end. The “crow’s foot” extends to the north and south and each
segment is 50’ long and 36 inches in diameter. Both pipelines run along the bottom of the
lake at an approximate depth of 30 feet.
The last time the entire lengths of both intake lines were cleaned was twenty years ago.
This was in preparation for the installation of the chemical feed system needed to address
the Zebra Mussel infestation. Approximately ten years later, the 24” intake filled-in to a
point where it could no longer bring enough water into the plant. Since the last complete
cleaning, the two intake basins at the end of the 42” intake have been cleaned several
times. In 2012, a video inspection was conducted on the entire length of the 42” intake.
The inspection concluded that the intake line is estimated to be 33 % blocked and
required cleaning within the next two years. The increased amount of accumulated
sediment on the bottom of the intake becomes a serious issue during peak demand due
to the “artificial” turbidity that is created. Artificial turbidity occurs when the plant
increases the amount of flow to meet demand which stirs up the sediment on bottom of
the intake causing more dirt to enter the plant. Typical turbidity readings range from 2 to
5 Nephelometric Turbidity Units (NTU: measurement of turbidity). Throughout an “artificial”
turbidity event, the increase in raw water turbidity can range from 5 to 20 times the
normal NTU. While the turbidity is high, the backwash frequency can double, increasing
the water volume needed for the backwash by as much as 20%. The increase backwash
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April 7, 2014 City Council Agenda
cycles cause higher operating costs, a reduction in capacity, and a negative impact on
membrane module lifespan.
The original process used to clean the intake lines requires the plant to be shutdown, is
labor intensive, and requires pulling all the debris into the plant’s intake well. The dirt
collects and is removed from the intake well and disposed of offsite. This process also
requires a permit from the Illinois Environmental Protection Agency for disposal of the
sand, which takes several months to acquire. In addition, using this process today would
require the chemical feed lines be removed and re-installed after the cleaning
procedure. The additional cost for new chemical feed lines is estimated at $142,000 per
intake or a combined total of $284,000.
While researching and developing specifications to have the intakes cleaned, the City’s
consulting engineer, Strand Associates, shared with staff the name of Northern Divers
U.S.A., a professional diving company with a patented cleaning technology. The
invented process creates a high pressure vortex using mixed air and water to loosen and
remove the accumulated sediment from the piping system and expels the sediment
back into Lake Michigan. A detailed description of the Northern Divers U.S.A. cleaning
process is attached on page 34 Northern Divers U.S.A. patented intake cleaning process
allows the WTP to stay in operation with minimal shut down times, can be done without
removing the chemical feed system, and requires an easy to obtain permit from the
Illinois Department of Natural Resources (IDNR) because no solids are being removed
from the lake. In addition, this process makes it feasible to include cleaning the original
24” intake to have as a reliable emergency backup.
Northern Divers successfully cleaned the intakes at the Waukegan Water Plant (April
2013) and the Great Lakes Naval Base WTP (October 2013). Both of these WTPs have
chemical feed lines inside their intake pipelines that are similar to the Lake Forest WTP.
The intake structures in Waukegan are similar to Lake Forest’s. They experienced no flow
in their 24” intake as well, and Northern Divers was able to restore flow. Also, Waukegan’s
“artificial” turbidity levels disappeared after the cleaning process.
BUDGET/FISCAL IMPACT: To meet the Purchasing Directive requirements for Sole Source
Purchases, staff posted the Invitation to Bid in the local newspaper and bid packets were
sent to five experienced diving companies. At the March 20, 2014 bid opening, staff
received only one bid from Northern Divers U.S.A. Two of the companies solicited that
declined to submit a bid, noted that they use Northern Divers as a sub-contractor on a
regular basis to do cleaning. Another bidder mentioned that if Northern Divers U.S.A. was
bidding the project, they would not pursue bidding.
The $18,000 overage will be made up from savings from other water fund capital
projects.
Contractor Bid Amount Notes / Reason
Northern Divers U.S.A. $268,000 Sole Source Provider
Lake Erie Diving Co. No Bid Bonded out
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April 7, 2014 City Council Agenda
Below is an estimated summary of Project budget:
FY2015 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Water Fund Capital $250,000.00 $268,000 Y
COUNCIL ACTION: If determined to be appropriate by the City Council, award the F.Y.
’15 Intake Cleaning Project at the Lake Forest Water Plant, to Northern Divers U.S.A. as a
sole source for the amount of $268,000.
16. Award of Bid for the 2014 Lake Forest Gorton Community Center HVAC
Replacement Project
STAFF CONTACT: Dan Martin, Superintendent of Public Works (847-810-3561)
PURPOSE AND ACTION REQUESTED: Staff is requesting City Council authorization to award
the bid for the 2014 Lake Forest Gorton Community Center HVAC Replacement Project
to Pro-Temp of Illinois. The project to replace the existing split systems would be
completed in April 2014.
BACKGROUND/DISCUSSION: The existing Gorton Community Center HVAC system
consists of multiple “split systems” and rooftop units providing heating and cooling for the
occupied areas. All of the split systems were installed during the renovation that took
place in 1999 making the units15 years old and near the end of their life cycles. The
determining factors of which units to replace was as follows: (1) the age of the systems,
(2) the number of out of service calls and (3) the number of operating hours for each unit.
The proposed new HVAC system was engineered by Lakefront Engineering in Kenosha,
Wisconsin. The new design includes removing the four “split system” units to be replaced
by four new high efficiency furnaces along with four new air conditioning condenser units
which utilize the new ”eco-friendly” R-410A gas. Installing new high efficiency systems will
increase efficiencies by reducing maintenance costs, downtime from equipment failures
Underwater Construction
Corporation No Bid No response
Pro-Dive No Bid Would Sub Contract w/
Northern Divers
Gillen No Bid Would Sub Contract w/
Northern Divers
Global Infrastructure No Bid No response
21
April 7, 2014 City Council Agenda
and lower utility usage. In addition, the R-410A gas will provide a more eco-friendly
alternative to the current units.
BUDGET/FISCAL IMPACT: On March 27, 2014, staff received the following bids for this
project:
Company Bid Amount
Pro-Temp of Illinois, Inc. $28,640
MG Mechanical Services, Inc. $35,957
Westside Mechanical, Inc. $38,500
Core Mechanical, Inc. $43,490
Staff reviewed the proposals project scope and determined that Pro-Temp of Illinois’
proposal met all of the required project specifications and their references gave
favorable responses. Pro-Temp has been in business for over fifteen years performing both
small and large projects throughout the Chicagoland area. Recently, Pro-Temp of Illinois
completed similar HVAC renovation projects for Metra, Palos Hills Police Station, and the
Palos Heights Municipal Building.
FY2014
Funding
Source
Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capital 311-0050 $38,000 $30, 072 Y
COUNCIL ACTION: Award bid to Pro-Temp of Illinois, Inc. in the amount of $28,640.
Additionally, staff is requesting a 5% or $1,432 contingency for any unforeseen problems
during the project.
COUNCIL ACTION: Approve the sixteen (16) Omnibus items as presented.
6. ORDINANCES 8:20 p.m.
7. NEW BUSINESS 8:20 p.m.
8. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
9. ADJOURNMENT
Office of the City Manager April 2, 2014
The City of Lake Forest is subject to the requirements of the Americans with Disabilities
Act of 1990. Individuals with disabilities who plan to attend this meeting and who require
certain accommodations in order to allow them to observe and/or participate in this
meeting, or who have questions regarding the accessibility of the meeting or the
22
April 7, 2014 City Council Agenda
facilities, are required to contact City Manager Robert R. Kiely, Jr., at (847) 234-2600
promptly to allow the City to make reasonable accommodations for those persons.
23
RESOLUTION OF SYMPATHY
WHEREAS, CHARLES GILBERT was a dedicated and faithful employee of The City of Lake Forest
for 24 years, from March 1, 1954 to September 22, 1978; and
WHEREAS, CHARLES GILBERT during his employment was hired as a Police Officer and moved
through the various ranks in the department:
November 27, 1960 was promoted to Sergeant; and
June 20, 1964 was promoted to Lieutenant; and
January 4, 1965 was promoted to Captain; and
August 1, 1966 was promoted to Chief of Police
WHEREAS, CHARLES GILBERT, when appointed as Chief of Police at age 38, was among the
youngest chiefs in the State.
WHEREAS, the passing of CHARLES GILBERT on March 6, 2014 has taken away a highly regarded
family member, employee and friend;
NOW, THEREFORE, BE IT RESOLVED that the City Council of The City of Lake Forest in session
on April 7, 2014 does hereby express its deep regret and sincere sympathy to the members of the family of
CHARLES GILBERT.
BE IT FURTHER RESOLVED that this resolution be spread upon the minutes of the City Council and
a copy hereof, duly signed by the Mayor, be presented to the family of CHARLES GILBERT.
Adopted by the City Council of
The City of Lake Forest on April 7, 2014,
on motion of Alderman __________,
seconded by Alderman ___________,
and carried unanimously.
_______________________________________ _____________________________________
Deputy City Clerk Mayor
24
The Lake Forest Founder’s Council
Lake Forest College – The City of Lake Forest
THE CREATION OF THE LAKE FOREST FOUNDER’S COUNCIL, as
setforth herein is executed and entered into as of the 7th day of April, 2014, by and
among CITY OF LAKE FOREST, a home rule unit of local government, and LAKE
FOREST COLLEGE, a specially chartered Illinois Corporation.
WHEREAS, Lake Forest College was founded in 1857 (originally chartered as
“Lind University”) and today is ranked as one of the top 100 national liberal arts colleges
with more than 1550 students and 124 faculty supporting a long tradition of academic
excellence; and
WHEREAS, the mission of the Lake Forest College is, in major part, to engage
students in the breadth of the liberal arts and the depth of traditional disciplines; to
encourage them to read critically, reason analytically, communicate persuasively, and
think for themselves; to foster creative talent and independent research; to prepare
students to become responsible citizens and solve problems in a civil manner,
collectively; and to prepare students for, and help them attain, productive and rewarding
careers; and
WHEREAS, The City of Lake Forest was founded in 1861 and today is
recognized as a premier residential community with 19,375 residents, abundance of open
spaces, vibrant local businesses, renowned educational institutions, a world-class medical
facility; and
WHEREAS, the mission of The City of Lake Forest is to achieve the goal of
being the best-managed, fiscally responsible and appealing community in the United
States by promoting a living and working environment built upon a community spirit of
trust, respect and broad-based citizen involvement; and
WHEREAS, the City’s motto of Naturae et Scientiae Amor, “Love of Science and
Nature” embodies the importance education has and continues to play a key role in the
traditions and the overall quality of life within the community; and
WHEREAS, the institutions that are party to this agreement have mutually
determined that it is in their best interest to establish the Founder’s Council, which Board
shall be comprised of representatives from each member institution as setforth herein, to
collaborate on advantageous “Town-Gown” programs and activities which promote the
mission, traditions and excellence of the two respective institutions.
25
NOW, THEREFORE, for and in consideration of the premises, the mutual
advantages to be derived there from and in consideration of the mutual covenants herein
contained, it is agreed by and between the parties hereto as follows:
I. VENTURE ESTABLISHED
The undersigned do hereby commit to collaborating with each other in a
cooperative venture for the joint and mutual operation of a Lake Forest Founder’s
Council (hereinafter referred to as the “Council”) which shall consist of the two
institutions which may hereafter become signatory hereto.
II. STATEMENT OF PURPOSE
The Council is a voluntary collaboration between the Lake Forest City
Government and Lake Forest College intended to help facilitate and coordinate a
collaborative, constructive and synergistic environment between two long-
standing institutions within the community in order to address matters of
educational sustainability, economic and marketing opportunities, public health
and safety concerns and other pertinent issues that may be identified by the
Council.
The role of the Council is to bring together the collective resources of the two
institutions to assist in identifying and deliberating existing issues and identifying
new programs, approaches and opportunities that encourage innovative thinking
and action to bolster Lake Forest College’s national reputation, enhance residents’
quality of life, inspire community vitality, improve the value of our community
and make a meaningful contribution to educational excellence throughout Lake
Forest.
III. GOALS
a. To promote awareness of the economic value that the College and its
students, faculty, administration and alumni provide to the community as a
whole, and identify opportunities for enhancing the College’s impact on
the local economy.
b. To create an environment of transparency and engagement regarding
potential “Good Neighbor” initiatives that support strong, positive
relations between College campus or student activities and nearby off-
campus neighborhoods. From time to time these initiatives may focus on
matters such as parking, off-campus student housing, communication
between the College and neighbors, and future campus developments
with the goals of strengthening the College and protecting and preserving
the quality of life in nearby neighborhoods.
26
c. To promote awareness of cultural, athletic and academic offerings of the
College which are available to residents and identify opportunities for
enhancement of said programs within the community and Lake County
region.
d. To engage a network of students, faculty, administrative staff, local
businesses and residents in fostering student and faculty participation in
the affairs and commerce of the community as a component of the
students educational experience.
IV. STRUCTURE AND RESPONSIBILITIES The organization of the Founder’s
Council will include an Executive Committee, a Health & Safety Committee, a
Marketing Committee and ad hoc Subcommittees.
Executive Committee
The Executive Committee is comprised of the Lake Forest College President, Lake
Forest College Dean of Students, a Lake Forest College Trustee, City of Lake
Forest Mayor and City Manager, and an Alderman of the City Council. The
Mayor and the College President will co-chair the Executive Committee.
The Executive Committee will approve appointments to the Health & Safety
Committee, Marketing Committee and ad hoc Subcommittees.
Health & Safety Committee
The Health and Safety Committee is comprised of three representatives from Lake
Forest College and three representatives from The City of Lake Forest. The
Executive Committee will appoint one representative from Lake Forest College
and one representative from The City of Lake Forest to serve as co-chairs.
Marketing Committee
The Marketing Committee is comprised of up to three representatives from the
College and up to three representatives from the City with expertise in marketing
and public relations. The Executive Committee will appoint one representative
from the College and one representative from the City to serve as co-chairs.
Ad Hoc Committees
From time to time the Executive Committee may appoint ad hoc committees to
address specific topics or issues. Specific topics might include: economic
development, athletics and recreation, transportation, housing, parking, neighbor
relations and arts and culture.
27
V. MEETINGS
Section 1: Executive Committee Meetings:
Executive Committee meetings shall be held at least semi-annually to review and
coordinate comprehensive efforts. Updates on projects will be provided by the co-
chairs at each meeting.
Section 2: Health & Safety Committee Meetings:
Health & Safety Committee meetings shall be held at least quarterly to review and
coordinate efforts.
Section 3: Marketing Team Meetings:
Marketing Committee meetings shall be held at least quarterly to review and
coordinate marketing and outreach efforts.
Section 4: Ad Hoc Committee Meetings:
Ad Hoc Committee meetings shall be held on an as needed basis.
IV. TERMINATION
Any party to this Agreement may withdraw from participation in the Council with
written notice to the other party.
V. EFFECTIVE DATE
This Agreement shall become effective when signed by the respective parties
described above.
IN WITNESS WHEREOF, the undersigned institutions have set their signatures
on the respective dates set forth below.
THE CITY OF LAKE FOREST
__________________________________
By:
ATTEST:
______________________________
Date: ____________________________
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LAKE FOREST COLLEGE
__________________________________
By:
ATTEST:
_________________________________
Date: ____________________________
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PROCLAMATION
SUNSET FOODS CELEBRATES 77th ANNIVERSARY
WHEREAS, in 1937, four Cortesi brothers established Sunset Foods in Highland Park as a
small grocery store intent on providing excellent customer service; and
WHEREAS, over the years the company has expanded to four locations while continuing to
offer small-town friendliness; and
WHEREAS, Sunset Foods received the National Neighborhood Partnership Award with the
Boy Scouts of American in support of Shields and Moraine Township food pantries; and
WHEREAS, Sunset Foods is dedicated to “giving back to the communities” it serves, including
through multiple programs with both School Districts 67 and 115 as well as many other not-for-profit
local organizations; and
WHEREAS, Sunset Foods is celebrating 77 years as a neighborhood supermarket committed to
providing the finest customer service with a goal of recognizing and understanding its Lake Forest
clientele;
Therefore I, Donald P. Schoenheider, Mayor of The City of Lake Forest, proclaim the City’s
best wishes on the 77th Anniversary of Sunset Foods and call its significance to the citizens of The City
of Lake Forest.
BE IT FURTHER RESOLVED that this resolution be spread upon the minutes of the City
Council and a copy hereof, duly signed by the Mayor, be presented to the CITY OF LAKE FOREST
this 7th day of April , 2014.
__________________________ __________________________
City Clerk Mayor
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The City of Lake Forest
CITY COUNCIL
Proceedings of the March 17, 2014 Regular Meeting
7:30 p.m. – Council Chambers
CALL TO ORDER AND ROLL CALL: Mayor Schoenheider called the meeting to order at 7:30 pm, and
Deputy City Clerk Margaret Boyer called the roll of Council members.
Present: Honorable Mayor Schoenheider, Alderman Waldeck, Alderman Novit, Alderman Moore,
Alderman Reisenberg, and Alderman Adelman.
Absent: Alderman Palmer, Alderman Pandaleon.
Also present were: Robert Kiely, City Manager; Vic Filippini, City Attorney; Andrew Fiske, City
Attorney; Carina Walters, Assistant City Manager; Catherine Czerniak, Director of Community
Development; Susan Banks, Communications Manager, Michael Thomas, Director of Public Works,
Dan Martin, Superintendent of Public Works, Chuck Myers, Superintendent of Parks, Forestry and
Cemetery, Joanne Miller, Executive Director Elawa Farm.
PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance.
There were approximately 20 present in the audience.
REPORTS OF CITY OFFICERS
COMMENTS BY MAYOR
Mayor Schoenheider reminded residents of the Ward meeting dates of: Thursday, April 3 at 7p.m.
at Elawa Farm, Tuesday, April 8 at 7 p.m. at Dickinson Hall and Tuesday, May 13 at 7 p.m. at
Cherokee School. He added that these meetings are for residents to express ideas and concerns.
COMMENTS BY CITY MANAGER
City Manager Robert Kiely wished all a Happy St. Patrick’s Day
COMMENTS BY COUNCIL MEMBERS
Alderman Adelman expressed his delight in seeing the Lake Forest Civic Orchestra and encouraged
resident to see them.
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
None
ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the March 3, 2014 City Council minutes.
31
Proceedings of the March 17, 2014
Regular City Council Meeting
2. Resolution of Appreciation for Lieutenant Arthur A. Tekampe
3. Consideration of a Resolution in Support of Designating the Robert McClory Bike
Path as part of the U.S. Bike Route 37
4. Approval to Authorize Winter 2014/2015 Salt Purchase
5. Award of Bid for the Replacement of One Unmarked Police Vehicle Included in
the F.Y. 2015 Capital Equipment Budget
6. Approval of Contract for Phase II & III Engineering/Construction for the Lake
Forest Cemetery Ravine Management Plan
7. Consideration of Ordinances Approving Recommendations from the Zoning
Board of Appeals. (First Reading, and if Desired by the City Council, Final
Approval)
8. Consideration of an Ordinance Approving a Recommendation from the Building
Review Board. (First Reading and if Desired by the City Council, Final Approval)
9. Consideration of an Ordinance Approving a Recommendation from the Historic
Preservation Commission. (First Reading and if Desired by the City Council, Final
Approval)
10. Approval of a Sales Contract to Purchase Wedgewood Lot #24 Property
Alderman Moore raised concerns regarding ravine restoration relating to item # 6. It was agreed
that Forestry staff will work closely with Engineering to ensure an aesthetically pleasing result
COUNCIL ACTION: Approve the ten (10) Omnibus items as presented.
Alderman Novit made a motion to approve by Omnibus vote designation items as noted,
seconded by Alderman Moore. The following voted “Yea”: Aldermen Novit, Waldeck, Moore, Tack,
Reisenberg and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried.
Information such as Purpose and Action Requested, Background/Discussion, Budget/Fiscal Impact,
Recommended Action and a Staff Contact as it relates to the Omnibus items can be found on the agenda.
ORDINANCES
None
NEW BUSINESS
1. Approval of an Elawa Farm Operating Agreement between The City of Lake
Forest and Elawa Farm Foundation
32
Proceedings of the March 17, 2014
Regular City Council Meeting
City Manager Robert Kiely reported that the terms of the Elawa Agreement are similar to those of
the Gorton Agreement; the term is 33 years with two additional renewals. The Elawa Agreement
requires an audit and budget review and that both the Elawa Commission and Foundation wanted
to keep the Commission in place as an oversight committee with appointment of members coming
from the Mayor to the Commission.
Robert Shaw, President of the Elawa Farm Foundation Board of Directors, gave an overview of the
Elawa Farm history and said that the Agreement is the next step in the Foundation’s plan to
further benefit the community.
COUNCIL ACTION: Approval of an Elawa Farm Operating Agreement with the Elawa Farm
Foundation.
Alderman Novit made a motion to approve by Omnibus vote designation items as noted,
seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Novit, Waldeck, Moore,
Tack, Reisenberg and Adelman. The following voted “Nay”: None. 6 Yeas, 0 Nays, motion carried.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
None
ADJOURNMENT
There being no further business. Alderman Reisenberg made a motion to adjourn, seconded by
Alderman Waldeck. Motion carried unanimously by voice vote at 8:05 p.m.
Respectfully Submitted,
Margaret Boyer
Deputy City Clerk
A video of the City Council meeting is available for viewing at the Lake Forest Library and on file in
the Clerk’s office at City Hall. You can also view it on the website by
visiting www.cityoflakeforest.com. Click on I Want To, then click on View, then choose Archived
Meetings Videos.
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Fresh Water Intake Cleaning Method and System
Our process for cleaning fresh water intakes are as follows; we use a variety of water pumps
and air compressors to create a turbulent water flow through a pipe of any diameter and of
any length. Our process creates a vortex which loosens and removes any debris from the
piping system. The materials removed include but are not limited to; zebra mussels, sand, silt
and all sorts of natural and man‐made debris. The removal of said debris can be contained or
distributed into open water. The containment method is a separate proven method, such as,
silt screening.
The combination of air and water, forced through a custom made manifold under high
pressure, creates a vortex that acts as a scrubbing vehicle on concrete, steel or ductile iron
pipe. This scrubbing action works without damaging any interior pipe walls or secondary
piping, such as; suction lines or chlorine lines that are often installed on the interior pipe
walls. This process can be completed with water only, with water and air, and/or with water
and solids such as ice.
This process has already been successfully demonstrated for a water intake structure at a
large municipality near Chicago, Illinois. The before and after documentation on turbidity and
chemical cost savings, related to this project, show an improvement in turbidity of up to 99%
(60‐300 ppm of solids before cleaning, about 003 ppm of solids after cleaning).
Our system has been proven effective. We claim the right to this process for cleaning of water
intakes and related structures.
During cleaning, the cleaning flow of water is selected to be about 3 to 4 times the normal
flow rate of water through the pipe. For example, an intake pipe used to provide about 10M
gallons per day may be cleaned by pushing 30M gallons of water per day in the opposite
direction of normal flow for about a week or until the pipe is clean. Adjustments to the flow
rate of water through the pipe, duration of pipe cleaning, addition of air and/or solids in the
cleaning flow, may be adjusted during this process depending on the type of debris found in
the pipe, the extent of debris accumulation, and other factors.
The picture below (FIG. 1) shows an exemplary installation of a cleaning arrangement
including pumps connected to the custom manifold and arranged in fluid connection with an
intake pipe to be cleaned:
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FIG. 1
35
Claim:
1. A method for cleaning an intake pipe to remove debris by providing a turbulent water flow,
which may include air and/or solids such as ice, in a reverse direction of normal flow through
the pipe, the flow may alternatively be provided in a forward direction dependent on the
connection location for said water system or intake location.
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