CITY COUNCIL 2014/08/04 Agenda
THE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
August 4, 2014 6:30 pm
City Hall Council Chambers
Honorable Mayor, Donald Schoenheider
Catherine Waldeck, Alderman First Ward Stanford Tack, Alderman Third Ward
Prudence R. Beidler, Alderman First Ward Jack Reisenberg, Alderman Third Ward
David Moore, Alderman Second Ward Michael Adelman, Alderman Fourth Ward
George Pandaleon, Alderman Second Ward Michelle Moreno, Alderman Fourth Ward
CALL TO ORDER AND ROLL CALL 6:30 p.m.
EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) (11), The City Council will be discussing
Pending Litigation and 5ILCS 120/2 (c) (1), The City Council will be discussing personnel
matters.
Adjournment into executive session
RECONVENE INTO REGULAR SESSION
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
A. Approval of a Resolution of Sympathy for Edward M. Smith
A copy of the Resolution can be found on page 11.
COUNCIL ACTION: Approve the Resolution
2. COMMENTS BY CITY MANAGER .
A. A Review of ETSB (Emergency Telephone System Board) Ordinance
Chapter39 of the City Code relating to the composition of the Board and its
functions and Review Progress of 911 Dispatch Consolidation.
PRESENTED BY: POLICE CHIEF JIM HELD (847) 810-3802
EMERGENCY TELEPHONE SYSTEM BOARD
In 1989 the City Council established Ordinance #1833 (The E911 Surcharge and
Emergency Telephone System Board).
In 2012 the ordinance was amended with regard to the composition of the board. The
ETSB currently consists of The Mayor, all sitting Aldermen, the Police Chief, Deputy Police
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August 4, 2014 City Council Agenda
Chief of Administration, and the Fire Chief. These current members shall serve so long as
they hold their above stated office or position.
Duties of board members include, but are not limited to the following:
a. Planning a 911 system;
b. Coordinating and supervising the implementation, upgrading, or maintenance
of the system, including the establishment of equipment specifications and
coding systems;
c. Receiving monies from the surcharge imposed under this article and from any
other source, for deposit into the Emergency Telephone System Account;
d. Authorizing all disbursements from the account; and
e. Hiring on a temporary basis, any staff necessary for the implementation or
upgrade of the system.
DISPATCH CONSOLIDATION UPDATE
On June 1, 2014 The City of Lake Forest entered into an agreement with the Village of
Glenview for 911 dispatching service to be provided by Glenview to Lake Forest.
Glenview will also provide dispatching service to Highland Park, Lake Bluff and Highwood.
Glenview currently operates a consolidated dispatch center serving the communities of
Glenview, Grayslake, Niles and Morton Grove.
The new consolidation including Lake Forest will be operated from the Highland Park
facility located at 1677 Old Deerfield Road, Highland Park, Illinois. (Highland Park Public
Safety Building) This facility will have full redundancy at the Glenview 911 dispatching
center. This will be the first fully redundant 911 center operating within the state of Illinois.
Lake Forest will also benefit by having next generation 911 after consolidation.
Transition to the consolidated dispatching is scheduled for early September. The vast
majority of the work done to this point has been behind the scenes technical
connectivity work. The Lake Forest Public Safety Building is undergoing some front lobby
modifications to allow residents to continue to utilize the building after hours. (Page12)
Residents will be able to contact the central dispatch center from the lobby via video
phone communications. (Page13) Lake Forest recently received approval from the Illinois
Commerce Commission for the modification of the 911 Emergency Telephone Number
System. Radio Frequency modification for the Fire Department has started. Improvements
to the East Shore Radio Network for police radios have also begun. This will provide for
better two way radio communication for all police departments in the network.
Preliminary estimates were provided to the City Council in April 2014 to assess the
projected savings from consolidation. The approved FY15 budget anticipated dispatch
services to be provided in-house since the consolidation had not yet been approved.
Attached are revised FY15 budget estimates based on the currently anticipated
transition costs (page 14), as well as an updated ten-year cost comparison (page15)
reflecting that considerable cost savings are still anticipated with consolidation.
COUNCIL ACTION: No Action Required
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August 4, 2014 City Council Agenda
3. COMMENTS BY COUNCIL MEMBERS
A. Public Works Committee
1. Request City Council Input on a Com Ed Fee to Provide Detailed
Engineering Plans and a Cost Estimate for Burying Electrical Lines
Along McKinley Road Between Deerpath & Westminster
PRESENTED BY: Alderman Waldeck, Chairman of the Public Works Committee and
Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are seeking
City Council input and possible approval to proceed with a detailed design and cost
estimate for Com Ed to bury their overhead wires along McKinley Road between
Deerpath and Westminster.
Beginning on page 16 is Com Ed’s initial project cost estimate and proposed scope of
services to develop a detailed design and a refined estimate for the City. Additional
information begins on page 24.
PROJECT REVIEW/RECOMMENDATIONS: The Public Works Committee met on July 29th to
review Com Ed’s proposal as well as various ideas to re-design the train station parking
lot. The same engineering firm, T.Y. Lin, provided the design for the new bike path and
possible options for the parking lot re-design. At the conclusion of Tuesday evening’s
meeting, members of the Public Works Committee voted to seek additional input from
City Council. Although the members recognized the possible large expense of burying
the Com Ed lines for that one specific block, they also acknowledged the benefits of the
poles being eliminated from a construction, use, and aesthetic standpoint. The Public
Works Committee is encouraging Aldermen to visit the site before Monday evening’s
meeting to review the proposed burial.
Reviewed Date Comments
Public Works Committee July 29, 2014 Seeking Council Input
BACKGROUND/DISCUSSION: The McClory bike path currently runs from Illinois to Old Elm
and Woodland to the Lake Bluff border. For years, bicyclists have used the parking lots in
between Illinois and Woodland to connect the two paths. In 2013, the City received a
federal grant to construct a new bicycle path along McKinley’s parkway. This new path
will join the other two segments and will eliminate safety concerns of bicyclists traveling
through multiple parking lots.
The location of the new path will be in conflict with the existing Com Ed poles along
McKinley. Per the existing franchise agreement between the City and Com Ed, poles in
conflict with any of the City’s infrastructure must be re-located at Com Ed’s expense. For
the parkway south of Deerpath and north of Westminster, there is enough room to move
the poles and plant the proposed landscape as designed. Although pole relocation is
possible between Deerpath and Westminster, the result will be a new ten foot wide path
with poles three feet from its edge, and a significant grade change from the path to the
remaining parkway.
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August 4, 2014 City Council Agenda
Staff met with Com Ed officials and requested an estimate to bury their electrical lines for
that one specific block. Both Com Ed personnel and staff recognized that use of an
existing underground duct bank would reduce the overall cost of burying the lines.
BUDGET/FISCAL IMPACT: To develop a detailed engineering design and a refined cost
estimate, Com Ed requires that 10% of their “high level” estimate be paid by the City. In
this case, Com Ed’s July 28th burying estimate is $360,989. To proceed with design, the
City will be required to pay Com Ed $36,098.90. Once the project is designed and a
refined cost is provided by Com Ed, the City will have the choice to proceed or not. If
the City choses to bury the electrical lines, the project cost would be reduced by the 10%
amount already paid. The City could chose to pay the cost entirely or have the amount
paid via Com Ed’s “Rider LGC, Local Government Compliance” program. For the Rider
LGC program, Com Ed would apply an additional per kilowatt-hour charge onto monthly
bills of customers within the municipal boundaries of Lake Forest; the monthly charge
would occur until the entire project costs are paid in full.
Com Ed estimated that a detailed design and cost proposal would take approximately
ten weeks to produce. If approved by the City Council, the actual line burial would still
occur this fiscal year; the path construction would then begin in May, 2015.
If the design and cost estimate fee is approved by City Council this evening, it would be
approved as a non-budgeted expenditure from the Capital Improvement Fund. If
needed, the expense would be included in the year-end supplemental appropriation
ordinance.
FY2015 Funding
Source Account Number
Account
Budget
Amount
Requested
Budgeted?
Y/N
Capt. Imp. Fund TBD $0 $36,098.90 N
COUNCIL ACTION: If determined to be appropriate by City Council, approve a design
and cost estimate fee to Com Ed in the amount of $36,098.90 to bury the power lines
along McKinley from Deerpath to Westminster.
B. Property and Public Lands Committee
1. Consideration of a Recommendation from the Property and Public
Lands Committee in Support of the Award of a Contract to Teska
Associates, Inc. for Continued Consulting Services Related to
Redevelopment of the City’s former Municipal Services Site.
PRESENTED BY: Alderman Reisenberg,
Chairman of the Property and Public Lands Committee
PURPOSE AND ACTION REQUESTED: Approval is requested to authorize the City Manager
to enter into a contract with Teska Associates, Inc. for continuing professional services.
BACKGROUND AND DISCUSSION: In September, 2007, an ad hoc committee was
appointed by then Mayor Rummel to study and begin a public dialogue about the future
of the City owned property located on the northwest corner of Laurel and Western
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August 4, 2014 City Council Agenda
Avenues. After more than nine months of community discussion, the adhoc committee
presented a land use concept and development parameters for the site as a framework
for discussions with potential developers. The Council accepted the work of the adhoc
committee however, at that time, redevelopment efforts were put on hold pending a
return to stronger market conditions.
In 2013, at the direction of the City Council, the Property and Public Lands Committee
(PPL) re-focused on the former Municipal Services site as a high priority. Preliminary work
was completed to confirm that the property is eligible for consideration as a Tax
Increment Financing District (TIF), the development parameters were reviewed and
updated, a developer selection process was completed and preliminary negotiations
are underway with a selected developer. The PPL is scheduled to present a
recommendation to the City Council in September, 2014 relating to the final selection of
a developer and approval of a Term Sheet. A timeline for the public review process will
also be presented at that time.
To date, the consultant’s role in this process has been vital. Teska Associates, Inc. was
initially selected as the City’s consultant for this project in 2012, after a Request for
Proposals was issued and after interviews of various consultant teams were conducted by
the PPL. The Committee concluded that Teska, and the partners that Teska brought to
the table, provided the skills, personalities and approach that best fit the characteristics
of this site and the needs of the community. Teska brings not only the technical expertise
necessary to establish a TIF District, but also creativity and an understanding of the
importance of the public process both of which the Committee felt was essential for this
project.
Given the key role Teska has played in the process to date and the strong working
relationships developed, the PPL recommends entering into a contract with Teska, Inc. for
continuing professional services for the next phase of the redevelopment process. The
work in this phase will include, finalizing a redevelopment plan which is required as part of
the process of considering a TIF District, assisting with the public review process and if
determined to be appropriate, establishing the TIF District, and negotiating a Term Sheet
and preliminary sales agreement with the developer. The PPL recommends that the
contract for this phase of work be approved in an amount not to exceed $35,000. This
amount is included in the approved FY 2015 budget. A draft of the contract can be
found on page 49.
Importantly, the action requested by the Council at this time does not approve a
particular plan for the site, but instead, sets the framework for the critical next steps in
moving the community discussion forward on the future of the former Municipal Services
site.
BUDGET/FISCAL IMPACT: Consultant fees, or some portion of the fees, will ultimately be
reimbursed through funds generated by the TIF District, if one is established.
FY2015 Funding Source Amount
Budgeted
Amount
Requested
Budgeted
Y/N
Land Sale/Acquisition
Account
#311-0050-413-3511
$35,000 Not to Exceed
$35,000 Yes
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August 4, 2014 City Council Agenda
RECOMMENDATION: Authorize the City Manager to enter into a contract with Teska
Associates, Inc. for an amount not to exceed $35,000 for consulting services to support
redevelopment of the City owned property located at Laurel and Western Avenues.
4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA
ITEMS
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the July 21, 2014 City Council meeting Minutes
A copy of the minutes begins on page 26.
2. Check Register for period June 28- July 25, 2014
Fund Invoice Payroll Total
General 433,364 1,095,853 1,529,217
Water & Sewer 85,551 110,088 195,639
Parks & Recreation 132,258 413,891 546,149
Capital Improvements 249,607 0 249,607
Motor Fuel Tax 678,380 0 678,380
Cemetery 8,869 15,142 24,012
Senior Resources 8,683 20,326 29,009
Deerpath Golf Course 41,377 46,004 87,381
Fleet 71,227 37,349 108,575
Debt Funds 0 0 0
Housing Trust 90,000 0 90,000
Park & Public Land 0 0 0
All other Funds 860,975 133,526 994,501
$ 2,660,290 $ 1,872,181 $ 4,532,471
3. Award of Contract for Thermoplastic Lane Marking
STAFF CONTACT: DAN MARTIN, SUPERINTENDENT OF PUBLIC WORKS (810-3561)
PURPOSE AND ACTON REQUESTED: Staff requests approval to award the contract for
thermoplastic lane marking to Superior Road Striping.
BACKGROUND/DISCUSSION: The City of Lake Forest, as a member of the Northwest
Municipal Conference (NWMC), also belongs to the Suburban Purchasing Cooperative
(SPC). The SPC is made up of 134 communities in the Northwest Municipal Conference,
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August 4, 2014 City Council Agenda
the South Suburban Mayors and Managers Association, the DuPage Mayors Conference,
and the Will County Government League.
One of SPC’s annual joint purchasing initiatives is the thermoplastic lane marking bid for
member agencies. SPC’s lane marking specifications meet Illinois Department of
Transportation (IDOT) standards. Bids and selection of the lowest responsible and
responsive bidder are approved by IDOT.
The 2012 SPC/IDOT lane marking contract was awarded to Superior Road Striping, Inc. of
Melrose Park, Illinois. In February 2014, the Suburban Purchasing Cooperative’s Governing
Board approved the second of three possible one-year extensions of the SPC Lane
Marking Contract #123 to Superior Road Striping from April 12, 2014 through April 11, 2015,
with a 5% price increase. The table below shows the unit price cost difference between
the contract City Council awarded in 2013 and the proposed 2014 contract. With the
contract extension, Superior Road Striping agrees to all terms and conditions as set forth
in the specifications contained within the original contract and Superior Road Striping
must comply with all IDOT rules and regulations.
DESCRIPTION
Unit of
Material
2013
UNIT $
2014-15
PROPOSED UNIT $
4” Line LF $0.52 $0.54
6” Line LF $0.78 $0.81
12” Line LF $1.56 $1.63
24” Line LF $3.90 $4.09
Letters & Symbols SF $3.90 $4.09
Removal SF $0.72 $0.75
BUDGET/FISCAL IMPACT: The City of Lake Forest’s lane marking needs are split into four
zones. The second of four zones was completed in 2013.
This year, the City is requesting 135,000 linear feet of thermoplastic pavement marking to
include 4”, 6”, 12”, and 24” wide lines, as well as various letters and symbols, which will
cover the third of four zones. The total cost for the Lake Forest’s 2014 striping and marking
will be $74,000. This is less than the $75,000 included in the FY2015 Capital Improvement
Budget for this work.
FY2015 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Capital: 311-0050-431-6722 $75,000 $74,000 Y
COUNCIL ACTION: Staff requests that City Council approve the thermoplastic lane
marking contract to Superior Road Striping, Inc. in the amount of $74,000.
4. Consideration of an Ordinance Approving a Recommendation from the
Zoning Board of Appeals. (First Reading, and if Desired by the City Council,
Final Approval)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
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August 4, 2014 City Council Agenda
The following recommendation from the Zoning Board of Appeals is presented to the City
Council for consideration as part of the Omnibus Agenda.
1024 Waveland Road – The Zoning Board of Appeals recommends approval of a variance from
the side yard setback to allow construction of a small addition to the rear of the house. Two
letters of support were received from neighboring property owners. A neighbor living across
the street stated opposition to side yard setback variances in general. (Board vote: 5 - 0,
approved)
The Ordinance approving the petition as recommended by the Zoning Board of Appeals,
including key exhibits; is included in the Council’s packet beginning on page 30. The
Ordinance and complete exhibits is available for review in the Community Development
Department.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first
reading and grant final approval of the Ordinance approving the petition in accordance
with the Zoning Board of Appeals’ recommendation.
5. Approval of Shared Public Safety Information Technology Support to be
Provided by InterDev for a One-Year Period
STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests City Council approval of Information
Technology (IT) services provided by InterDev to support public safety initiatives.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council 7/16/12
City Council approved initial public
safety IT support services agreement for
six-month period (July – December).
City Council 5/5/14 Approval of InterDev as Gray List Vendor
for FY15
BACKGROUND/DISCUSSION: In early 2012, ClientFirst Consulting Group provided a written
assessment of the IT support needs required of public safety. ClientFirst determined that
due to the downsizing of the IT division and increasing complexity of public safety
technology, the police and fire departments required technical support beyond the
capacity of the existing in-house IT staff. In July 2012, the City Council authorized a
contract with ClientFirst Consulting Group to provide supplemental IT support specifically
for public safety for a six-month period totaling $41,600.
Since late 2012, the City has been involved in various studies to identify the most cost-
effective strategy to provide IT services. An initial study with twelve (12) other
communities resulted in the release of a joint Request for Proposals (RFP) in October 2013
by fourteen (14) communities, including Lake Forest, to purchase shared IT services. A
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August 4, 2014 City Council Agenda
City representative participated in the interviews for three finalist firms in November 2013.
As a result of the RFP process, the communities of Buffalo Grove, Glenview, Kenilworth
and Lake Bluff announced in April 2014 the award of a managed IT services contract with
InterDev. Intending to leverage the consortium as opportunities arise, City staff included
InterDev on the FY15 gray vendor list approved by the City Council on May 5, 2014.
Despite inclusion on the gray vendor list, the City Council is required under the City’s
purchasing policy to approve any specific initiatives with InterDev anticipated to exceed
$20,000 annually.
Staff recommends approval of an agreement with InterDev to provide supplemental
public safety IT support to leverage the consortium opportunities and ensure optimum
communication with both Glenview and the City’s IT division in light of the planned
transition to consolidated dispatch. In recognition of the efficiencies afforded by this
contractual relationship, Glenview has offered to pay 10% of the contract cost for these
services, as outlined in the proposal (page 37).
BUDGET/FISCAL IMPACT: Below is a summary of the budget:
FY2015 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
General Fund – IT Contract
Services $0 $62,784 N*
* This FY15 initiative will be funded from a currently vacant position in the Police
Department that will be re-evaluated for the FY16 budget. The vacant position was
budgeted at $85,377 for FY15, resulting in a net budgetary savings to the General Fund of
$22,593.
COUNCIL ACTION: Pursuant to a joint RFP process with surrounding communities, staff
recommends approval of IT support services by InterDev in the amount of $62,784 for one
year to support public safety initiatives.
COUNCIL ACTION: Approve the five (5) Omnibus items as presented.
6. ORDINANCES
7. NEW BUSINESS
1. EXECUTIVE SESSION pursuant to 5ILCS 120/2 (c) (5), The City Council will be
discussing the consideration of purchase or lease of real property.
Adjournment into executive session
RECONVENE INTO REGULAR SESSION
8. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
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August 4, 2014 City Council Agenda
9. ADJOURNMENT
Office of the City Manager July 31, 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
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.
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RESOLUTION OF SYMPATHY
WHEREAS, EDWARD M. SMITH. was a dedicated and faithful employee of The City of Lake Forest
Parks, Forestry and Public Works Department for 36 years, from June 7, 1948 through August 31, 1984; and
WHEREAS, EDWARD M. SMITH during his employment held the following positions:
Maintenance Worker 1948
Foreman 1966
Superintendent of Parks, Forestry and Grounds 1982; and
WHEREAS, even in retirement EDWARD M. SMITH, continued to work for the City through the
Senior Center as the first “Mr. Fix-It” and as the first senior car driver, helping to develop the senior
transportation program; and
WHEREAS, EDWARD M. SMITH, was an active member of Lake Forest American Legion Post No.
264, marching in the parade and coordinating all of the food for Lake Forest Day for many years; and
WHEREAS, the passing of EDWARD M. SMITH 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 August 4, 2014 does hereby express its deep regret and sincere sympathy to the members of the family of
EDWARD M. SMITH.
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 EDWARD M. SMITH.
Adopted by the City Council of
The City of Lake Forest on
This 4th day of August, 2014.
_______________________________________
Mayor Donald Schoenheider
11
12
13
Adopted
Budget
Status Quo
Estimate 4/21/14
City Council
Revised YE
Estimate
Actuals YTD
as of:
7/15/14
POLICE DEPARTMENT - GENERAL FUND
Personnel Costs 892,787 564,401 625,311 (1)
Glenview Contract - Operations 424,595 436,740 123,027.00
Loss of Knollwood 24,622 incl other lines
Glenview Contract - Capital 274,194 0
Capital - Public Safety Entry/Video 45,000 101,857
Contractual Services - Other 9,647 8,820 8,820
New World Software Maintenance 45,822 0 0 4,648.22
Training and Development 1,954 500 500
Maintenance of Equipment 9,085 5,000 5,000
Uniforms 809 500 500
Minor Equipment 833 300 300
960,937 1,347,932 1,179,028 127,675.22
Under (over) budget:(386,995)(218,091)
EMERGENCY TELEPHONE FUND
Personnel Costs 182,808 0 4,719.00
Glenview Contract 0 0.00
Contractual Services - Other 45,005 18,000 18,000 22,911.00
New World Software Maintenance 54,768 49,449 40,974 (2)40,973.64
Capital Costs (verify eligibility):
Glenview Contract - Capital 278,755 278,754.81
Fire Station Alerting 31,542 Defer
Radio Frequency Improvements 86,010 88,470 88,470.00
Full Redundancy 26,664 27,426 27,426.33
282,581 211,665 453,625 463,254.78
Under (over) budget:70,916 (171,044)
GRAND TOTAL 1,243,518 1,559,597 1,632,653 590,930.00
Under (over) budget:(316,079)(389,135)
(1) Personnel costs in FY15 will be combination of Glenview contract support and LF Employees.
(2) Portion accrued to FY14 as A/P ($9,890) - split between funds
8/4/14 CC
City of Lake Forest
Dispatch Budget - FY15
Option 2: Operations General Fund/Capital Emergency Telephone Fund FY15
14
8/4/2014
CURRENT/ STATUS
QUO
APRIL 2014
ESTIMATES
REVISED
ESTIMATE*
OPERATIONS 14,795,013 9,685,496 10,008,952
CAPITAL (1)848,047 882,724 950,257
SUB-TOTAL 15,643,060 10,568,220 10,959,209
ENHANCED FIRE RADIO FREQUENCY 86,010 88,470
REDUNDANT CENTER 78,861 81,116
SUB-TOTAL ENHANCEMENTS 0 164,871 169,586
LOSS OF KNOLLWOOD 216,856 Included
GRAND TOTAL 15,643,060 10,949,947 11,128,795
Contract Revenue ($113,482/yr avg)(1,134,820)N/A N/A
NET COST 14,508,240 10,949,947 11,128,795
Projected Savings:3,558,293 3,379,446
* Assumes renewal years at maximum annual increase of 3% per year.
(1) Researching alternative funding options for a portion of the capital costs.
THE CITY OF LAKE FOREST
CENTRAL DISPATCHING
TEN-YEAR COST COMPARISON
5/1/14 to 12/31/24 COMPARISON
GLENVIEW OPTION
15
16
17
18
19
20
21
22
23
ComEd Line Bury
24
PROPOSED BIKE PATH
PROPOSED LIMITS
TO BURY COMED LINE
PROPOSED LIMITS
TO BURY COMED LINE N WESTERN AVEE D E E R P A T H OAKWOOD AVE N BANK LNE WESTMINSTERSUMMIT AVE SCOTT ST
E I L L I N O I S R D
E W O O D L A N D R D
E WISCONSIN AVE ATTERIDGE RD N GREEN BAY RDRIDGE LN SUMMIT PL
SUNSET PL
WALNUT RD
E W I S C O N S I N A V E SUMMI
T PL
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The City of Lake Forest
CITY COUNCIL
Proceedings of the July 21, 2014
Immediately following the Finance Committee meeting at 6:30pm. City Council Chambers
CALL TO ORDER AND ROLL CALL: Honorable Mayor Schoenheider called the meeting to order at
7:20 pm, and Deputy City Clerk Margaret Boyer called the roll of Council members.
Present: Mayor Schoenheider, Alderman Waldeck, Alderman Beidler, Alderman Moore, Alderman
Pandaleon, Alderman Tack, Alderman Reisenberg and Alderman Moreno.
Absent: Alderman Adelman
Also present were: Bob Kiely, City Manager, Carina Walters, Assistant City Manager; Victor
Filippini, City Attorney; Susan Banks, Communications Manager; Catherine Czerniak, Director of
Community Development; James Held, Chief of Police; Chuck Myers, Superintendent of Parks &
Forestry; Elizabeth Holleb, Director of Finance; Bob Ells, Superintendent Engineering; Mary Van
Arsdale, Director of Parks & Recreation; Jeff Howell, Fire Chief, Kevin Issel, Deputy Fire Chief.
There were approximately 30 present in the audience.
PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was recited by all in attendance.
REPORTS OF CITY OFFICERS
COMMENTS BY MAYOR
A. Swear in Firefighter Paramedic- Travis Pedersen
Mayor Schoenheider and Fire Chief Jeff Howell
Fire Chief Howell introduced Firefighter Paramedic Travis Pedersen to the City Council and Mayor
Schoenheider swore him in.
COMMENTS BY CITY MANAGER
A. Community Spotlight
First Presbyterian Church
-Christine Chakoian, Pastor
City Manager Robert Kiely introduced Christine Chakoian, Pastor of the First Presbyterian Church.
Pastor Chakoian gave an historical overview of the Church and City that can be found in her new
book “Worship, Fellowship, and the Work of the Kingdom”. To this day the Church and the City’s
core values mirror one another’s.
B. Commonwealth Edison Annual Report
-Jim Dudek, External Affairs
Mr. Dudek gave a presentation to the City Council that included 2013 completed reliability work,
2014 infrastructure work and the smart meter schedule that shows work to be complete in 2017
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Proceedings of the July21, 2014
Regular City Council Meeting
and 2018. He added that a detailed list of outages, service calls and overall statistics was available
and provided to the City Manager.
COMMENTS BY COUNCIL MEMBERS
A. Finance Committee
1. GFOA Certificate of Achievement for Excellence in Financial Reporting for
FY13 CAFR
Finance Committee Chairman George Pandaleon reported that The City recently received
notification that it has once again been awarded the Government Finance Officers
Association Certificate of Achievement for Excellence in Financial Reporting for its FY13
comprehensive annual financial report for 35 years in a row. The Certificate of Achievement is the
highest form of recognition in the area of governmental accounting and financial reporting,
receiving it is a significant accomplishment by a government and its management. He added that
the award stated that “The City’s CAFR has been judged by an impartial panel to meet the high
standards of the program including demonstrating a constructive spirit of full disclosure to clearly
communicate its financial story and motivate potential users and user groups to read the CAFR.”
Chairman Pandaleon added that an Award of Financial Reporting Achievement is presented by
the GFOA to the individual designated as instrumental in achievement of the Certificate. Diane
Hall, Assistant Finance Director, who serves as the primary liaison to the City’s independent audit
firm, was recognized for coordinating the annual audit process and preparation of the City’s CAFR.
B. Finance Committee – Alderman Pandaleon Finance Committee Chairman
***PUBLIC HEARING ON THE CITY’S ANNUAL APPROPRIATION ORDINANCE***
Alderman Pandaleon Finance Committee Chairman opened a Public Hearing. He asked if there was
any Public comment and seeing none, closed the Public Hearing.
Open Public Hearing
Close Public Hearing
1. Consideration of the Annual Appropriation Ordinance for FY2015 and
Approval of Rollovers (Final Reading – Public Hearing Required)
Alderman Pandaleon Finance Committee Chairman reported that while the annual municipal
budget represents the City’s financial “plan” for expenditures over the course of the fiscal year,
the annual Appropriation Ordinance is the formal legal mechanism by which the City Council
authorizes the actual expenditures of funds budgeted in the annual budget. It appropriates
specific sums of money by object and purpose of expenditures. State statutes require the passage
of an Appropriation Ordinance which must be filed with the County Clerk by the end of July.
COUNCIL ACTION: Conduct a Public Hearing on the City’s FY15 Annual Appropriations
Ordinance. Upon closing the Public Hearing, approval of the final reading of the Ordinance and
the Rollovers. A copy of the ordinance is available for review by the public in the City Clerk’s
office.
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Proceedings of the July21, 2014
Regular City Council Meeting
Alderman Moore made a motion approving final reading of the Ordinance and the Rollovers,
seconded by Alderman Reisenberg. The following voted “Yea”: Aldermen Waldeck, Beidler,
Moore, Pandaleon, Tack, Reisenberg and Moreno. The following voted “Nay”: None. 7 Yeas, 0
Nays, motion carried.
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
None
ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of the July 7, 2014 City Council meeting Minutes
2. Consideration of an Ordinance making a Supplemental Appropriation for the
Fiscal Year Beginning May 1, 2013 and Ending April 30, 2014 (First Reading, and
if Desired by the City Council, Final Approval)
3. Approval of Information Technology Support to be provided in Fiscal Year 2015
by ClientFirst Consulting Group
4. The Public Works Committee and Staff Request Approval of Design Services for
an Algae Pre-Screen System at the Water Plant
5. The Public Works Committee and Staff Request for City Council to Waive the
Bidding Process to Purchase Replacement Water Plant Membrane Filters
6. Request City Council Waive the Bidding Process and Purchase the Public Safety
Building’s Security Controls and Access System to Be Remotely Accessible and
Operated by the Highland Park and Glenview Central Dispatching Locations.
COUNCIL ACTION: Approve the six (6) Omnibus items as presented.
Mayor Schoenheider asked the Council if they would like any item removed or be taken
separately, and seeing none, asked for a motion to approve the six (6) Omnibus items as
presented.
Alderman Reisenberg made a motion approving the Omnibus items as presented, seconded by
Alderman Pandaleon. The following voted “Yea”: Aldermen Waldeck, Beidler, Moore, Pandaleon,
Tack, Reisenberg and Moreno. The following voted “Nay”: None. 7 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.
28
Proceedings of the July21, 2014
Regular City Council Meeting
ORDINANCES
None
NEW BUSINESS
None
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
None
ADJOURNMENT
There being no further business. Alderman Reisenberg made a motion to adjourn, seconded by
Alderman Pandaleon Motion carried unanimously by voice vote at 8:30 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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Shared Public Safety Support Resource City of Lake Forest
July 23, 2014
Atlanta Chicago Jacksonville 2650 Holcomb Bridge Road 2700 Patriot Blvd 7901 Baymeadows Way Suite 310, Alpharetta, GA 30022 Suite 250, Glenview, IL 60026 Suite 3, Jacksonville, FL 32256
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Contents Executive Summary ................................................................................................................................................................ 3 Company Overview ................................................................................................................................................................. 4 About InterDev .................................................................................................................................................................... 4 InterDev History and Vision ........................................................................................................................................... 4 InterDev Recognitions and Awards ............................................................................................................................ 5 Prior Experience ................................................................................................................................................................. 5 Public – Private Partnerships ........................................................................................................................................ 5 Proposed Managed IT Support Solution ........................................................................................................................ 7 Staffing Rationale ................................................................................................................................................................ 7 Cost Proposal ............................................................................................................................................................................. 9 Exhibit A .................................................................................................................................................................................... 10
InterDev | Atlanta – Chicago – Jacksonville 2
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Executive Summary The City of Lake Forest is seeking to outsource a shared Public Safety technical support resource to a full-service Information Technology (IT) consulting company. InterDev’s engagements with local governments and their Public Safety departments —from the municipalities of Glenview, Buffalo Grove, Lake Bluff, and Kenilworth, IL to Sandy Springs,
Dunwoody, Brookhaven and Lawrenceville, GA—have given us excellent insights and experience with the current hardware, software and security solutions favored by local governments and their Public Safety departments. We have found that leveraging the right technology to monitor, filter, secure, and backup and archive a client’s network, infrastructure, and data drastically reduces the risks and vulnerabilities seen in media headlines every day. Our approach to securing the City’s Public Safety environment will reduce long-term expense, increase compliance with State and Federal Regulations, and minimize downtime so the City’s staff can better support the citizens of Lake Forest. For governments whose budgets are increasingly restricted, municipal knowledge sharing and resource pooling is no longer a theoretical concept—it is a proven model for dynamic leadership and success. Our ongoing work with other cities positions us to help the City of Lake Forest leverage powerful synergies that will result in more efficient, enhanced service delivery to the public. The proposed Public Safety resource will be a key team player on the Lake Forest IT team with a focus on the specialized requirements of Public Safety. This shared resource will act as a critical liaison with other Public Safety departments to ensure best practices across multiple municipalities. There is a high level of expertise and specialized knowledge necessary to support this critical environment. This technical professional will provide an important bridge between these skills and support requirements and their integration into the City’s regular Information Technology support processes. Because the proposed Public Safety Specialist is a resource shared with other municipalities, the City of Lake Forest will not bear the full financial burden for this individual.
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Company Overview
About InterDev InterDev has been providing information technology (IT) support and security services to corporations, non-profit and educational organizations and public-sector entities for more than three decades. InterDev installs and supports a broad spectrum of technology solutions including applications, servers and networks, security and backup/disaster recovery solutions, and voice and data products and architectures.
InterDev History and Vision InterDev’s founder, Gary Nichols, is a recognized innovator in the IT industry, in part because of his consistent focus on the importance of strategic planning and visioning. While other companies were struggling to react and adapt to the rapid acceleration of technology that began in the 1980s, Nichols and his team were encouraging clients to adopt a disciplined, future-focused approach to every IT effort. In the 1990s, long before most IT firms had heard the term “public-private partnership” (PPP), Nichols and his team were contracting with the State of Georgia’s Office of Insurance and Safety Fire Commissioner to assist with strategic IT development, a contract that InterDev retains to this day. In 2010, InterDev again took a leading role in the PPP movement when it was chosen by the City of Sandy Springs for end-to-end management of its technology functions. Today, InterDev provides fully managed IT services to a number of cities in Metro Atlanta, plus four municipalities in the suburbs of Chicago, Illinois. InterDev is also an IT partner with the administrative and public safety divisions of more than a dozen other cities and government agencies. Overall, InterDev has completed successful projects with more than 30 public-sector entities. InterDev has continued to promote the importance of strategic planning and visioning, assisting its municipal partners in developing and executing one, three and five-year planning efforts with a goal of achieving innovative, transformative IT methodologies that lead to continuous improvement. InterDev maintains a clear focus on achieving in the present while planning for the future. InterDev’s breadth of knowledge enables the company to work with technology systems from all periods and at all levels of complexity, including the legacy systems common in public-sector environments. InterDev has a proven ability to bridge the gap between older hardware and software and new technologies as we help our municipal partner’s transition to contemporary solutions. Furthermore, in situations where public-sector systems require updating, InterDev’s recommendations routinely result in significant operating and maintenance cost reductions.
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InterDev Recognitions and Awards InterDev was named a 2013 Pacesetter by the Atlanta Business Chronicle, an award that honors the 100 fastest growing, privately held companies in Atlanta. In September 2013, Inc. magazine ranked InterDev No. 2206 on its 32nd annual Inc. 500|5000 list – an exclusive ranking of the nation's fastest-growing private companies. InterDev was ranked No. 4 on the list among IT service providers nationwide. InterDev is a proud Barracuda Networks Certified Diamond Partner and recently was awarded a Gold Level partnership in the Microsoft Partner Program. InterDev’s technology personnel are current in all major IT certifications, and many of our non-IT staff obtains these certifications as well, affording us exceptional flexibility of service delivery.
Prior Experience InterDev’s client list includes more than 1,250 businesses, governments, non-profits, school systems and other organizations. These varied accounts include more than 25 fully managed IT accounts – where InterDev provides their complete IT department staff and support, from CIO to Helpdesk and all strategic planning, security, networking and troubleshooting. InterDev has regular accounts that use specific subsets of our Managed Services Plan such as server monitoring or security audits, and accounts that prefer a simple break-fix support agreement and call for IT service as needed. InterDev also provides complete Geographic Information Systems (GIS) services for several cities in Georgia.
Public – Private Partnerships Today, it is no longer practical or affordable for municipalities to stay abreast of the latest developments in IT, whether implementing cutting-edge technology systems or defending against imminent data threats. InterDev has entered into public-private partnerships with select municipalities to bring its award-winning expertise to bear on behalf of these entities and their citizens. As threat landscapes become more hostile, and budget restrictions make it more difficult for governments to stay current with emerging technologies, InterDev's Managed IT Services offering (with a heightened focus on security) has become the model for nearly two dozen successful public-private partnerships. InterDev is uniquely positioned to offer Information Technology services to the City of Lake Forest as it looks to secure a highly-skilled professional IT consulting firm that is available to provide technical support and system administration on-call 24/7.
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InterDev’s municipal customers include, but are not limited to, the following cities, counties or agencies:
• City of Sandy Springs, GA
• City of Dunwoody, GA
• City of Brookhaven, GA
• City of Lawrenceville, GA
• City of Johns Creek, GA
• City of Gainesville, GA
• City of Albany, GA
• City of Duluth, GA
• City of Holly Springs, GA
• Hall County Commissioners
• Henry County
• Lowndes County Board of Commissioners
• State of Georgia, Office of Insurance and Safety Fire Commissioner
• Village of Glenview, IL
• Village of Buffalo Grove, IL
• Village of Lincolnshire, IL
• Village of Lake Bluff, IL
• Village of Kenilworth, IL
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Proposed Managed IT Support Solution InterDev’s proposal for the City of Lake Forest is designed to meet the technical and service level objectives for the City’s Public Safety department and provide a level of services and local municipality synchronization beyond what a single new hire can offer.
Staffing Rationale We believe the City’s desire to obtain a specialized resource focused on the support requirements of the City’s Public Safety department’s warrants an individual that will be shared with other local municipalities. InterDev’s staffing approach includes utilization of partially allocated resources. This strategy will provide staffing by skilled resources that are familiar with your environment without the expense of hiring these resources on a full-time basis.
Public Safety Specialist
GENERAL SUMMARY: The Public Safety Specialist is responsible for the design and implementation of Public Safety systems, and providing technical assistance to IT team members with the proper integration and support of Public Safety systems. See the attached Lake Forest Public Safety Technology Support Matrix (exhibit A) for an overview of systems and support responsibilities, as well as a definition of delineation between city-wide IT support and dedicated Public Safety support. All parties understand that integration, cooperation and communication between these two groups are critical for success.
Essential Duties and Responsibilities:
• Design and implementation at the application and network level: WAN and LAN connectivity, routers, firewalls and security
• Design and implement backup and disaster recovery solutions focused on Public Safety environment
• IT support relating to issues with Public Safety’s internal systems and network infrastructure
• Support or integrations services for Microsoft related technologies: Windows Server, Exchange, SQL, SharePoint, etc.
• Support services for virtualization technologies: VMware, Citrix and Microsoft
• Remote access and support for continuous connectivity solutions in a mobile environment: NetMotion, VPN, Terminal Services, and Citrix
• Administration and maintenance of the remote monitoring and management system: update agent scripts, respond to alerts, monitor dashboard and periodic system review
• Document maintenance for all computer systems and network infrastructure
Knowledge, Skills, and/or Abilities Required: To perform this job successfully, an individual must be able to perform each essential duty
InterDev | Atlanta – Chicago – Jacksonville 7
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satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Professional IT Certifications, such as: Microsoft MCP, MCSA or MCSE, Citrix CCEA or CCIA, SonicWALL CSSA, Cisco CCNA or VMware VCP
• Technical experience with Public Safety applications including but not limited to Munis, New World, SunGard, Fire House, RMS, CAD, Arbitrator, LiveScan, LEADS, and BEAST
• Diagnosis skills of technical issues
• Technical awareness: ability to match resources to technical issues appropriately
• Service awareness of all organization’s key IT services for which support is being provided
• Understanding of support tools, techniques, and how technology is used to provide IT services
Additional Duties and Responsibilities:
• Ability to work as part of a team and communicate effectively
• Escalate service or project issues that cannot be completed within agreed service levels
• Business awareness of critical Public Safety applications and how IT relates to their support needs
• Document internal processes and procedures related to duties and responsibilities
• Responsible for entering time and expenses in the ConnectWise or Track-It Help Desk system as it occurs
• Work through project tickets and phases in the Help Desk system as assigned by a Project Manager
• Enter all work as service or project tickets into the Help Desk System
• Review IT publications and online materials to remain up-to-date with current and future technologies emerging in the industry
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Cost Proposal Based on the City’s requirements, InterDev recommends an onsite Public Safety Specialist resource.
Onsite Staffing
• Public Safety Specialist ½ FTE (one half fulltime equivalent) InterDev considers the best approach to meet multiple requirements is to put the best appropriate resource on the task at the time that it is needed. The proposed resource will be initially assigned to the City fifty percent of the time as he/she will be shared with one other municipality. Furthermore, this resource is actually a team of two (Anthony Laatz and Matt Church) that can share in the workload, experience, and after hours coverage. Anthony is currently working on the Glenview Public Safety Dispatch Expansion project and Matt is the primary Public Safety resource for Glenview. Anthony brings a deep network/telecom background and Matt brings existing Public Safety systems knowledge. Since the anticipated workload is estimated at .5-.75 FTE, additional resources beyond the .5 FTE that is being quoted can be added at additional expense if desired. No additional expense will be incurred without your prior approval. The Village of Glenview has offered to cover 10% of the expense as part of their Consolidated Public Safety Dispatch program. First year expenses for this level of Shared Public Safety Specialist support are as follows:
City of Lake Forest FB 2014 (Base) 2014 Contract Labor Category FBR($) FTE (hours / year) CY1 FBR ($)
Public Safety Specialist (.5 x FTE) $67.08/hour 1040 $69,760
Total $69,760
10% of position covered by Glenview -$6,976
Adjusted Total $60.37/hour $62,784
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Exhibit A Lake Forest Public Safety Technology Support Matrix Revised July 23, 2014
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DRAFT
LAKE FOREST PUBLIC SAFETY TECHNOLOGY SUPPORT MATRIX
Revised July 23, 2014
Description IT DivisionIT Help Desk SupportPS StaffPS Liaison to VendorOutside VendorPS Contract SupportPotential?Computer Hardware (Desktops/Laptops/Printers):
Procurement ●●
Implementation/Ongoing Support ●●●
Citywide Applications ●●See List Below
New World Systems:
Server Maintenance/Upgrades (current)●●
Server Maintenance/Upgrades (post-consolidation)●●Glenview
Application Upgrades - Install on end user HW ●●
User Support/Training/Open Issues ●●●
Public Safety Specialized Applications:See List Below
Hardware Install/Configuration/Upgrades ●●●●●
Server Software Install/Configuration/Upgrades ●●
Client Software Install/Configuration/Upgrades ●●●
User Support/Training ●●●
Radios ●●
Radio Frequency Licensure ●●
Radio Repeaters ●●
Siren System ●●
City Wide Applications:
Windows OS Microsoft Information Technology
Microsoft Office Microsoft Information Technology
HTE - includes CAD VI System HTE/Sungard Information Technology
CRIMES System for AS/400 Interface to Historical Data HTE/Sungard Information Technology
GIS ArcView (support for NWS map updates)ESRI MGP - GIS Consortium
MapOffice Web ESRI MGP - GIS Consortium
Fortis Workstation (EDMS)Westbrook Tech.Information Technology
Adobe Acrobat Pro/Reader/Flash Adobe Information Technology
PDFCreator Information Technology
Visio Microsoft Information Technology
Ghost Console Client Symantec Information Technology
Trend Micro OfficeScan Antivirus Trend Micro Information Technology
BMC Track-It audit agent BMC Information Technology
(continued)
Vendor:Maintenance Contract Admin
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DRAFT
Public Safety Specialized Applications:
FireHouse 7 System Firehouse ●Public Safety
Sentinal 911 System Sentinel ●Public Safety
Keltron Alarm Dispatcher System Keltron ●Public Safety
iClear ●Public Safety
LEADS 2000 State of Illinois ●Public Safety
NICE Dispatch call recording software ●Public Safety
NICE Scenario Replay clients ●Public Safety
BEAST Evidence System Porter Lee ●Public Safety
CACE accreditation management ●Public Safety
CLEAR – investigative background software ●Public Safety
CodeRED reverse 911 (SaaS)CodeRED ●Public Safety
ID Networks Livescan & Photo Line-up MorphoTrust ●Public Safety
Arbitrator 360 back end client software Panasonic/CDS ●Public Safety
FACES composite software ●Public Safety
Polycom Fire Teleconferencing AVI Systems ●Public Safety
High School camera access (Dedicated fiber)●N/A
Netmotion Netmotion ●Public Safety
VZAccess Manager Verizon Wireless ●N/A
Municipal Offense Violation Enforcement MSI ●Public Safety
Building and jail camera system InterSecurity Sys.●Building Maintenance
Investigations camera system Speeco ●Building Maintenance
Camera MOCIC (Investigations Camera Surveillance)●Public Safety
Lexipol policies and policy training (SaaS)Lexipol ●Public Safety
Emnet Emergency Alert System ●Public Safety
Critical Reach APBnet Alert System ●Public Safety
VineLight New World Fire reporting online tool VineLight ●Public Safety
ImageTrend EMS Field Bridge ImageTrend ●Public Safety
Rangetech firing range controlling software ●Public Safety
ASTRO 25 Motorola radio configuration software Motorola ●Public Safety
Fire Studio 5 ●Public Safety
Knoxbox configuration software ●Public Safety
TrueCrypt for Investigations ●N/A
VLC Media Player for Investigations ●N/A
Vendor:Maintenance Contract Admin
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1
AGREEMENT BETWEEN
CITY OF LAKE FOREST
AND
TESKA ASSOCIATES, INC.
This AGREEMENT is made on and entered into this day of _____________,
2014 by and between the City of Lake Forest, and Illinois Municipal Corporation
with offices at 220 E. Deerpath, Lake Forest, IL, 60045 hereinafter referred to as
the "CLIENT", and Teska Associates, Inc., an Illinois Corporation with offices at 627
Grove Street, Evanston, Illinois 60201, hereinafter referred to as the
"CONSULTANT".
WITNESSETH:
WHEREAS, the CLIENT desires to engage the services of the CONSULTANT to
furnish professional and technical assistance in connection with the
redevelopment of the City’s Laurel and Western Avenues property (“the Site”)
including, but not limited to consideration and establishment of a Tax Increment
Finance District, final developer selection and negotiations relating to a Term
Sheet, hereinafter referred to as the "PROGRAM", and the CONSULTANT has
signified its willingness to furnish professional and technical services to the
CLIENT.
NOW THEREFORE, the parties hereto do mutually agree as follows:
A. Scope of Consultant's Services
The CONSULTANT agrees to continue work upon execution of this AGREEMENT,
and to perform those services outlined in Attachment "A", a copy of which is
attached hereto and incorporated in this Agreement, utilizing the degree of skill
and care exercised by practicing professionals performing similar services under
similar conditions. CONSULTANT makes no other representations and no
warranties of any kind, whether express or implied, with respect to its services
rendered hereunder.
B. Services to be provided by the CLIENT
In the event that any information, data, reports, records and maps are existing
and available and are useful for carrying out the work on this PROJECT, the
CLIENT shall promptly furnish this material to the CONSULTANT. CONSULTANT shall
be entitled to rely upon the accuracy and completeness of all information
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provided by the CLIENT and the CLIENT shall obtain any information reasonably
necessary for the CONSULTANT to perform its work under this Agreement. The
CLIENT will be responsible for the organization and conduct of all meetings
necessary to carry out the services described in Attachment "A". The CLIENT
designates Catherine Czerniak to act as its representative with respect to the
work to be performed under this Agreement, and such person shall have
authority to transmit instructions, receive information, interpret and define the
CLIENT's policies and provide decisions in a timely manner pertinent to the work
covered by this Agreement until the CONSULTANT has been advised in writing by
the CLIENT that such authority has been revoked. The CONSULTANT shall assign
Lee M. Brown, Project Manager with respect to the work to be performed under
this agreement.
C. Compensation
The CONSULTANT shall be compensated for services on the basis of hourly billing
rates for professional and technical staff time devoted to the PROJECT, plus
reimbursement for directly-related expenses such as travel (including use of
automobiles at $0.555 per mile, tolls, reproduction, subcontractors, etc.). The
billing rates for professional staff are:
Lee M. Brown $175/hour
Other Principals $140 -- $185/hour
Senior Associates $115 - $135/hour
Associates $90 -- $105/hour
Clerical/Technical $60/hour
Based upon the Scope of Services in Attachment A, with the exception of
Optional Services as identified therein, the maximum compensation for this
project will not exceed Thirty-Five Thousand Dollars ($35,500). All tasks identified
as “optional” services will be performed only in response to written requests from
the CLIENT in accord with Paragraph B above. Compensation for optional
services will be subject to mutual agreement between the CLIENT and the
CONSULTANT, but would be in addition to this not-to-exceed budget. An
accurate accounting of the hours and expenses incurred on the assignment
shall be kept by the CONSULTANT and the CLIENT will be invoiced accordingly.
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D. Method of Payment
Method of payment shall be as follows: The CONSULTANT shall submit monthly
invoices for costs incurred on the PROJECT during the billing period. Invoices are
subject to the requirements of the Prompt Payment Act of the State of Illinois. To
the extent permitted by applicable law, the CLIENT agrees to pay all costs and
disbursements, including reasonable attorney's fees, incurred by the
CONSULTANT in legal proceedings to collect for invoices which are delinquent
and payable. No interest or collection costs shall be included in the upset
maximum budget of this Agreement.
If the CLIENT fails to make any payment due the CONSULTANT within sixty (60)
days from receipt of the invoice, the consultant may, after giving seven days'
written notice to the CLIENT, suspend services under this AGREEMENT until it has
been paid in full all amounts due.
E. Time of Performance
Work shall proceed in a timely manner according to mutually acceptable
scheduling adopted between the CLIENT and CONSULTANT. The services of the
CONSULTANT will begin upon delivery to the CONSULTANT of an executed copy
of this Agreement and shall continue through April 30, 2014 or until authorized
funds are expended.
F. Excusable Delays
The CONSULTANT shall not be in default by reason of any failure in performance
of this Agreement in accordance with its terms (including any failure by the
CONSULTANT to make progress in the prosecution of the work hereunder which
endangers such performance) if such failure arises out of causes beyond the
reasonable control and without the fault or negligence of the CONSULTANT.
Such causes may include, but are not restricted or limited to, acts of God, or of
the public enemy, acts of the government in either its sovereign or contractual
capacity, fires, floods, epidemics, quarantine restrictions, strikes, illness,
accidents, and unusually severe weather, but in every case the failure to
perform must be beyond the control and without the fault or negligence of the
CONSULTANT.
G. Termination
The CLIENT and the CONSULTANT shall have the right to terminate the
Agreement by written notice delivered to the other party at least thirty (30) days
prior to the specified effective date of such termination. In such event, all
finished and unfinished documents prepared by the CONSULTANT under the
Agreement shall become the property of the CLIENT upon payment of all
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invoices properly submitted and due the CONSULTANT under the terms of the
Agreement. CLIENT acknowledges that incomplete documents are not
represented as suitable for any use or purpose, and further agrees to defend,
indemnify, and hold the CONSULTANT harmless from and against all claims,
costs, suits, damages, liabilities, and expenses, including reasonable attorneys’
fees, arising from or relating to any use, reuse, or modification of any
CONSULTANT-authored documents that occurs without the CONSULTANT’S
consent and professional involvement. This includes any subsequent use or
completion of any incomplete documents.
H. Dispute Resolution
The parties agree that all claims, disputes, or other matters in question that arise
out of or relate to this AGREEMENT or the breach thereof shall be submitted to
non-binding mediation as a condition precedent to the institution of legal
proceedings. If mediation fails to resolve the matter, either party may initiate
litigation in a court of competent jurisdiction in the State of Illinois.
I. Conflict of Interest
The CONSULTANT certifies that to the best of his knowledge, no CLIENT's
employee or agent interested in the Agreement has any pecuniary interest in
the business of the CONSULTANT or the Agreement, and that no person
associated with the CONSULTANT has any interest that would conflict in any
manner or degree with the performance of the Agreement.
J. Changes
The CLIENT may, from time to time, require or request changes in the scope or
deadline of services of the CONSULTANT to be performed hereunder. Such
changes, including any appropriate increase or decrease in the amount of
compensation, which are mutually agreed upon by and between the CLIENT
and the CONSULTANT, shall be incorporated in written amendments to this
Agreement.
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K. Hold Harmless
The CLIENT shall hold the CONSULTANT harmless, protect and defend the
CONSULTANT against any claims brought by third parties in connection with the
Agreement that are the result of the CLIENT'S negligence. In the event of any
claims brought against the CONSULTANT as a result of its non-negligent activities
pursuant to this Agreement, the CLIENT agrees to assert its governmental
immunities to the extent applicable in favor of CONSULTANT.
To the fullest extent permitted by law, the total liability in the aggregate, of the
CONSULTANT to the CLIENT or anyone claiming by, through, or under the CLIENT,
whether arising in tort, breach of contract, or by virtue of any other cause of
action or legal theory, shall be limited to the coverage and limits of the
insurance required of CONSULTANT by this Agreement.
The CONSULTANT shall indemnify and hold the CLIENT from and against
damages, costs, liabilities, and expenses, to the extent caused by the
CONSULTANT’S negligence in the performance of its services under this
Agreement.
L. Insurance
The CONSULTANT shall maintain and keep in force during the term of this
Agreement Commercial General Liability and Automobile Liability coverage in
the following minimum amounts:
Commercial General Liability
General Aggregate Limit $3,000,000
Product-Completed Operation $1,000,000
Each Occurrence Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Medical expense Limit $10,000
Auto - Combined Single Limits (each Accident) $1,000,000
Excess/Umbrella Liability $1,000,000
Workers Compensation (statutory limits) $500,000
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M. Subcontracting
A portion of the services covered by this Agreement are authorized to be
performed by Sub-Contractors (Kane, McKenna and Associates, and Business
Districts, Inc.) under the supervision of the CONSULTANT. No portions of the
services covered by this agreement shall be performed by Sub-Contractors
other than Kane, McKenna and Associates, and Business Districts, Inc. without
the prior written consent of the City. The CONSULTANT shall be as fully
responsible to the City for the acts and omissions of the CONSULTANT’s
subcontractors and of persons either directly or indirectly employed by the
CONSULTANT.
IN WITNESS WHEREOF, the CLIENT and the CONSULTANT have executed this
AGREEMENT on the date and year first above written.
CONSULTANT: CLIENT:
TESKA ASSOCIATES, INC. CITY OF LAKE FOREST, IL
BY: BY: ________________________
Lee M. Brown
President
DATE:__________________
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Attachment A
Phase 2 - Scope of Services: Developer Negotiations, Tax Increment Financing
District
The Project Area is anticipated to include all properties and rights-of-way
adjacent to the City of Lake Forest owned properties northwest of the
intersection of Laurel and Western Avenues. Phase 1 of this TIF project, a project
eligibility report, has been completed, and that report concluded that the site is
eligible as a Tax Increment Finance (TIF) District as defined by State Statute. As a
result, subsequent phases, including the creation and adoption of
Redevelopment Plan and Program, final developer selection, and adoption of
development agreements, can proceed and are the subject of this scope of
services.
Task 2.1: Project Coordination. On an ongoing basis, the Consultant will
communicate with City staff and the Property and Public Lands Committee to
coordinate project schedules and discuss project goals and performance
standards.
Task 2.2: Negotiations. The Consultant will continue to participate in and guide
discussions with the selected developer regarding the Term Sheet and Purchase
Agreement.
Task 2.3: Redevelopment Plan Finalization and Program Formulation. The
Consultant will work with City staff, in consultation with the PPL, to finalize the
Redevelopment Plan. The Plan will include recommended boundaries and land
uses, and address, to the extent necessary, site remediation, infrastructure needs
and other public improvements. The Plan will also provide build-out estimates
using general planning standards for the Project Area.
Subsequent to, or simultaneously with, the preparation of the Redevelopment
Plan, a Redevelopment Program will be prepared in accordance with the Illinois
Real Property Tax Increment Allocation Redevelopment Act. The
Redevelopment Program will identify and project costs for land acquisition and
disposition, public improvements, and other eligible project expenses. The
program will also identify sources of funds, obligations to be issued, an analysis of
assessed valuation increments, and an implementation schedule. The Program
will include the development of projections for incremental revenues and
project expenses during the potential 23 year duration of the TIF District. The City
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will provide The Consultant with cost information for all public improvements and
building demolition that may be included as eligible project costs.
Task 2.4 Boundary Survey and Legal Description. Subsequent to the decision
on the final boundaries of the TIF district, the City shall cause to have prepared a
legal description of the boundary of the proposed district. The City shall be
responsible for amendments to the legal description if necessary
Task 2.5 Public Process: TIF Redevelopment Plan, Program and
Comprehensive Plan Amendment. The Consultant will submit a digital copy of
the draft and final Redevelopment Plan and Program and Eligibility report, and
will attend a limited number of Plan Commission or City Council meetings as
agreed upon to present the proposed Redevelopment Plan and Program.
Based on input received, The Consultant will make modifications as necessary.
Task 2.6 Public Notice of Meetings and Interested Parties Registry. The
Consultant will assist the City, and The City will be responsible for preparing and
executing all required mailings and public notifications of Joint Review Board
(JRB) and other required public hearings as described in State Statutes, and will
keep complete records of these notices for each project area. The City will also
establish an interested parties registry and publish the details of the registry in a
newspaper of local circulation. The Consultant will provide technical assistance
and model documents as needed.
Task 2.7 Joint Review Board Meeting. The City will convene a JRB meeting
as required by TIF statute. The Consultant will attend the meeting of the JRB to
present the findings of the feasibility study and the Plan and Program.
Task 2.8 Public Hearing. The Consultant will participate in a formal public
hearing before the City Council as required by Illinois Revised Statutes. The
Consultant will present the Plan and Program, and respond to questions.
Task 2.9 City Council Deliberations. The Consultant will attend an additional
meeting of the City Council following the close of the TIF public hearing, if
necessary, and provide assistance in its deliberations.
Task 2.10 Minor Amendments. Minor amendments to the TIF Redevelopment
Project report will be prepared by The Consultant, if required, as a result of City
Council deliberations in Task 2.9.
Task 2.12 Ordinances. The City is responsible for preparation of ordinances
required for adoption of the TIF District. If requested, The Consultant will provide
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model ordinances and assistance.
OTHER OPTIONAL SERVICES:
Additional Meetings/Revisions. The Consultant may participate in additional
meetings with the City, developer(s) or the Joint Review Board to review reports,
development agreements, prepare revisions/amendments or discuss
implementation of the project. The Consultant will be compensated for
additional meetings and assignments on the basis of time and expenses, or as
mutually agreed upon.
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