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CITY COUNCIL 2017/04/03 AgendaTHE CITY OF LAKE FOREST CITY COUNCIL AGENDA Monday, April 3, 2017 at 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 George Pandaleon, Alderman Second Ward Michelle Moreno, Alderman Fourth Ward Timothy Newman, Alderman Second Ward Raymond Buschmann, Alderman Fourth Ward MOTION TO APPOINT ALDERMAN PANDLEON AS ACTING MAYOR CALL TO ORDER AND ROLL CALL PLEDGE OF ALLEGIANCE REPORTS OF CITY OFFICERS 1. COMMENTS BY MAYOR A. Arbor Day Proclamation A copy of the Proclamation can be found on page 17 2. COMMENTS BY CITY MANAGER 3. COMMENTS BY COUNCIL MEMBERS 4. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS 5. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the March 20, 2017 City Council Meeting Minutes A copy of the minutes can be found on page 18. COUNCIL ACTION: Approval of the Minutes 2. Consideration of Approval Only of Executive Session Minutes STAFF CONTACT: Margaret Boyer, City Clerk (847-810-3674) PURPOSE AND ACTION REQUESTED: Staff requests approval only of reviewed Executive 1 Monday, April 3, 2017 City Council Agenda Session minutes reviewed at the March 6, 2017 City Council meeting. These include the minutes of12/7/2015,1/19/2016,2/1/2016,3/7/2016,4/4/2016,6/16/2016,9/6/2016,11/7/2016,and 1/11/2017 meetings, as mandated by Section 2.06 of the Open Meeting Act. These executive session minutes will remain confidential until the need for confidentiality no longer exists and are approved for release by the City Council. COUNCIL ACTION: Approval only of Executive Session minutes of the City Council to include the dates listed above. 3. Check Register for period February 25- March 24, 2017 Fund Invoice Payroll Total General 391,844 1,097,697 1,489,541 Water & Sewer 67,088 115,958 183,046 Parks & Recreation 165,986 284,866 450,852 Capital Improvements 101,025 0 101,025 Motor Fuel Tax 0 0 0 Cemetery 7,259 18,403 25,661 Senior Resources 14,713 18,470 33,183 Deerpath Golf Course 53,027 1,910 54,938 Fleet 70,882 33,282 104,164 Debt Funds 250 0 250 Housing Trust 0 0 0 Park & Public Land 0 0 0 All other Funds 341,097 138,369 479,466 $1,213,171 $1,708,956 $2,922,127 4. Approval of Contract for Annual Mowing Services in Parks FY18 Budget STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry (810-3565) PURPOSE AND ACTION REQUESTED: City staff and the Parks & Recreation Board are seeking approval to enter into a one year contract with Landscape Concepts Management, Inc. to provide mowing services for 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 the passive parks and miscellaneous parcels. We chose not to 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. The outsourcing of mowing has proven to be a beneficial fiscal approach by reducing labor expenses and long- term capital equipment replacement costs. For FY18, staff conducted an expansive bid request that included the mowing of the eleven City areas along with the mowing of twenty City right-of-ways and 136 cul-de-sacs. 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 3-year bids with this year’s bid process. Staff has the ability to extend the contract after the first season or rebid the contract for FY19. 2 Monday, April 3, 2017 City Council Agenda PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Parks & Recreation Board 03/21/17 Recommended Approval BUDGET/FISCAL IMPACT: Funding for the annual mowing contract is budgeted in the Parks Fund 220 operating budget. Staff received five (5) bids for the annual mowing service as detailed below. FY18 Mowing Services Bid Data Overview: City Properties City Cul- de-Sacs City Right- of-Ways TOTALS KGI Landscaping Co.* $28,000.00 $15,000.00 $16,400.00 $59,400.00 Landscape Concepts $30,833.00 $36,267.00 $28,900.00 $96,000.00 Lizzette Medina & Co. $75,316.68 $20,477.98 $33,341.75 $129,138.41 Langton Group $39,097.44 $76,160.00 $39,007.92 $154,265.36 Fleck’s Landscaping $102,117.00 $30,478.00 $100,671.00 $233,266.00 After careful review of the bids by City staff, it was determined that due to inconsistent and unsatisfactory reference checks, the low bid was rejected. The bid should also be rejected based upon unknown performance of the low bidder with projects of this type*. City staff is recommending the selection of Landscape Concepts for a one year contract. Landscape Concepts has had a very successful record while having the landscape contract the past three years and City staff is very pleased with its work. It has excellent references for similar work with surrounding communities as well. Further, Landscape Concepts is very familiar with the City and has a complete understanding of the high standards level that must be maintained. Below is an estimated summary of Project budget: FY18 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks Operating Fund 220 $100,000 $96,000.00 Y COUNCIL ACTION: Approval of Council to award a one year contract to Landscape Concepts Management in the amount of $96,000 for FY18 for the mowing and grounds maintenance of City properties, cul-de-sacs, and right-of-ways. 3 Monday, April 3, 2017 City Council Agenda 5. Approval of South Park Playground FY18 CIP Project STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry (810-3565) PURPOSE AND ACTION REQUESTED: City staff and the Parks & Recreation Board are seeking approval to award a contract to Landscape Structures to purchase replacement playground equipment and installation materials for the South Park Playground Capital Project. BACKGROUND/DISCUSSION: South Park is one of six neighborhood parks in the City of Lake Forest and is located in the southeast portion of the City. The park has a playground designed for children 2-12 years of age, which is heavily used on a daily basis. The current playground was built in 1990 and has reached the end of its useful life. Some improvements have been made over the past ten years; however, replacement is needed to provide a safe and modern play structure for children. In order to provide a consistent appearance of playgrounds in the parks, and because residents have communicated strong support for the recent playground designs and surfacing material at Townline, Everett and West Parks, City staff again worked with NuToys Leisure Products, the representative for Landscape Structures, to design a playground that would be well suited in scale for the South Park property. The proposed playground is designed with play elements that appropriately stimulate and encourage motor and cognitive play for young children, are in full compliance with current ADA standards, and has poured-in-place surfacing which reduces the weekly and annual maintenance needs. City staff also worked to keep the cost of the project down, while at the same time ensuring that the highest quality standards were achieved. NuToys Leisure (Landscape Structures) is an approved vendor through HGACBuy, a national procurement service which competitively bids playground equipment to offer time and cost savings (8% discount on equipment) for governmental entities and is compliant with the City of Lake Forest purchasing policies and State of Illinois procurement statutes. In addition, costs for construction will be greatly reduced by having the playground installed by our trained City staff. Upon approval by the City Council, the tentative schedule for this project will be the purchase of all equipment in May 2016, with pre-construction beginning in July, and installation starting later that month. The tentative completion date for this project is August 25, 2017. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Parks & Recreation Board 03/21/17 Recommended Approval Public Meeting 03/15/17 Received feedback on design options Parks & Recreation Staff 12/2016- 03/2017 Staff worked with NuToys Leisure in design development 4 Monday, April 3, 2017 City Council Agenda BUDGET/FISCAL IMPACT: The total cost for this project; including equipment, site work and Poured-in-Place rubber surfacing is $230,000. Funding for the South Park Playground Project is budgeted in the FY’18 CIP (Parks & Public Land Fund and the Special Recreation Fund). Our estimated break down of costs is as follows: Below is an estimated summary of Project budget: FY ’18 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Parks & Public Land Fund $200,000 $195,000 Y Special Recreation Fund $35,000 $35,000 Y COUNCIL ACTION: Approval of Council to award contract to Landscape Structures for the purchase of playground equipment and surfacing, and the purchase of materials to complete installation of South Park Playground, not to exceed $230,000. 6. Consideration of an Ordinance Approving a Recommendation from the Building Review Board. (First Reading and if Desired by the City Council, Final Approval) STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504) The following recommendation from the Building Review Board is presented to the City Council for consideration as part of the Omnibus Agenda. 270 E. Westleigh Road - The Building Review Board recommended approval of the demolition of the existing single family residence. No replacement residence is proposed at this time. The owners intend to market the 10 acre parcel for development. Letters were received from two neighboring property owners expressing concern about the loss of the house. Based on the consultant’s report, the Board determined that the house, although designed by Stanley Anderson, was significantly modified over the years and no longer retains its original significance. (Board vote: 4-0, approved) Expense Amount Playground Equipment $102,528 Poured-in-Place Rubber Surfacing $80,384 Site Work $36,122 • Stone Installation (5282 Square Feet) • Woodchip Removal, Drainage and Misc. Site Work Contingency (5%) $10,966 Total Expense: $230,000 5 Monday, April 3, 2017 City Council Agenda The Ordinance approving the petition as recommended by the Building Review Board, with key exhibits attached, is included in the Council packet beginning on page 25. The Ordinance, complete with all 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 Building Review Board’s recommendation. 7.Consideration of a Recommendation from the Plan Commission in Support of Tentative Plat Approval for a 4-Lot Subdivision, the Saunders Estates – Lake Forest Subdivision. (Approval by Motion) STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504) PURPOSE AND ACTION REQUESTED: Consideration of a recommendation from the Plan Commission in support of approval of the tentative plat of subdivision for the proposed Saunders Estates – Lake Forest Subdivision. BACKGROUND/DISCUSSION: The parcel proposed for subdivision totals 5.47 acres and is located on the west side of Saunders Road, west of Conway Farms Drive, south of Route 60 and east of the Illinois Tollway. The property proposed for subdivision was previously developed with a single family home and accessory buildings. The structures were removed from the property, while it was under a previous ownership, due to numerous Code violations. The property as it stands today is a vacant, developable property. The proposed lots comply with the requirements of the R-3 District with the exception of the lot to depth ratio. The Commission determined that the deeper lots are appropriate given the adjacency to the Tollway. The Plan Commission held a public hearing on March 8, 2017, to consider this petition. Two neighboring property owners spoke in support of the petition. The Plan Commission voted 7 to 0 to recommend tentative plat approval to the City Council. The Plan Commission’s report is included in the Council packet beginning on page 37 along with the recommended tentative plat of subdivision. COUNCIL ACTION: Approve a motion granting tentative plat approval for the Saunders Estates – Lake Forest Subdivision. 8.Consideration of a Request for an Extension of Approvals Previously Granted for the Westleigh Farm Planned Preservation Subdivision and the Associated Special Use Permit. (Approve by Motion) STAFF CONTACT: Catherine Czerniak, Director of Community Development (810-3504) PURPOSE AND ACTION REQUESTED: The Council is asked to consider a request for a six month extension of the approvals previously granted for the Westleigh Farm Planned Preservation Subdivision and the associated Special Use Permit. 6 Monday, April 3, 2017 City Council Agenda BACKGROUND/DISCUSSION: On April 18, 2016, the City Council granted approval of the final plat for the 34-lot, Westleigh Farm Planned Preservation Subdivision and the associated Special Use Permit. The Code requires that a final plat be recorded within 12 months of Council approval. Due to extended negotiations between the property owners and the developer, the land sale was delayed and as a result, the final plat of subdivision has not yet been finalized and recorded. Both parties, owners and the developers, report that negotiations are completed and the sale of the property is imminent. The parties jointly request a six month the extension of the approvals. The subdivision is proposed on a 47 acre parcel which has been in the ownership of the Reilly Family for many decades. The property is located south of Route 60 and west of Ridge Road and was in agriculture use until just a few years ago. A single family house and several outbuildings are located on the property; some of these structures are planned for restoration and adaptive reuse as part of the development. Thirty-three new lots are proposed along with one additional lot which will be configured to support the existing residence which is planned for restoration and renovation. The new building lots range in size from about a third of an acre to just over an acre. Larger lots are proposed at the south end of the development, smaller lots on the northern half. The smaller lots ring a central open area which will be landscaped with low maintenance plantings and used for passive recreation. Ultimately, trail connections to the Lake Forest Open Lands’ property to the south are planned. The requested extension will allow the subdivision to proceed as recommended by the Plan Commission and as approved by the City Council. No changes to the plan are proposed as part of this request. With approval of the extension, staff will work with the developer to finalize the various plans and documents, consistent with the conditions of approval, in preparation for recording of the subdivision plat. Site work is anticipated to get underway later this year. A letter requesting the extension, signed by the property owners and the developer, is included in the Council packet beginning on page 46. A vicinity map, the final plat of subdivision and a site plan are also included as background information. COUNCIL ACTION: Approve a motion extending the approval of the Westleigh Farm Planned Preservation Subdivision for six months, until October 18, 2017. 9.Consideration of an Ordinance Amending Section 150.384, titled “Sewage and Sewage Disposal” of the City Code (Final Approval) STAFF CONTACT: Victor Filippini, City Attorney PURPOSE AND ACTION REQUESTED: On March 6, 2017, the City Council granted first reading of an ordinance amending Section 150.384 relating to the use of on site septic systems for sewage disposal. The Council requested further revisions to the Code language prior to final consideration by the Council. 7 Monday, April 3, 2017 City Council Agenda PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 3/15/17 Reviewed and Approved City Council Workshop 2/13/17 Discussed, no formal action taken Public Works Committee 1/4/17 Reviewed Public Works Committee 12/5/16 Reviewed BACKGROUND/DISCUSSION: Over the past several months, the Public Works Committee discussed the City Code as it relates to properties served by private, on site septic systems. Most properties in the City are connected to the public sanitary sewer system however; there are approximately 85 properties in the community that are served by on-site septic systems. Currently, the City Code requires properties to be connected to the public sanitary sewer if the sewer is accessible which, as defined by the Code, means that the public sewer is located within 500 feet of residential properties or, 1,000 feet of non-residential properties. The City Code specifies that if a public sewer becomes accessible, a property must be connected to the public sewer within six months. The City’s long held goal of connecting all properties within the city limits to public sewer is intended to support orderly development, a sustainable environment and the overall health and welfare of residents in the community. The proposed amendments are intended to achieve the following: - Update and clarify the language of the Section. - Align the City Code with the requirements of the Lake County Code recognizing that the County is responsible for issuing permits for septic systems. - Establish a certification program requiring owners of properties with septic systems to submit documentation to the City, on a regular basis, of regular maintenance, proper operation, and confirmation that no health or environmental hazard exists. - Specify conditions under which interim use of an existing septic system may continue. - Establish conditions under which connection to the public sewer system is “triggered” and may be required by the City. - Raise awareness and set realistic expectations for owners and potential buyers of properties currently served by on site septic systems relating to requirements for connection to the public sanitary sewer. As noted above, the Council previously granted first reading of an ordinance approving the proposed amendments subject to final revisions. The Ordinance, with a blackline version of the Code Section reflecting amendments made since first reading, is included in the Council packet beginning on page 54. A clean copy of the Code Section incorporating all of the proposed amendments is also included in the packet. COUNCIL ACTION: Grant final approval of an Ordinance amending Section 150.384, titled “Sewage and Sewage Disposal” of the City Code. 10. Award of Bid for the Interior Improvements for the East Train Station Improvement Project 8 Monday, April 3, 2017 City Council Agenda STAFF CONTACT: Mike Strong, Assistant to the City Manager (810-3680) PURPOSE AND ACTION REQUESTED: The Public Works Committee is recommending City Council award a bid for the interior improvements to the East Side Train Station, to MAG Construction, Inc. A portion of the contract will be funded through remaining Illinois Transportation Enhancement Program (“ITEP”) grant funds. BACKGROUND/DISCUSSION: Since 2012, the City has been undergoing extensive restoration and renovation efforts to stabilize and restore the Metra/Union Pacific North Line commuter station in downtown Lake Forest. To assist in funding this work, the City applied for, and was granted, ITEP grants totaling over $2.07 million. The ITEP program offers an 80/20 grant, meaning the City is reimbursed 80% for every dollar that is spent on projects funded by the program. Due to costs associated with this project, the City has pursued the project in a phased approach. With the second phase (exterior restoration) being completed in fall 2016, the City is prepared to undergo the final phase of the project. Earlier this year, on January 17, 2017, the City Council considered and approved a contract with GeWalt Hamilton & Associates for the phase III construction engineering services for the final phase of the project. The final phase of the project will include a relocation and expansion of the public restrooms. Specifically, the scope of work will include the relocation and expansion of the restrooms to the south tenant space, reconstructing the floor and structural members, installing new mechanical and plumbing infrastructure, and laying historically-accurate tile flooring. Because this work will take place in a non-public area, no closures of the existing facilities or platform are anticipated. Additionally, City Staff and the Contractor will work with Metra and Union Pacific officials to ensure that all staging of materials and dumpsters are done so in a manner that minimizes impact to patrons and commuters. The anticipated starting date of construction will be in mid-to-late May, and substantial completion of the project is planned for the end of August. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee April 3, 2017 Reviewed and Approved Public Works Committee January 4, 2017 Reviewed, Phase III Engineering Contract Approved Finance Committee November 14, 2016 Reviewed with Capital Plan BUDGET/FISCAL IMPACT: Bid packages were prepared and competitive bids solicited for this project. Sealed bids were received from two contractors and opened on March 23, 2017. The lowest bid received was from MAG Construction, Inc. in the amount of $364,344.05. The bids are summarized in the table below. Company Name Dollar Amount Bid MAG Construction, Inc. $364,344.05 Boller Construction $435,056.94 Similar to the exterior stage of this project, the City received very few qualified competitive bids. In speaking with prospective bidders (those that downloaded contract documents but 9 Monday, April 3, 2017 City Council Agenda did not submit), some stated they did not have enough time to review and complete the bid items, there was confusion over the unit-based costing methodology, or felt the level of insurance requirements necessary for the scope was unreasonable or unattainable for their subcontractors. Similar concerns and issues were raised during the exterior restoration stage of the project, a previous contract that only received two qualified bids. The lowest qualified bidder in this case, MAG Construction, Inc., has been commissioned for work by the City in the past. They have demonstrated an ability to manage this type of work in an acceptable manner, and recently were awarded a contract to complete the exterior restoration stage of this project. Their familiarity with the ITEP program and Illinois Department of Transportation (“IDOT”) requirements also help achieve greater efficiency in this project. To this end, the Public Works Committee is recommending that MAG Construction, Inc. be awarded this project. In addition to the contract amount, staff is requesting a $30,000, or approximately an 8.2%, contingency for any unforeseen for construction or engineering services related to the project. Below is an estimated summary of Project budget: FY2017 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N FY2017 – Capital Fund $363,418.51 $363,418.51 Y FY2018 – Capital Fund $80,000.00 $30,925.54 Y GRANT FUNDING ASSESSMENT: Estimated Project Cost (ITEP) Remaining Balance (80%) CIP Funding Metra Funding Local Share (20%) Additional Budgeted Funds $394,344.05 $213,435.61 $53,358.90 $97,549.54 $30,000.00 As shown in the table above, the current remaining ITEP balance available for this project will only cover $213,435.61 toward the balance. Additional budgeted CIP funding and contributions from Metra have been allocated to cover the remaining balance. It should be noted that total City contributions will account for $556,030 of the $2,990,041 project once the project is complete. A summary of total cost and funding allocation by source for the project has been attached on page 69. While The City is positioned to close out the ITEP grant portion of this project, there are still areas of the train station The City and Lake Forest Preservation Foundation will seek to restore as funds become available in the future. This includes the expansion of the lobby area, restoration of the original wainscoting and plaster repair, installation of historically-accurate flooring, and other mechanical, electrical and plumbing upgrades within the main depot building. A list of the unfunded improvements has been attached on page 70. COUNCIL ACTION: If determined to be appropriate by the City Council: 10 Monday, April 3, 2017 City Council Agenda 1. Award a contract with MAG Construction, Inc. to complete the interior improvements for the east train station improvement project in an amount of $364,344.05. 2. For any unforeseen circumstances for engineering or construction services, a $30,000 “non-contractor specific” contingency to be approved for use with either MAG Construction, Inc. or Gewalt Hamilton & Associates related to this project. 11. Request for City Council Approval of an Agreement for Professional Design Services for the Old Elm - Timber to Green Bay Storm Sewer Project STAFF CONTACT: Robert W. Ells, Superintendent of Engineering (847-810-3555) PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval to enter into an agreement with Baxter & Woodman to perform Professional Design Services for the Old Elm – Timber to Green Bay Storm Sewer Project. BACKGROUND/DISCUSSION: In 2014, Baxter & Woodman performed a comprehensive storm water drainage study for The City of Lake Forest. Computer models of the drainage system were used to identify problem areas and deficient sewers. The report identified thirteen locations to address needed storm sewer improvements. The highest priority project was identified and is being constructed this summer. The next highest priority project, Old Elm – Green Bay to Timber, the report identified that the existing storm sewer needs to be enlarged to meet the minimum requirements of the Lake County Watershed Development Ordinance in order to handle a 10-year storm event. The modeling for this study area showed the existing sewer having a capacity for a 5-year event. By enlarging the storm sewer along Old Elm, the depth of flooding on Forest Hill Road west of Timber Lane will be reduced. Based upon Baxter & Woodman’s past involvement in multiple storm water studies and their extensive knowledge of the City’s storm water system, staff is recommending that an exception be made to the RFP process (Section 8.5 D1 of the City’s purchasing procedures) and the firm be utilized for design of this project. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Finance Committee 11/5/14 Reviewed Stormwater Improvement Study BUDGET/FISCAL IMPACT: Staff is recommending approval of design services this evening so the design can be completed and an engineer’s estimate can be created. The FY2018 capital budget allocates $107,000 for design services. Beginning on page 71 of the packet is a copy of the design services agreement. Below is an estimated summary of Project budget: 11 Monday, April 3, 2017 City Council Agenda FY2018 Funding Source Account Number Amount Budgeted Amount Requested Budgeted? Y/N Capital 311-0050-417-67-42 $110,000 $107,000 Y COUNCIL ACTION: Acknowledge the exception noted in Section 8.5 D1 of the City’s Purchasing Directive and approve an agreement with Baxter & Woodman for Professional Design Services for the Old Elm – Timber to Green Bay Storm Sewer Project in the amount of $107,000. 12.Award of contract for The City of Lake Forest to Joint the MPI Crack Sealing Contract for 2017. STAFF CONTACT: Robert Ells, Superintendent of Engineering (847-810-3555) PURPOSE AND ACTION REQUESTED: Staff is requesting City Council approval for The City of Lake Forest to join the Municipal Partnership Initiative (MPI) Joint Crack Sealing contract, and enter into a contract with Patriot Pavement Maintenance. BACKGROUND/DISCUSSION: Cracks in pavements allow moisture to penetrate the surface causing premature pavement material failure. To minimize the water infiltrating the pavement base, crack sealing with a hot sealant is required. Crack sealing is a practical and cost effective measure and is an essential part of a good pavement maintenance program. City staff has previously briefed the City Council on 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 will join forces with nine other neighboring communities to take part in the MPI Crack Sealing contract for 2017. In 2017, the City plans to do approximately 50,000 feet of crack sealing. BUDGET/FISCAL IMPACT: The MPI Joint Crack Sealing Partnership Contract has been in place since 2016 and is renewable for three years. The City of Lake Forest is joining the MPI Joint Crack Sealing contract in its second year. The bid price consists of bid quantities that are to be completed by the nine partners of this project as part of their respective crack sealing program. The contractor for the partnership, Patriot Pavement Maintenance, has considerable crack sealing experience and is IDOT Certified to perform this type of work. If awarded, work on this project is expected to be completed in one week’s time. Upon award of the contract, The City will meet with the contractor to develop a schedule for the execution of work. Engineering staff will provide daily oversight and inspections of the crack sealing. The City’s website will also provide details of the work schedule. Below is an estimated summary of the project budget: FY2018 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Capital Fund 311-0050-417-67-23 $30,000 $30,000 Y 12 Monday, April 3, 2017 City Council Agenda COUNCIL ACTION: Staff recommends City Council award the 2017 MPI Crack Sealing contract to Patriot Pavement Maintenance in the amount of $30,000. 13. Award of Lake Forest portion of the 2017 Joint Concrete Sidewalk and Curb Replacement Contract. STAFF CONTACT: Robert W. Ells, Superintendent of Engineering (847-810-3555) PURPOSE AND ACTION REQUESTED: Staff recommends awarding the Lake Forest portion of the 2017 Municipal Partnership Initiative (MPI) Joint Concrete Sidewalk and Curb Replacement Program Contract to Schroeder & Schroeder, Inc. BACKGROUND/DISCUSSION: The Sidewalk Replacement program is an annual program that replaces hazardous and deteriorated sections of sidewalk and curb and gutter. Based on the City Sidewalk Survey and requests for replacement of concrete sidewalk and curb from residents and businesses, the Engineering staff prioritizes the locations for replacement based on the severity of their condition on an annual basis. City Staff has previously briefed the Council on MPI, a program that takes advantage of economies of scale for securing low bid prices. This year, the City will join forces with The City of Highland Park for the 2017 Joint Sidewalk and Curb Replacement Program. The City of Highland Park competitively bid a multiyear sidewalk and curb replacement contract in 2016 under the MPI program. BUDGET/FISCAL IMPACT: By joining the Highland Park MPI contract, the City of Lake Forest will realize a savings of $24,000 compared to our estimated cost for the FY 2018 Replacement Program. This savings will be used to replace additional sidewalk and curb identified by staff or requested by residents for replacement. Schroeder & Schroeder, Inc. has worked in Lake Forest on previous contracts with satisfactory results. If awarded, work on this project is expected to begin in June and be completed by the end of August. Upon award of the contract, municipalities will meet with the contractor to get a tentative schedule for each community. The Lake Forest property owners living near the vicinity of the construction work will be notified in advance of the start of construction. Each municipality will be responsible for inspecting their own Concrete Curb and Sidewalk Replacement program. The City’s Engineering staff will provide oversight through daily inspections for Lake Forest portion of the contract. Below is an estimated summary of Project budget: FY2018 Funding Source Account Number Account Budget Amount Requested Budgeted? Y/N Capital Fund 311-0050-417-67-12 $122,000 $122,000 Y 13 Monday, April 3, 2017 City Council Agenda COUNCIL ACTION: Staff recommends awarding the Lake Forest share of the 2017 Joint Concrete Sidewalk and Curb Replacement Program contract to Schroeder & Schroeder, Inc. for a not-to-exceed amount of $122,000.00. 14. Award of Contract for the Old Elm Road – Ridge Road Watermain Replacement Project STAFF CONTACT: Robert W. Ells, Superintendent of Engineering (847-810-3555) PURPOSE AND ACTION REQUESTED: Staff recommends City Council reject the apparent low bidder, Maneval Construction, for the Old Elm Road – Ridge Road Watermain Replacement Project and award the project to the second lowest bidder, RA Mancini. Soon after the bid opening, staff requested Maneval Construction to submit its performance record, per Article 3.01F of the project bid specifications, that specifies the description, location, and telephone numbers of all comparable water main projects constructed in the last five years by the bidder. Maneval Construction’s multiple responses to staff’s request did not provide any comparable water main projects that it constructed. Staff is concerned that Maneval lacks the experience to perform the work required under this contract. Therefore, staff recommends awarding the contract for the Old Elm Road – Ridge Road Watermain Replacement Project to the 2nd lowest bidder, RA Mancini. BACKGROUND/DISCUSSION: The overall project involves replacing an existing aged watermain located on Old Elm Road from Estes to Ridge. The project involves replacing the existing 6” cast iron watermain with a standard 8" PVC watermain. This represents the second Phase of the watermain replacement along Old Elm Road. The proposed contractor, RA Mancini, Inc. performed the Phase I installation last year (Estes west to drainage ditch). Each year, as part of the City’s Capital Improvement Program, staff evaluates the condition of existing watermain infrastructure in terms of age, capacity, watermain breaks, and other capital improvement projects scheduled on that street. Based on these factors, staff develops a schedule to replace the City’s water distribution system at an optimum functional level. A majority of the Old Elm Road watermain will be installed utilizing a trenchless, directional drilling technique, thereby creating less excavation and disturbance in the construction area. The preparation of plans and specifications, including performing field surveys and design, were prepared by in-house Engineering staff thereby allocating design savings to other CIP projects. The Engineering staff will also provide daily inspectional services for this project. BUDGET/FISCAL IMPACT: Bids for the Old Elm Road – Ridge Road Watermain Replacement Project were received and opened on March 23, 2017. The City received a total of eight bids. The following is a summary of the bids received: BIDDER BID AMOUNT (Old Elm: Estes to Ridge) Maneval Construction $494,916.50 RA Mancini, Inc. $524,979.50 14 Monday, April 3, 2017 City Council Agenda RJ Underground, Inc. $530,749.00 Campanella & Sons, Inc. $569,119.00 Berger Excavating Contractors, Inc. $658,260.00 Archon Construction Co. Inc. $671,225.00 DiMeo Bros. $692,749.00 Joel Kennedy Construction Corp $783,665.00 Engineer’s Estimate $590,175.00 In addition to conducting last years watermain project along Old Elm Road, the 2nd low bidder, RA Mancini, Inc. has previously worked in The City of Lake Forest on several comparable water main projects in the City over the last five years. The projects have been completed on time and the work was satisfactory to Engineering’s staff. If approved by City Council, the project would commence on or about June 5th and be completed by the end of August. Upon confirming the start date of the project, a letter will be sent to the residents within the limits of the project two weeks prior to start of construction. The City’s website will also provide details on the construction schedule. During construction, Old Elm will be closed for local traffic only. Motorists wanting to travel through the area will use Everett and Ridge as the detour. Below is an estimated summary of project budget: FY2018 Funding Source Account Number Amount Budgeted Amount Requested Budgeted? Y/N Water and Sewer Fund 508-0001-440-75-01 $610,000 $577,478 Y COUNCIL ACTION: Staff recommends awarding the contract for the Old Elm Road – Ridge Road Watermain Replacement Project to RA Mancini, Inc. in the amount of $524,979.50. In addition, staff is requesting that City Council authorize to expend, if necessary, an additional amount not to exceed 10% of the contract award for unforeseen change orders that may occur during the administration of this project. Therefore, the total contract cost is not expected to exceed $577,478.00. COUNCIL ACTION: Approval of the fourteen (14) Omnibus items as presented 6. ORDINANCES 7. ORDINANCES AFFECTING CODE AMENDMENTS 8. NEW BUSINESS 9. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 15 Monday, April 3, 2017 City Council Agenda 10. ADJOURNMENT Office of the City Manager March 29, 2017 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. 16 PROCLAMATION WHEREAS, Arbor Day will be officially observed in the State of Illinois on Friday, April 28, 2017, by proclamation of the Governor and the planting of trees on Arbor Day is a traditional activity throughout the State and The City of Lake Forest, and WHEREAS, Lake Forest, with its environment of natural areas, is particularly dedicated to the observance of this day and has consistency throughout its history enacted ordinances to preserve its trees and other natural assets, and WHEREAS, citizen groups, garden clubs, and private and public institutions have actively supported preservation efforts and the renewal of natural areas through tree planting and landscape projects, and WHEREAS, the celebration of Arbor Day 2017 in Lake Forest will include the distribution of Oak seedlings to students in public and private elementary schools, and Arbor Day 2017 will be celebrated throughout the day in programs at schools and other locations; and at Sheridan School (located at 1360 N. Sheridan Rd., Lake Forest), on Friday, April 28th at 10:00 a.m., where the City’s official Arbor Day trees, one Tulip tree, will be planted, and WHEREAS, trees in our City, wherever they are planted, increase property values, enhance our business and residential areas, beautify our community, and are a source of joy to gladden the hearts and promote the environmental well-being of present and future generations, and WHEREAS, The City of Lake Forest has been recognized as Tree City USA for thirty- four consecutive years by the National Arbor Day Foundation, NOW, THEREFORE, I, Donald P. Schoenheider, Mayor of The City of Lake Forest, do hereby proclaim Friday, April 28, 2017, as ARBOR DAY in The City of Lake Forest, and I urge all citizens to support efforts to protect our trees and woodlands, to support our City’s forestry program, to plant trees on this day, and to join in the celebration ceremonies. IN WITNESS HEREOF, I have hereunder set my hand and have had the Seal of The City of Lake Forest affixed this 3rd day of April, 2017. ____________________ Donald P. Schoenheider Mayor 17 The City of Lake Forest CITY COUNCIL Proceedings of the Monday, March 20, 2017 City Council Meeting - City Council Chambers, 6:30 p.m. CALL TO ORDER AND ROLL CALL: Honorable Mayor Schoenheider called the meeting to order at 6:32 pm, and City Clerk Margaret Boyer called the roll of Council members. Present: Honorable Mayor Schoenheider, Alderman Waldeck, Alderman Beidler, Alderman Pandaleon, Alderman Newman, Alderman Tack, Alderman Reisenberg, Alderman Moreno and Alderman Buschmann. Absent: None Also present were: Robert Kiely Jr., City Manager; Catherine Czerniak, Director of Community Development, Elizabeth Holleb, Director of Finance; Victor Filippini, City Attorney; Michael Thomas, Director of Public Works; Karl Walldorf, Chief of Police; Pete Siebert, Fire Chief; Mike Strong, Assistant to the City Manager along with other members of City Staff. There were approximately 100 persons present in the Council Chamber. CALL TO ORDER AND ROLL CALL 6:32 pm PLEDGE OF ALLEGIANCE was recited by all those present in the Chamber. REPORTS OF CITY OFFICERS COMMENTS BY MAYOR A. 2017-2018 Board & Commission Appointments ELAWA FARM COMMISSION NAME OF MEMBER APPOINT/REAPPOINT WARD Nicholas Peters APPOINT 3 CROYA NAME OF MEMBER APPOINT/REAPPOINT WARD Megan Engelberg APPOINT 4 COUNCIL ACTION: Approve the Mayor’s Appointments Alderman Reisenberg made a motion to approve the Mayors appointments, seconded by Alderman Beidler. Motion carried unanimously by voice vote B. Deer Path Art League, Emerging Artists Awards - Jillian Chapman, Creative Director Mayor Schoenheider introduced Ms. Chapman who introduced and invited each of the Emerging Artists up to the dais. Mayor Schoenheider presented each award and photos were taken. COMMENTS BY CITY MANAGER 18 Proceedings of the Monday, March 20, 2017 Regular City Council Meeting A. Update on March 15 Train Derailment City Manager Robert Kiely stated that staff was unable to find information on any train derailment in the history of the City of Lake Forest. He introduced Fire Chief Pete Siebert and Police Chief Karl Walldorf, who gave a timeline review of the entire incident. The existing partnership between Lake Forest City Departments (Police, Fire & Public Works) functioned smoothly and lead to a successful resolution of the incident. • The systems in place to increase responses according to the scale of the incident are very well organized. • The safety features in modern rail cars did their job of keeping the products inside the rail cars that derailed. • The Union Pacific Railroad was extremely cooperative with our command staff and first responders. • The City of Lake Forest Police and Fire Departments were kept well informed throughout the incident. Union Pacific quickly brought in a large amount of resources to quickly mitigate the incident. Adrian Guerrero, Director of Public Affairs for the Union Pacific Railroad, also gave a review of the incident from the Railroads Hazard Materials Management Group perspective. The HMM Group is part of Union Pacific’s Railroad Safety Department. Its primary focus is the safety of all UP employees, the residents of the communities where the trains are operated. Mr. Guerrero noted that all the information that he presented is available at www.up.com and encouraged residents to visit the site. The City Council had a lengthy discussion about the incident. COMMENTS BY COUNCIL MEMBERS PUBLIC WORKS COMMITTEE 1. Consideration of an Ordinance Amending Section 150.384, titled “Sewage and Sewage Disposal” of the City Code (First Reading) Catherine Waldeck, Chairman Public Works Committee reported that the Public Works Committee is recommending approval of first reading of an Ordinance amendment to the City Code concerning the requirements and conditions for connecting residential and non-residential properties to City sanitary sewer. The current City Code requires residential and non-residential properties to connect to public sanitary sewer when they are located within 500 feet or 1,000 feet of an existing or new sanitary sewer. Additionally, the City Code requires that these private connections be made within six months of the availability of the sewer. The intent of providing access to sanitary sewers and requiring efficient connections is to provide both development benefit and affect the long term public health and welfare of the community. The City has additional legal and legislative requirements it is obligated to follow as it relates to private sewer connections. The amendment to the City Code will achieve the following: - Aligns the City Code with the requirements of the Lake County Code requiring connection to public sewer if it is adjacent to the property or within 250 feet of any property line; - Establishes a certification program requiring owners of properties with septic systems to submit documentation to the City, on an annual basis or semi-annual basis if they have an existing connection to a storm sewer, of regular maintenance, proper operation, and confirmation that no health or environmental hazard exists; - Sets conditions under which interim use of an existing septic system may continue to be used; and 19 Proceedings of the Monday, March 20, 2017 Regular City Council Meeting - Establishes conditions under which connection to the public sewer system may be “triggered” or required by the City. The intent of the amendment is to update the language based on policy recommendations provided by City Council and to clarify expectations and requirements for connecting to the City’s sanitary sewer. Members of the City Council had discussions on regulations, enforcement of the ordinance, economic hardship and financial support. COUNCIL ACTION: Approve first reading of an ordinance amending Section 150.384, titled “Sewage and Sewage Disposal” of the City Code Mayor Schoenheider asked if there was anyone form the public who would like to comment. Seeing none, he asked for a motion. Alderman Waldeck made a motion to approve first reading of an ordinance amending Section 150.384, titled “Sewage and Sewage Disposal” of the City Code, seconded by Alderman Pandaleon. The following voted “Aye”: Aldermen Waldeck, Beidler, Pandaleon, Newman, Tack, Reisenberg, Moreno and Buschmann. The following voted “Nay”: None. 8- Ayes, 0 Nays, motion carried. 2. Discussion Relating to a Special Service Area Proposed for the Installation of Sanitary Sewer in the Winwood Drive Neighborhood Victor Filippini, City Attorney, reported that after conducting a formal public hearing, as well as holding a follow-up discussion with neighbors and the Public Works Committee on January 4, 2017, the City Council adopted a Resolution which re-opened the public hearing to a date to be determined and extended the objection period, thereby allowing more time for City Council, the Public Works Committee and City staff to meet with residents to address their concerns and determine if suitable alternatives for the project may exist. The purpose of the discussion is to review various options the City Council may consider relating to the proposed Special Service Area on Winwood Drive. Mr. Filippini reported that on March 15, 2017, the Public Works Committee discussed and considered various options related to the disposition of the proposed SSA, and according to Resolution 2017-01, the City Council may consider the following options, as next steps:  Option A: Proceed under the authority of Resolution 2017-01, and direct staff to schedule a final public hearing to consider the Proposed Special Service Area No. 41. Under this option, the City Council would have to allow appropriate time for noticing and scheduling of the Public Hearing in accordance with the Special Service Area Tax Law, 35 ILCS 200/27-5 et seq. (“SSA Tax Law”). Therefore, the timeline of events would be as follows: ITEM DATE Public Hearing Notice Published/Mailed March 30, 2017 Hold Public Hearing April 17, 2017 End of 60-Day Objection Period June 16, 2017 City Council Consideration – Establishing Ordinance (1st Reading) June 19, 2017 City Council Consideration – Establishing Ordinance (Final Reading) July 17, 2017 20 Proceedings of the Monday, March 20, 2017 Regular City Council Meeting While this option extends deliberation, and ultimate consideration by City Council on the Proposed SSA, it would allow for the formal SSA process to be completed, including the requirement of an objection to be filed with the City Clerk. Mr. Filippini noted that, if a legally sufficient objection is filed, the City Council will have no authority to consider an establishing ordinance. Additionally, the City could not include any property included in an objecting petition within a similar special service area for at least two years. If no legally sufficient objection is filed, the City would have the right to establish the proposed SSA, but only in accordance with the parameters set forth in the SSA Proposing Ordinance. However, the City Council would have the right not to establish a special service area if it did not desire to proceed based on the parameters set forth in the SSA Proposing Ordinance.  Option B: An alternative approach the City Council may consider taking is consideration of an Ordinance rescinding the Winwood SSA Proposing Ordinance and terminating the continuation of the SSA process. This option would require the following sequence of events: ITEM DATE City Council Consideration – Rescinding Ordinance (1st Reading) April 3, 2017 City Council Consideration – Establishing Ordinance (Final Reading) April 17, 2017 This option would preserve the right for the City Council to pursue in the future the possible establishment of an SSA in the Winwood Drive neighborhood to provide sanitary sewer improvements without the restriction of a two-year mandatory waiting period as defined in the SSA Tax Law. However, it would terminate the SSA process from continuing on at this point, and would not require any follow up action, including scheduling of public hearing, or requirement to submit any formal objection by property owners and electors within the proposed SSA area. The City Council had discussion on the value of using the process of the SSA, fairness to all previous SSA’s, resident wants and needs, and the petition process and the public vote that is part of that process. Mayor Schoenheider asked if there was anyone from the public who wanted to comment. Susan Briggs, 1106 Winwood, offered her opinion to the City Council. COUNCIL ACTION: Discussion Only- No action was taken by the City Council 3. Approval of a Design and Monitoring Agreement for Forest Park Bluff Catherine Waldeck, Chairman Public Works Committee, stated that at the December 5, 2016 City Council meeting, an agreement with AECOM was approved to provide an update of the 2009 analysis for the remaining portion of the bluff that was not evaluated this past summer (Spring Lane to the North Beach Access Road). While this area is unrelated to the shallow slope failure on the South Beach Access Road, the intent was to provide a comprehensive analysis and the condition of the entire Forest Park bluff system prior to making decisions regarding repairs or future monitoring. To oversee the update and analysis being performed by AECOM, a workgroup was established consisting of two Aldermen and various residents with related knowledge and interest in bluff and ravine repairs. The workgroup met from December to March and reviewed areas of the bluff’s slope movement, various repair 21 Proceedings of the Monday, March 20, 2017 Regular City Council Meeting options, and recommended next steps to the Public Works Committee. The Public Works Committee met on March 15, 2017 and concurred with the workgroup’s recommendations for design and monitoring. Alderman Waldeck stated that option 2 included lowering the road by approximately five to eight feet, removing the fill, and flattening the steep slopes below the road. Not only is this option less expensive, but it is superior in terms of the degree of slope stabilization that can be accomplished and reduces future slope maintenance. Mayor Schoenheider asked if there was anyone from the public who would like to comment. Seeing none, he asked for a motion. COUNCIL ACTION: Acknowledge the exception noted in Section 9.0-K of the City’s Purchasing Directive, and approve an agreement with AECOM to provide design documents and monitoring services for the Forest Park Bluff in the amount of $219,400. Alderman Waldeck made a motion to acknowledge the exception noted in Section 9.0-K of the City’s Purchasing Directive, and approve an agreement with AECOM to provide design documents and monitoring services for the Forest Park Bluff in the amount of $219,400, seconded by Alderman Pandaleon. The following voted “Aye”: Aldermen Waldeck, Beidler, Pandaleon, Newman, Tack, Reisenberg, Moreno and Buschmann. The following voted “Nay”: None. 8- Ayes, 0 Nays, motion carried. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS There were no comments from the audience members. ITEMS FOR OMNIBUS VOTE CONSIDERATION 1. Approval of the March 6, 2017 City Council Meeting Minutes 2. Approval of a First Amendment to the Water Tower and Ground Lease Agreement between The City of Lake Forest and AT&T Wireless Services 3. Authorization to Issue Reimbursement for City Work Costs Related to Clean-up of the City’s Former Municipal Services Site. 4. Consideration and Approval of a Resolution as part of a Grant Request for Greenest Region Compact 2, Relating to the Replacement of Outdated Equipment 5. Consideration of an Ordinance Amending Section 77, schedule III of the City Code Related to the Traffic as Recommended by the Traffic Safety Coordinating Committee (TSCC). 6. Consideration of an Ordinance Approving the Vacation of Unused Right-of-Way, a Portion of Tiverton Road. (First Reading and if Desired by the City Council, Final Approval) 7. Consideration of Ordinances Approving Recommendations from the Building Review Board. (First Reading and if Desired by the City Council, Final Approval) 8. Consideration of an Ordinance Approving a Recommendation from the Historic Preservation Commission. (First Reading and if Desired by the City Council, Final Approval) 9. Consideration of Ordinances Approving Recommendations from the Zoning Board of Appeals. (First Reading, and if Desired by the City Council, Final Approval) 22 Proceedings of the Monday, March 20, 2017 Regular City Council Meeting COUNCIL ACTION: Approval of the nine (9) Omnibus items as presented Mayor Schoenheider asked members of the Council if they would like to remove any item or take it separately. Mayor Schoenheider asked for a motion to approve the nine Omnibus items as presented. Alderman Beidler made a motion to approve the nine Omnibus items as presented, seconded by Alderman Tack. The following voted “Aye”: Aldermen Waldeck, Beidler, Pandaleon, Newman, Tack, Reisenberg, Moreno and Buschmann. The following voted “Nay”: None. 8- Ayes, 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 AFFECTING CODE AMENDMENTS NEW BUSINESS ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 1. EXECUTIVE SESSION - pursuant to 5ILCS 120/2, (21), The City Council will be discussing, annual review of the minutes mandated by Section 2.06 of the Open Meetings Act and 5ILCS 120/2 (c), (5), The City Council will be discussing the consideration of Land Acquisition and (6) The City Council will be discussing Land Disposition Alderman Beidler made a motion to adjourn into executive session pursuant to 5ILCS 120/2, (21), The City Council will be discussing, annual review of the minutes mandated by Section 2.06 of the Open Meetings Act and 5ILCS 120/2 (c), (5), The City Council will be discussing the consideration of Land Acquisition and (6) The City Council will be discussing Land Disposition, seconded by Alderman Tack. The following voted “Aye”: Aldermen Waldeck, Beidler, Pandaleon, Newman, Tack, Reisenberg, Moreno and Buschmann. The following voted “Nay”: None. 8- Ayes, 0 Nays, motion carried. Adjourn into Executive Session at 9:10pm. Mayor Schoenheider announced there will be no further business following executive session. ADJOURNMENT There being no further business. Alderman Pandaleon made a motion to adjourn, seconded by Alderman Moreno. Motion carried unanimously by voice vote at 9:45 p.m. Respectfully Submitted Margaret Boyer 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. 23 Proceedings of the Monday, March 20, 2017 Regular City Council Meeting 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 General Fund Capital Fund Description Stage 1 (Roof) Total 798,800$ 548,800$ -$ -$ -$ 250,000$ Stage 2 (Exterior Restoration) Total 1,624,176$ 1,187,109$ -$ 296,777$ 57,800$ 67,652$ Stage 3 (Interior Renovation) Anticipated Total 567,064$ 335,611$ 20,000$ 70,526$ 110,927$ 30,000$ Total Costs for Funded Improvements (Stage 1 - 3)2,990,041$ 2,071,520$ 20,000$ 367,303$ 168,727$ 347,652$ Percentage 100%69.3%0.7%12.3%5.6%11.6% 1Total City contribution to project is $556,030 or 18.6% of total project cost Lake Forest East Train Station Renovation Project Summary of Total Cost and Funding Allocation by Source Funding Allocation Total Cost The City of Lake Forest Contributions1 Metra Contributions ($347,652) ITEP Funds ($2,071,520) Sales Tax Transfer Funds 69 General Fund Capital Fund Description Stage 4 (Unfunded Improvements) Architectural Design Allowance (Finalize 30%) Drawings 23,625$ -$ -$ -$ -$ -$ -$ Engineering Design Allowance 7,500$ -$ -$ -$ -$ -$ -$ Priority 1 items: Lobby Flooring 80,000$ -$ -$ -$ -$ -$ -$ Priority 2 Items: Renovate lobby area, interior woodwork and plastering, and select demolition 70,000$ -$ -$ -$ -$ -$ -$ Priority 3 Items: Seating restoration, lighting installation 15,000$ -$ -$ -$ -$ -$ -$ Priority 4 Items: New attic access, build out of closet 30,000$ -$ -$ -$ -$ -$ -$ Priority 5 Items: Installation of fire protection 75,000$ -$ -$ -$ -$ -$ -$ Total Estimated Costs 301,125$ Less Proj. Available Balance at End of Stage 3 127,073$ -$ -$ -$ 49,073$ -$ 78,000$ Total Unfunded Balance 174,052$ Lake Forest East Train Station Renovation Project Summary of Unfunded Improvements and Funding Allocation by Source Funding Allocation Total Cost (Or Estimate ) The City of Lake Forest Contributions LFPF Contributions Metra ContributionsITEP Funds Sales Tax Transfer Funds NOTE: Estimated costs are based on pre-final design (~30%) estimates 70 July 6, 2016 Mr. Robert Ells Engineering Supervisor City of Lake Forest 800 North Field Drive Lake Forest, IL 60045 Subject: City of Lake Forest – Old Elm Road Drainage Improvements Dear Mr. Ells: In March 2013, Baxter & Woodman was retained by the City to perform an analysis of the City’s drainage system. The study was completed in November 2014 with recommendations for drainage improvements in ten critical areas throughout the City. One of the recommended improvements was along Old Elm Road, between Green Bay Road and Timber Lane. The project recommendations include upsizing the storm sewer along Old Elm Road from Timber Lane to Green Bay Road and increasing inlet capacity along Timber Lane. Given our familiarity with the existing drainage problems in this area and our expertise in designing drainage improvements for municipalities throughout northeast Illinois, we are pleased to provide you with this proposal for the design and solicitation of construction bids from qualified contractors. Scope of Services The following outlines our proposed scope of services. 1. PROJECT MANAGEMENT  Plan, schedule, and control activities to complete the Project. These activities include, but are not limited to, budget, schedule, and scope. Submit a monthly status report via email describing tasks completed the previous month and outlining goals for the subsequent month. 2. TOPOGRAPHIC SURVEY  Perform topographic survey of natural and man-made features within the Project limits and at 50-foot intervals including driveways and cross streets to develop base sheets for Project drawings. The Project limits are considered to be: o The Old Elm Road Right-Of-Way from the 100’ west of the Skokie River to 200’ east of Timber Lane (~1,400’); o The intersections of and 100’ extensions up Green Bay Road from Old Elm Road; o The intersection of and 800’ up Timber Lane from Old Elm Road, including the intersection of Crest Court, and; 71 Mr. Robert Ells July 6, 2016 City of Lake Forest 160720.40  Page 2 o The intersection and 900’ up Forest Hill Road from Timber Lane.  State plane coordinates and NAVD 88 will be used for horizontal and vertical controls, respectively.  Field locate existing property boundary markers within the Project limits.  It is anticipated the topographic survey will not require Prevailing Wage for Survey Workers to be paid to technicians performing the work. In the event it is determined the topographic survey is covered work under the Illinois Prevailing Wage Act (820 ILCS 130), Baxter & Woodman, Inc. will negotiate with the City to determine an equitable increase in compensation to meet the requirements of the Act. 3. UTILITY LOCATES  Complete a Design Stage Request with JULIE, which consists of obtaining names and telephone numbers of utilities located within the work area.  Contact utilities, obtain atlases where available, and provide preliminary Drawings to utility companies for their markup and return.  If utility relocates are found to be needed due to conflict with a proposed pipeline, work with utility company engineers to provide information and assistance as needed. 4. GEOTECHNICAL INVESTIGATION AND PAVEMENT CORES  Arrange for a geotechnical sub-consultant to perform up to three (3) pavement cores and soil borings, collect and analyze soil samples, determine groundwater levels, and prepare a written report.  Sub-consultant and laboratory services for Geotechnical Investigation and Pavement Cores are estimated to cost $6,000, which is included in the not-to-exceed amount. 5. MEETINGS  Hold a kick-off meeting with City staff and the project team to establish clear lines of communication, introduce City staff to the team members, and establish the City’s detailed needs, objectives, and goals for the Project. The meeting will also be used to set schedules and guidelines for any future design meetings.  Conduct two (2) meetings with staff at times during the design of the Project to clarify staff recommendations, design questions, and/or construction methods. Design meetings will consist of one preliminary “red line” meeting, where the initial layout is approved and one meeting at 75 percent completion.  Conduct one (1) public informational meeting for impacted property owners and other stakeholders from the project Area. 72 Mr. Robert Ells July 6, 2016 City of Lake Forest 160720.40  Page 3  Present the Project at one (1) City Council meeting. 6. SITE VISITS FOR DESIGNERS  Conduct site visits to familiarize the designer(s) with the site, clarify any discrepancies on the Drawings, and identify the horizontal and vertical alignment of the storm sewer pipe and roadway.  Walk the sewer routes with City staff to: resolve deficient/questionable items from the topographic survey; evaluate the condition of existing pavements, drainage structures, and curb and gutter; confirm the horizontal and vertical alignment of new sewers; identify areas conducive for contractor staging; identify parkway features to be protected, and evaluate restoration options.  Prepare guidelines for protection of parkway features/trees, traffic control, construction staging, and restoration for the City’s use in communicating with residents, and for use during detailed design. 7. SEWER MODELING AND INLET CALCULATIONS  Update the hydraulic model with detailed design data for the proposed storm sewer improvements to confirm the required storm sewer sizes, elevations, and number, size and location of inlet structures.  Modify the model and/or the design and analyze the proposed design to verify it matches the intent of the Project and conforms to the modeling (and vice versa). 8. DESIGN DOCUMENTS  Develop base sheets from topographic survey data.  Prepare CAD-generated plan sheets showing the proposed layout of the storm sewers and structures, utilities, and areas of possible problems or difficulties.  Indicate the location of utilities obtained from the best available records, including utility company atlases.  Create legends, general notes, details, and designer instructions to contractors, for a final set of construction drawings.  Develop a design to include sanitary sewer service line and water service line replacements and/or temporary water services or water system.  Prepare a design and details for pavement patching of driveways and streets and curb and gutter replacement.  Prepare drawings showing the general scope, extent, and character of construction work to be furnished and performed by the Contractor selected by the City. The set of drawings will 73 Mr. Robert Ells July 6, 2016 City of Lake Forest 160720.40  Page 4 include: a Title Sheet, a Traffic Control Plan, a Stormwater Pollution Prevention Plan, Utility Plans, Utility Crossing Data, Sewer Profiles, Tree Removal and Preservation Plans, Restoration/Landscape Plans, and General Notes.  Recommend and identify any necessary temporary construction easements, permanent easements, or right-of-way acquisition to complete the proposed improvements. The cost of preparing plats, appraisals, and negotiations (if needed) are not included in the not-to-exceed amount.  Prepare Specifications in conformance with the format of the Illinois Department of Transportation. 9. CONTRACT DOCUMENTS  Prepare for review and approval by the City and its legal counsel the forms of Construction Contract Documents consisting of Advertisement for Bids, Bidder Instructions. Bid Form, Agreement, Performance Bond Form, Payment Bond Form, General Conditions, and Supplementary Conditions, where appropriate, based upon City of Lake Forest standard contract documents. 10. ENGINEER’S OPINION OF PROBABLE COST  Prepare Opinions of Probable Construction and Total Project Costs for the Project including: construction cost; contingencies; construction engineering services; and, on the basis of information furnished by the City, allowances for legal services, financial consultants, and any administrative services or other costs necessary for completion of the Project. 11. PEER AND CONSTRUCTABILITY REVIEWS  Conduct QA/QC peer reviews of drawings and specifications.  Utilize Construction Department personnel to provide a review of drawings and specifications.  Make revisions based upon comments from both engineering and construction department comments. 12. PERMITS AND AGENCY COORDINATION  Obtain a Watershed Development Permit from the City.  Submit a Notice of Intent and the Stormwater Pollution Prevention Plan to the IEPA for a General NPDES Permit No. ILR10.  Obtain an endangered species consultation from IDNR.  Obtain a historic preservation consultation from IHPA.  Apply for a City site work permit and/or tree removal and preservation permit, if required. 74 Mr. Robert Ells July 6, 2016 City of Lake Forest 160720.40  Page 5  Apply for IDOT Highway Permit for Detour Route, if required.  Application and review fees are not included in the not-to-exceed amount. 13. ASSISTANCE DURING BIDDING  Assist the City in solicitation of construction bids from as many qualified bidders as possible.  Set bid dates with City, create Advertisement for Bids (AFB), provide AFB to City for publication, and mail advertisement to selected prospective bidders.  Answer bidders’ questions during bid period.  Issue necessary addenda to all plan holders as necessary.  Attend bid opening with City staff and assist in reviewing and checking of bid package submittals as required.  Tabulate bids received and review bid submittals to verify low bid is responsive and responsible.  Issue a Letter of Recommendation to Award the construction contract to the City for their action. 14. SUBSURFACE UTILITY INVESTIGATION  Arrange for a SUE sub-consultant to explore for, and horizontally and vertically locate, existing underground utilities at critical locations.  This item will only be completed if needed and as directed by the City. 15. ASSISTANCE DURING CONSTRUCTION  Assist the City with interpretation of the Design Documents and Contract Documents during the construction phase of the Project.  Meet with City staff and/or the contractor during the construction phase of the Project.  Advise the City regarding change orders during the construction phase of the Project.  This item will only be completed if needed and as directed by the City. 16. ITEMS NOT INCLUDED  Design of complete road reconstruction within the Project area. We anticipate salvaging one or both curbs along the alignment of the proposed storm sewer, then patching and resurfacing the existing road.  Design for replacement of sanitary sewers, water main, and streetlights. 75 Mr. Robert Ells July 6, 2016 City of Lake Forest 160720.40  Page 6  Easement or right-of-way acquisitions, which are not anticipated for the Project.  Grant applications. Schedule We anticipate receiving notice to proceed on August 19, 2016 and completing the Project by April 28, 2017, except items 13 and 15 from the Scope of Services, which may be completed after May 1, 2017. City Responsibilities Provide Baxter & Woodman with subdivision plans and plats of survey along the project limits, which will be used to field locate the limits of the existing right-of-way. Engineering Fee The Owner shall pay the Engineer for the services performed or furnished, based upon the Engineer’s standard hourly billing rates for actual work time performed plus reimbursement of out-of-pocket expenses including travel, which in total will not exceed $107,000. This not-to-exceed fee includes, if directed by the City: (1) up to $10,500 for services and sub- consultant fees for Subsurface Utility Investigation; (2) up to $9,500 for Assistance During Construction. Thank you for the opportunity to submit our Proposal for this Project. Upon your written authorization to proceed, we will begin work immediately. Please contact me if you should have any questions or need additional information. 76 Mr. Robert Ells July 6, 2016 City of Lake Forest 160720.40  Page 7 The attached standard terms and conditions apply to this Proposal. If you find this Proposal acceptable, please sign and return one copy for our files. Sincerely, BAXTER & WOODMAN, INC. CONSULTING ENGINEERS John Ambrose, P.E. President/CEO Attachment CITY OF LAKE FOREST, ILLINOIS ACCEPTED BY: _________________________________ TITLE: _________________________________ DATE: _________________________________ I:\Crystal Lake\LKFTC\160720 - Old Elm Rd Drainage\Contracts\160720.40 Proposal.docx 77 STANDARD TERMS AND CONDITIONS Agreement - These Standard Terms and Conditions, together with the letter proposal, constitute the entire integrated agreement between the Owner and Baxter & Woodman, Inc. (BW) and take precedence over any other provisions between the Parties. These terms may be amended, but only if both parties consent in writing. Owner’s Responsibility – Provide BW with all criteria and full information for the Project. BW will rely, without liability, on the accuracy and completeness of all information provided by the Owner including its consultants, contractor, specialty contractors, manufacturers, suppliers and publishers of technical standards without independently verifying that information. The Owner warrants that all known hazardous materials on or beneath the site have been identified to BW. BW and their consultants shall have no responsibility for the discovery, presence, handling, removal or disposal of, or exposure of persons to, unidentified or undisclosed hazardous materials unless this service is set forth in the proposal. Schedule for Rendering Services - The agreed upon services shall be completed within a reasonable amount of time. If BW is hindered, delayed or prevented from performing the services as a result of any act or neglect of the Owner or force majeure, BW’s work shall be extended and the rates and amounts of BW’s compensation shall be equitably adjusted in writing executed by all Parties. Invoices and Payments - The fees to perform the proposed scope of services constitute BW’s estimate to perform the agreed upon scope of services. Circumstances may dictate a change in scope, and if this occurs, an equitable adjustment in compensation and time shall be made by all parties. No service for which added compensation will be charged will be provided without first obtaining writte n authorization from the Owner. BW invoices shall be due and owing by Owner in accordance with the terms and provisions of the Local Government Prompt Payment Act. Opinion of Probable Construction Costs - BW’s opinion of probable construction costs represents its reasonable judgment as a professional engineer. Owner acknowledges that BW has no control over construction costs of contractor’s methods of determini ng prices, or over competitive bidding, of market conditions. BW cannot and does not guarantee that proposals, bids, or actual construction costs will not vary from BW’s opinion of probable construction costs. Standards of Performance – (1) The standard of care for all services performed or furnished by BW, will be completed with the same care and skill ordinarily used by professionals practicing under similar circumstances, at the same time and in the same locality on similar projects. BW makes no guarantees or warranties, express or implied, in connection with its services; (2) BW shall be responsible for the technical accuracy of its services and documents; (3) BW shall use reasonable care to comply with all applicable laws and regulations and Owner-mandated standards; (4) BW may employ such sub-consultants as BW deems necessary to assist in the performance or furnishing of the services, subject to reasonable, timely, and substantive objection by Owner; (5)BW shall not supervise, direct, control, or have authority over any contractor work, nor have authority over or be responsible for the means, methods, techniques sequences, o r procedures of construction selected or used by any contractor, or the safety precautions and programs incident thereto, for security or safety of the site, nor for any failure of a contractor to comply with laws and regulations applicable to such contractor’s furnishing and performing of its work; (6) BW neither guarantees the performance of any contractor nor assumes responsibility for contractor’s failure to furnish and perform the work in accordance with the contract documents; (7) Engineer is not acting as a municipal advisor as defined by the Dodd-Frank Act. Engineer shall not provide advice or have any responsibility for municipal financial products or securities. (8) BW is not responsible for the acts or omissions of any contractor, subcontractor, or supplier, or any of their agents or employees or any other person at the site or otherwise furnishing or performing any work; (9) Shop drawing and submittal review by BW shall apply to only the items in the submissions and only for the purpose of assessing if upon installation or incorporation in the Project work they are generally consistent with the construction documents. Owner agrees that the contractor is solely responsible for the submissions (regardless of the format in which provided, i.e. hard copy or electronic transmission) and for compliance with the construction documents. Owner further agrees that BW’s review and action in relation to these submissions shall not constitute the provision of means, methods, techniques , sequencing or procedures of construction or extend to safety programs or precautions. BW’s consideration of a component does not constitute acceptance of the assembled item; (10) BW’s site observation during construction shall be at the times agreed upon in the Project scope. Through standard, reasonable means, BW will become generally familiar with observable completed work. If BW observes completed work that is inconsistent with the construction documents, that information shall be communicated to the contractor and Owner for them to address. Insurance - BW will maintain insurance coverage with the following limits and Certificates of Insurance will be provided to the Owner upon written request: Worker’s Compensation: Statutory Limits Excess Umbrella Liability: $5 million per claim and aggregate General Liability: $1 million per claim Professional Liability: $5 million per claim $2 million aggregate $5 million aggregate Automobile Liability: $1 million combined single limit 78 BW’s liability under this Agreement, based on any theory of liability or for any cause of action, shall not exceed the total amount of BW’s contract amount for the project. Any claim against BW arising out of this Agreement may be asserted by the Owner, but only against the entity and not against BW’s directors, officers, shareholders or employees, none of whom shall bear any liability and may not be subject to any claim. Indemnification and Mutual Waiver – (1) To the fullest extent permitted by law, BW shall indemnify and hold harmless the Owner and its officers and employees from claims, costs, losses, and damages arising out of or relating to the Project, provided that such claim, cost, loss, or damage is attributable to bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property, including the loss of use resulting therefrom, but only to the extent caused by any negligent act or omission of BW or its officers, directors, employees, agents, or consultants; (2) Owner shall indemnify and hold harmless BW and its officers, directors, employees, agents and consultants from and against any and all claims, costs, loses, and damages (including but not limited to all fees and charges of engineers, architects, attorneys, and other professionals, and all court, arbitration, or other dispute resolution costs) arising out of or relating to the Project provided that any such claim, cost, loss, or damage is attributable to bodily injury, sickness, disease, or death of to injury or destruction of tangible property, including the loss of use resulting therefrom, but only to the extent caused by any negligent act or omission of Owner or its officers, directors, employees, consultants, or others retained by or under contract to the Owner with respect to this Agreement or to the Project; (3) To the fullest extent permitted by law, Owner and BW waive against each other, and the other’s employees, officers, directors, insurers, and consultants, any and all claims for or entitlement to special, incidental, indirect, or consequential damages arising out of, resulting from, or in any way related to the Project; (4) In the event claims, losses, damages or expenses are caused by the joint or concurrent negligence of the ENGINEER and OWNER, they shall be borne by each party in proportion to its negligence; (5) The Owner acknowledges that BW is a business corporation and not a professional service corporation, and further acknowledges that the corporate entity, as the party to this contract, expressly avoids contracting for individual responsibility of its officers, directors, or employees. The Owner and BW agree that any claim made by either party arising out of any act of the other party, or any officer, director, or employee of the other party in the execution or performance of the Agreement, shall be made solely against the other party and not individually or jointly against such officer, director, or employees. Termination - Either party may terminate this Agreement upon ten (10) business days’ written notice to the other party in the event of failure by the other party to perform with the terms of the Agreement through no fault of the terminating party. A condition precedent to termination shall be an opportunity for the Parties to meet. If this Agreement is terminated, Owner shall receive reproducible copies of drawings, developed applications and other completed documents. Owner shall be liable for, and promptly pay for all services and reimbursable expenses rendered to the date of suspension/termination of services. Use of Documents - BW documents are instruments of service and BW retains ownership and property interest (including copyright and right of reuse). Client shall not rely on such documents unless in printed form, signed or sealed by BW or its consultant. Electronic format of BW’s design documents may differ from the printed version and BW bears no liability for errors, omissions or discrepancies. Reuse of BW’s design documents is prohibited and Client shall defend and indemnify BW from all claims, damages, losses and expenses, including attorney’s fees, consultant/expert fees, and costs arising out of or resulting from said reuse. BW’s document retention policy will be followed upon Project closeout, and project documents will be kept for a period of 14 years after Project closeout. Successors, Assigns, and Beneficiaries – Nothing in this Agreement shall be construed to create, impose, or give rise to any duty owed by Client or BW to any third party, including any lender, Contractor, Contractor’s subcontractor, supplier, manufacturer, other individual, entity or public body, or to any surety for or employee of any of them. All duties and responsibilities undertaken pursuant to this Agreement are for the sole and exclusive benefit of the Client and BW and not for the benefit (intended, unintended, direct or indirect) of any other entity or person. Dispute Resolution - All disputes between the Parties shall first be negotiated between them for a period of thirty (30) days. If unresolved, disputes shall be then submitted to mediation as a condition precedent to litigation. If mediation is unsuccessful, litigation in the county where the Project is pending shall be pursued. Miscellaneous Provisions – (1) This Agreement is to be governed by the law of the state or jurisdiction in which the Project is located. (2) All notices must be in writing and shall be deemed effectively served upon the other party when sent by certified mail, return receipt requested; (3) All express representations, waivers, indemnifications, and limitations of liability included in this Agreement will survive its completion or termination for any reason; (4) Any provision or part of the Agreement held to be void or unenforceable under any Laws or Regulations shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon the Owner and BW, which agree that the Agreement shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision that comes as close to expressing the intention of the stricken provision; (5) A party’s non-enforcement of any provision shall not constitute a waiver of the provision, nor shall if affect the enforceability of that provision or of the remainder of this Agreement; (6) To the fullest extent permitted by law, all causes of action arising under this Agreement shall be deemed to have accrued, and all statutory periods of limitation shall commence, no later than the date of substantial completion, which is the point where the Project can be utilized for the purposes for which it was intended. 79