CITY COUNCIL 2020/06/01 AgendaTHE CITY OF LAKE FOREST
CITY COUNCIL AGENDA
Monday, June 1, 2020 at 6:30pm
REMOTE ACCESS MEETING
Please be advised that all of the City Council members will be remotely attending this City
Council meeting by electronic means, in compliance with Governor’s Executive Order 2020-
07, issued on March 16, 2020, that suspended certain Open Meetings Act provisions relating
to in-person attendance by members of a public body. Specifically, the Governor’s Order: (1)
suspends the requirement in Section 2.01 that “members of a public body must be physically
present;” and (2) suspends the limitations in Section 7 on when remote participation is
allowed. This Executive Order is effective the duration of the Gubernatorial Disaster
proclamation.
The City will be providing members of the public with various opportunities to watch or
participate in this meeting. For example, members of the public can participate remotely in
the meeting by following the following link https://us02web.zoom.us/j/85952589343
alternatively, members of the public can watch the meeting on Channel 17. The City of Lake
Forest will update the website and social media after the meeting with information about the
meeting.
Honorable Mayor, George Pandaleon
James E. Morris, Alderman First Ward Jim Preschlack, Alderman Third Ward
Jennifer Karras, Alderman First Ward Ara Goshgarian, Alderman Third Ward
Melanie Rummel, Alderman Second Ward Raymond Buschmann, Alderman Fourth Ward
Edward U. Notz, Jr., Alderman Second Ward Eileen Looby Weber, Alderman Fourth Ward
CALL TO ORDER AND ROLL CALL 6:30pm
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
A. Phase 3 Reopening Outdoor Business Activities
- Catherine Czerniak, Director of Community Development
B. 2020 Spring Legislative Session Summary
- Elizabeth Holleb, Finance Director
2. COMMENTS BY CITY MANAGER
A. Community Forum COVID 19
- Jason Wicha, City Manager
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Monday, June 1, 2020 City Council Agenda
C. Phase 3 Reopening City Buildings
- DeSha Kalmar, HR Director
3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL .
Members of the public can provide public comment by calling into the following number
during the meeting: 847-810-3643
4. COMMITTEE REPORTS
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approve the Extension of the Mayor’s Declaration of a Local State of Emergency
until the next City Council Meeting
STAFF CONTACT, Jason Wicha, City Manager
PURPOSE AND ACTION REQUESTED: It is requested that the City Council extend the Declaration
to the next City Council meeting.
BACKGROUND/DISCUSSION: Over the past month, the U.S. Government and the State of
Illinois have issued multiple orders declaring a state of emergency over the country and the
State of Illinois in order to address the impact from the global pandemic from COVID-19. In
order to address the impact this pandemic has had on the City of Lake Forest, Mayor
Pandaleon exercised his authority to issue a Declaration of a Local State of Emergency on
Saturday, April 4, 2020. At the April 6, 2020 City Council meeting, the City Council extended
the Declaration to the next City Council meeting which was May 18, 2020.
In order to ensure that the emergency powers authorized by the local declaration remain in
effect where necessary, the Mayor is asking the City Council to further extend the Declaration
of a Local State of Emergency until the next City Council meeting that takes place after the
June 1, 2020.
REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
City Council 5/18/2020 City Council Approved the Mayors Declaration until
the next City Council Meeting
City Council
5/4/2020 City Council Approved the Mayors Declaration until
the next City Council Meeting
City Council 4/20/2020 City Council Approved the Mayors Declaration until
the next City Council Meeting
City Council 4/6/2020 City Council Approved the Mayors Declaration until
the next City Council Meeting
4/4/2020 Mayor Pandaleon exercised his authority to issue a
Declaration of a Local State of Emergency
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BUDGET/FISCAL IMPACT: N/A
COUNCIL ACTION: Approve the extension of the Mayor’s Declaration of a Local State of
Emergency until the next City Council Meeting
2. Consideration of a Resolution in Support of Temporary Outdoor Business Activities,
Waiver of Annual Health License Fees and Ratifying Approvals Granted to Date.
(Approval by Motion)
STAFF CONTACT:
Catherine Czerniak, Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: City Council is asked to consider a Resolution directing
staff to take various actions in support of local businesses in response to Governor Pritzker’s
recent announcement that restaurants may expand services to include outdoor dining.
BACKGROUND/DISCUSSION: In anticipation of businesses re-opening and expanding beyond
the current curbside customer service being offered, City staff has been in contact with
business owners to discuss opportunities for outdoor business activities. Outdoor dining
already occurs at most local restaurants and is permitted by the Code. Increasing the
outdoor space available for tables in order to accommodate the required separation
distances can be achieved by expanding into privately owned parking lots in some cases
and on to portions of public rights-of-way in other areas. The plans discussed to date
maintain areas for curbside pick-up adjacent to restaurants, a service that is likely to be in
demand for those who chose to continue to stay at home.
City staff has invited businesses to submit simple site plans for outdoor dining or other activities
for review. The plans are considered from a public safety perspective and from the
perspective of balancing the interests of neighboring businesses and the general public to
the extent possible. The expanded outdoor dining areas are a temporary condition and the
solution in each case is likely to be imperfect however, during this unprecedented time, staff
is working to be creative, flexible and responsive. If issues or concerns arise, staff will work with
the business owners to find a resolution. The temporary approvals as currently proposed,
extend through the month of June with the expectation that at the City’s discretion, and if no
significant problems with individual setups occur, the approvals will be extended until indoor
dining is authorized in a later phase of the Restore Illinois Plan.
To further support restaurants, food stores and related businesses, staff recommends that
annual fees for health licenses be waived. The Code requires businesses serving food to
renew health licenses annually. Staff recommends that for Fiscal Year 2021, licenses be
automatically renewed, without payment of a fee. Fees are based on the nature and size of
the business and range from $50.00 to $600.00 per business annually.
Although restaurants and specialty food and drink establishments are most likely to take
advantage of the ability to more fully use outdoor spaces, the Resolution included in the
Council packet also provides the flexibility for staff to explore opportunities for outdoor
activities with other types of businesses. For instance, retail stores may want to use a
“sidewalk sale” type approach and some service businesses may want to offer limited classes
or other activities outside. The Resolution as presented is intended to authorize the City
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Monday, June 1, 2020 City Council Agenda
Manager and City staff to respond quickly to unique requests during this unprecedented
time.
The Resolution is included in the Council packet beginning on page 15 and in summary:
Authorizes the City Manager to approve temporary outdoor business activities subject
to review of site plans and as appropriate, subject to conditions.
Authorizes the City Manager to approve temporary use of limited areas of rights-of-
way by private businesses for the purpose of expanding customer service.
Directs that limited barricades and signage by provided by the City, at no cost to
businesses, in the interest of public safety.
Directs that annual fees for health licenses be waived for Fiscal Year 2021 for certain
businesses.
BUDGET/FISCAL IMPACTS: The loss of revenue to the City as a result of the waiver of annual
Health License fees for fiscal year 2021 based on businesses that currently hold a health
license is estimated at $15,650.
COUNCIL ACTION: Approve a Resolution in support of Temporary Outdoor Business
Activities, Waiver of Annual Health License Fees and Ratifying Approvals Granted to Date
3. Approval of the May 18, 2020 City Council Meeting Minutes
A copy of the minutes can be found beginning on page 18
COUNCIL ACTION: Approval of the May 18, 2020 City Council Meeting Minutes.
4. Approval of the Check Register for the Period of April 25 – May 22
STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
BACKGROUND/DISCUSSION: City Code Section 38.02 sets forth payment procedures of the
City. The Director of Finance is to prepare a monthly summary of all warrants to be drawn on
the City treasury for the payment of all sums due from the City (including all warrants relating
to payroll and invoice payments) by fund and shall prepare a detailed list of invoice
payments which denotes the person to whom the warrant is payable. The warrant list detail
of invoice payments shall be presented for review to the Chairperson of the City Council
Finance Committee for review and recommendation. All items on the warrant list detail
recommended for payment by the Finance Committee Chairperson shall be presented in
summary form to the City Council for approval or ratification. Any member of the City
Council shall, upon request to the City Manager or Director of Finance, receive a copy of the
warrant list detail as recommended by the Finance Committee Chairperson. The City
Council may approve the warrant list as so recommended by the Finance Committee
Chairperson by a concurrence of the majority of the City Council as recorded through a roll
call vote.
The Council action requested is to ratify the payments as summarized below. The associated
payroll and invoice payments have been released during the check register period noted.
Following is the summary of warrants as recommended by the Finance Committee
Chairperson:
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Monday, June 1, 2020 City Council Agenda
The subtotal for “All other Funds” includes $124,802 for Parks equipment replacement, $67,140
for Liability Insurance claims and $218,777 for Medical/Dental Plan expenses.
COUNCIL ACTION: Approval of the Check Register for the Period of April 25 – May 22
5. Consideration of an Ordinance Amending the City of Lake Forest Liquor Code, to
increase the number of Licenses available in Class C-1 and C-3. (First reading and if
appropriate final approval)
STAFF CONTACT: Margaret Boyer, City Clerk, 847-810-3674
PURPOSE AND ACTION REQUESTED: At the direction of the City’s Liquor Commissioner, Staff is
requesting consideration of an Ordinance amending the Liquor Code to include one
additional Class C-1 and one additional C-3 License.
BACKGROUND AND DISCUSSION: The Liquor Commissioner received a letter of intent from The
Gallery, an established restaurant located at 202 E. Wisconsin Ave., requesting a change to its
liquor licensing. The Gallery has requested a Class C-1 and C-3 License that would allow for
full liquor sales instead of only beer and wine. Currently the Gallery holds an A-4 which
authorizes the retail sale of beer and wine only in their original package during limited hours
and an I-2 which authorizes the service and consumption of bring-your-own-beverages on
the licensed premises.
The proposed ordinance can be found beginning on page 27. It is important to note that
without further action of the City Council, the maximum number of licenses in any class shall
be automatically reduced by one upon the expiration, revocation or non-renewal of an
existing license in any such license class. In this case the number of A-4 licenses will be
reduced by one.
As the Council is aware, the issuance of liquor licenses is under the purview of the City’s Liquor
Commissioner and the Mayor serves in that role. However, the City Code only authorizes a
specific number of liquor licenses and historically, this number coincides with the current
number of licenses issued.
Fund Invoice Payroll Total
101 General 486,773 1,519,124 2,005,898
501 Water & Sewer 104,996 180,485 285,482
220 Parks & Recreation 114,818 388,625 503,443
311 Capital Improvements 504,439 0 504,439
202 Motor Fuel Tax 0 0 0
230 Cemetery 87,737 29,366 117,103
210 Senior Resources 2,746 25,945 28,691
510 Deerpath Golf Course 2,416 2,935 5,351
601 Fleet 44,672 57,396 102,068
416 - 433 Debt Funds 1,826 0 1,826
248 Housing Trust 0 0 0
201 Park & Public Land 3,798 0 3,798
All other Funds 615,006 181,732 796,738
$1,969,227 $2,385,609 $4,354,836
Check Register for April 25 - May 22, 2020
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Monday, June 1, 2020 City Council Agenda
When new requests for liquor licenses are submitted, and after review by the Liquor
Commissioner and a determination that the Issuance of a license is appropriate, the City
Council is asked to consider an amendment to the Liquor Code.
BUDGET/FISCAL IMPACT: The fiscal impact of adding two additional licenses would have a
positive impact on liquor license revenues.
COUNCIL ACTION: Consideration of an Ordinance Amending the City of Lake Forest Liquor
Code, to increase the number of Licenses available in Class C-1 and C-3. (First reading and if
appropriate final approval)
6. Approval of Parks & Recreation Board Recommendation to Enter Into a Contract
with U.S. Tennis Court Construction Co. for the Resurfacing of Four Tennis/Basketball
Courts at Waveland Park
STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry, 810-3565
PURPOSE AND ACTION REQUESTED: The Parks & Recreation Board and staff requests approval
to enter into a contract with U.S. Tennis Court Construction Co. for resurfacing tennis and
basketball courts at Waveland Park.
BACKGROUND/DISCUSSION: On April 22, 2020, City staff performed a bid opening for the
resurfacing of the three tennis courts and one basketball court at Waveland Park. These
courts were constructed in 2011 are now showing signs of normal aging due to weather
effects, water pooling and frequent use. The repair and resurfacing process will include
power washing all courts, filling smaller cracks with crack filler or larger cracks (greater than
0.5 inches) with Armor Crack patching material, grinding of surface to level, filling all low spots
that hold water, and multiple applications of acrylic court surfacing filler and color coating
surfacing compound.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Parks & Recreation Board 05/19/20 Recommend Approval
BUDGET/FISCAL IMPACT: Funding for the Waveland Park tennis/basketball court resurfacing
project is budgeted in the FY2021 CIP (Parks & Public Land Fund). Staff received two bids for
the tennis/basketball court repairs as detailed below. If this contract is awarded, the work will
be completed by September 30, 2020.
Has competitive pricing been obtained for proposed goods/services? Yes
Recommended Bidder/Proposer is BOLDED
Company Name Dollar Amount Bid
U.S. Tennis Court Construction Co. $33,100
American Seal Coating of Indiana $35,300
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Monday, June 1, 2020 City Council Agenda
City staff is recommending that the project be awarded to U.S. Tennis Court Construction Co.,
based on qualifications and excellent reference checks.
The cost for the resurfacing is $33,100 and we are also requesting an additional $1,900 for
contingency (6%), for a total request of $35,000.
Below is an estimated summary of Project budget:
FY2021 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Park & Public Land Fund $30,000 $35,000* Y
*The additional $5,000 that was not budgeted will come from savings in another FY2021 Park
& Public Land Fund project.
COUNCIL ACTION: Approval of Parks & Recreation Board Recommendation to Enter Into a
Contract with U.S. Tennis Court Construction Co. for the Resurfacing of Four Tennis/Basketball
Courts at Waveland Park.
7. Approval and authorization for the City Manager to enter into a Two-Year
Professional Services Agreement with Bureau Veritas of Owings Mills, Maryland, to
Provide Facility Condition Assessments and Maintenance Plans for Various City-
Owned Buildings in a Total Amount not to exceed $83,476.
STAFF CONTACTS:
Mike Strong, Assistant City Manager (810-3680) and
Dan Martin, Superintendent of Public Works (810-3561)
PURPOSE AND ACTION REQUESTED: Staff requests approval for the City Manager to enter into
a Two-Year Professional Services Agreement with Bureau Veritas to provide Facility Condition
Assessment services and develop maintenance plans for various city-owned buildings. The
purpose of conducting a FCA is to analyze the condition of a facility so that a long-term
preventative maintenance and capital replacement schedule can be developed to identify
and forecast future budgetary needs.
PROJECT REVIEW/RECOMMENDATIONS:
Milestone Date Comments
Public Works Committee 5/26/2020 Reviewed and Recommended
Approval
Vendor Interviews 5/07/2020 Finalist Vendors Interviewed
Vendor Proposals Submitted 2/28/2020 Proposals Received & Reviewed (12
Proposals Submitted)
Capital Workshop 11/12/2019 Discussed Scope of the Project
BACKGROUND/DISCUSSION: Capital planning is an essential component of the development
of the City’s annual Comprehensive Fiscal Plan which aims at ensuring adequate capital
spending levels to maintain the performance and continued use of the City’s capital assets.
Capital assets are referred to as assets that are used in operations and that have initial useful
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Monday, June 1, 2020 City Council Agenda
lives extending beyond a single reporting period and typically include components and sub-
components of major facilities, infrastructure, equipment and networks that enable the
delivery of public services.
The City’s current approach has been to establish replacement values for these assets, based
upon their estimated useful lives. While it is optimal that all assets be replaced at the end of
their useful life, the City has had to allocate its capital resources each year based on its
highest or most critical needs. This has led to a reliance on preventative maintenance
programs in order to extend the useful life of the City’s capital assets. City facilities has been
one asset category that has relied heavily on preventative maintenance planning to ensure
that structures and envelopes (e.g. roofs, walls, windows, foundations), building systems (e.g.
plumbing, HVAC, electrical), and interiors (e.g. doors, flooring, paint, etc.) remain in safe
repair and good condition.
The Building Maintenance Section of Public Works is primarily responsible for the ongoing
maintenance of the City’s buildings and facilities and development and implementation of
their respective day-to-day maintenance and preventative maintenance plans. These
include, among others, regularly scheduled roof inspections, weekly building checks, annual
maintenance contracts for HVAC and other building systems, janitorial service oversight, and
management of annual capital replacement projects.
In an effort to minimize the City’s long-term exposure and fully understand each facility’s
condition, maintenance priorities, and capital replacement needs, funding is included in the
FY2021 and FY2022 capital budget to support comprehensive FCAs for various city-owned
facilities. These assessments will provide a road map to plan, budget, and implement the
required improvements necessary to keep the facilities safe and functional and void of
potential life safety concerns. This study entails inspecting and assessing the condition of
public buildings and its sub-components, and prioritizing a 10-year capital replacement
program for each.
In February 2020, a Committee of City staff initiated a competitive Request for Proposal (RFP)
process to select an experienced firm to conduct facility condition assessments for twenty-
five (25) City facilities over a two-year period. The City received thirteen (13) proposals which
were evaluated on timeliness and completeness of their response, compliance with desired
implementation schedule and timeline, the firm’s expertise and experience, quality and
impression of their sample maintenance plan report, and value of their cost proposal. Two
finalists, Bureau Veritas (Owings Mills, MD) and ISES Corp (Duluth, GA), separated from the
group and were interviewed by the Committee.
Upon interviews and evaluation of the finalist firms, including reference checks, staff is
recommending Bureau Veritas as the successful vendor for the RFP to perform the facility
condition assessments. Although not the lowest proposal received, staff feels cost savings will
be realized in selecting Bureau Veritas due to their technical expertise and experience to
conduct such comprehensive studies and provide them in a timely manner. In addition,
Bureau Veritas is offering access to a comprehensive proprietary asset management
database to assist the City in developing long-range maintenance and capital replacement
plans for each facility.
BUDGET/FISCAL IMPACT: The FCA would be conducted on twenty-five city-owned facilities
over a two-year period.
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Monday, June 1, 2020 City Council Agenda
Has City staff obtained competitive pricing for proposed goods/services? Yes
The following is the summary chart of the finalists’ proposal costs, and overall scoring
Below is an estimated summary of the Project Budget:
FY2021 Funding Source
Amount
Budgeted
Amount
Requested
Budgeted
Y/N
Capital Improvement Fund $75,000 $36,549 Yes
FY2022 Funding Source
Amount
Budgeted
Amount
Requested
Budgeted
Y/N
Capital Improvement Fund $75,000 $46,927 Yes
In addition to the evaluation results and explanation above, Bureau Veritas portrayed the
following qualifications:
Diverse and local technical staff and project management support;
Experienced in ADA requirements;
Development of facility condition indices and performance measures for each building; and
Reasonable cost on the proposed scope of work
Staff checked references for Bureau Veritas and found them to be satisfactory and is
recommending approval of an Agreement for a two-year (2) period to complete
comprehensive facility condition assessments, a copy of which is included beginning on page
31.
COUNCIL ACTION: Approval and authorization for the City Manager to enter into a Two-Year
Professional Services Agreement with Bureau Veritas of Owings Mills, Maryland, to Provide
Vendor
Evaluation
Scoring
Year 1
Total Fee
Year 2
Total Fee
Total Fees
(2 Year Cost)
Bureau Veritas 9.40 $36,549 $46,927 $83,476
ISES Corporation 9.13 $47,615 $70,940 $118,555
PROGEA 8.99 $37,000 $47,000 $84,000
NPC 8.90 $29,950 $39,050 $69,000
AMERSCO 8.76 $13,077 $27,406 $40,483
Wold Architects 8.66 $12,250 $16,250 $28,500
AEI 8.60 $17,296 $23,496 $40,792
TRIA Architecture 8.53 $23,400 $41,500 $64,900
NOVA 8.35 $40,000 $53,500 $93,500
Cordogan Clark 8.24 $26,040 $46,484 $72,524
STANTEC 8.09 $216,502 $285,227 $501,729
Williams Architects 7.96 $126,500 $165,100 $291,600
FGM Architects 7.89 $82,776 $112,568 $195,344
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Monday, June 1, 2020 City Council Agenda
Facility Condition Assessments and Maintenance Plans for Various City-Owned Buildings in a
Total Amount not to exceed $83,476.
COUNCIL ACTION: Approval of the seven (7) omnibus items as presented.
6. ORDINANCES
7. OLD BUSINESS
1. Approval of an Intergovernmental Agreement Between The City of Lake Forest and
the Illinois Department of Transportation for the Rte. 41 & Deerpath Pump Station
Project
PRESENTED BY: Michael Thomas, Director of Public Works (810-3540)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are recommending
City Council’s approval of an intergovernmental agreement (IGA hereafter) between The
City of Lake Forest and the Illinois Department of Transportation (IDOT hereafter) for the Rte.
41 & Deerpath Pump station Project.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 5/26/2020 Reviewed & Recommended Approval
Public Works Committee 12/10/2019 Project Update
BACKGROUND/DISCUSSION: The City and State have been working together for the past
eight years on a project to upgrade the storm sewer pump station located under the south
bridge abutment at Route 41 & Deerpath Road. The proposed replacement pump station
would be located on the southwest corner of Ahwahnee Lane and Deerpath Road.
Miscellaneous storm sewer and roadway improvements are proposed along Deerpath Road
from 100 feet west of Westmoreland Road to 750 feet west of Golf Lane. Additionally, storm
sewer, retaining wall, and two detention ponds will be created on Deerpath Golf Course.
Storm sewer and related drainage work will also be constructed across and along the
entrance and exit ramps and mainline Route 41 to a point approximately 275 feet north of
Deerpath Road. Additional drainage work will be constructed along the exit ramp on the
south side of Deerpath Road to a point approximately 165 feet south of Deerpath Road.
BUDGET/FISCAL IMPACT: The proposed IGA provides the City funding to design and construct
the restored landscapes for both the Deerpath Golf Course and the pump station property,
totaling $693,083. The City’s golf course design architect has developed a plan that
incorporates the two new ponds into holes 1, 17, and 18. The City requested the
reimbursement to ensure that both locations will be restored in a manner that is acceptable
to the City. With regards to the pump station property at Ahwahnee & Deerpath,
approximately 97 trees will be replaced by the City at selected locations within the
improvement corridor.
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Monday, June 1, 2020 City Council Agenda
Section seven of the attached IGA notes that the City can request 80% of the total funding
amount upon final completion of the IDOT storm water work that is specifically on Deerpath
Golf Course (e.g. the two ponds, the storm sewer connecting the two ponds, etc.). The
remaining 20% can be requested at the conclusion of the City’s restoration work. A copy of
the IGA can be found on page 92.
COUNCIL ACTION: Approval of an Inter-Governmental Agreement Between The City of Lake
Forest and the Illinois Department of Transportation for the Rte. 41 & Deerpath Pump Station
Project
8. NEW BUSINESS
1. Award of Bid for the Rosemary Road Ravine Project to V3 Construction Group in the
Amount of $509,650 to Include Authorization for a 10% contingency for a Total of
$560,615.
PRESENTED BY: Jim Lockefeer, Public Works Management Analyst (810-3542)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff requests an
award of bid for the Rosemary Road Ravine Project to V3 Construction Group in the amount
of $509,650 to include authorization for a 10% contingency for a total of $560,615.
BACKGROUND/DISCUSSION: During the summer of 2018, City staff identified a sinkhole
adjacent to the Rosemary Road ravine bridge. The ravine bridge is located just east of Thorne
Lane. Upon further inspection of the area, it was discovered that the cause of the sinkhole
was from a failure and collapse of several sections of the interior brick culvert wall that crosses
under the Rosemary Road bridge. The existing culvert was built in place using brick and
mortar construction as part of the infrastructure improvement to build a road over the ravine
approximately 80 years ago. Due to the failed sections of the culvert wall, the ground above
the stormwater culvert has settled causing the sinkhole to form. The ravine slope and the
stormwater culvert are in need of repair in order to protect the structural integrity of Rosemary
Road.
On June 17, 2019, City Council approved a design services agreement with Hey and
Associates, Inc. to provide engineering design services for the Rosemary Road Ravine Project.
Hey and Associates, with the assistance and direction from City staff, completed a
comprehensive design to repair the failed sections of the culvert. The project design also
features adjacent ravine bank stabilization with natural stone for stormwater energy
dissipation and the restoration of the project area with all native plant materials. There were
no added or increased stormwater flows from this design. Following the completion of the
design, the construction of the project was budgeted for through the FY21 CIP budgeting
process.
On May 18, 2020 City Council approved of a Resolution committing $280,307.50 of local funds
for the 2020 Rebuild Illinois Fast-Track Public Infrastructure Program in order to submit a
Rosemary Ravine Project application in hopes of receiving a 50%/50% grant award. After a
review of the Fast-Track Public Infrastructure Program guidebook, City staff identified the
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Monday, June 1, 2020 City Council Agenda
Rosemary Ravine Project as a candidate project for this program. Staff anticipates grant
awards to be announced in June of 2020.
PROJECT REVIEW/RECOMMENDATIONS:
Reviewed Date Comments
Public Works Committee 5/26/2020 Reviewed & Approved Award of Bid
Finance Committee Budget
Workshop 3/12/20 Reviewed as Part of FY21 Budget
City Council 6/17/19 Approved Project Design Services
Public Works Committee 6/11/19
Reviewed & Recommended City
Council Approval for Project Design
Services
BUDGET/FISCAL IMPACT: The project was originally bid in late February of 2020 with the bids
opened on March 11, 2020. In total, three bids were received. Unfortunately, all three bids
came in well over the City’s budget for the project. All three bids came in significantly over
the engineer’s estimate related to one design line item, earth excavation. Originally, the
project design called for the repair of the existing concrete headwall adjacent to Rosemary
Road. In order to repair the headwall, each of the bidding firms identified costs well above
the original engineer’s estimate for earth excavation. These high earth excavation costs were
associated with unanticipated trenching and shoring needs to safely repair the existing
headwall. Due to the budget overages, City staff rejected all bids and worked with the
engineering design firm, Hey and Associates, on a redesign to address the issue. Ultimately,
City staff and the design team decided to remove the large concrete headwall and
appropriately regrade the slope adjacent to the roadway down to the ravine bed. City staff
and the design team estimated large reductions in earth excavation costs and found that
the regraded area would provide the same structural integrity as the existing headwall. City
staff and the design team also believe that the removal of the large concrete headwall and
subsequent regrading of the slope will be far more natural looking and aesthetically pleasing
after planting the regraded slope with native plant materials.
On May 1, 2020, the project was again publically bid and the bids were opened on May 15,
2020. In total, three bids were received as outlined below.
Has City staff obtained competitive pricing for proposed goods/services? Yes
Company Name Dollar Amount Bid
V3 Construction Group $509,650
EarthWerks Land Improvement & Development Corp $606,351
Misfits Construction Company $827,235
Following the review of apparent low bid from V3 Construction, staff found V3 Construction to
have a great deal of local experience in completing ravine and similar bank stabilization
projects. All of V3 Construction’s references shared very positive experiences and reviews with
City staff.
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Monday, June 1, 2020 City Council Agenda
Below is an estimated summary of Project budget:
FY2021 Funding Source Amount
Budgeted
Amount
Requested
Budgeted?
Y/N
Capital Improvement Fund $700,000 $560,615 Y
If awarded, work for this project is expected to begin in June and will be completed by the
end of August. Upon award, City staff will work with V3 Construction on a final project
schedule. As with many CIP projects, a City Engineering Assistant will manage and oversee
the project.
COUNCIL ACTION: Award of bid for the Rosemary Road Ravine Project to V3 Construction
Group in the amount of $509,650 to include authorization for a 10% contingency for a total of
$560,615
9. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS
10. ADJOURNMENT
A copy of the Decision Making Parameters can be found beginning on page 14 of this
packet.
Office of the City Manager May 27, 2020
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 Jason Wicha, at (847) 234-2600 promptly to allow the City
to make reasonable accommodations for those persons.
13
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THE CITY OF LAKE FOREST
DECISION-MAKING PARAMETERS FOR CITY COUNCIL,
AND APPOINTED BOARDS & COMMISSIONS
Adopted June 18, 2018
The City of Lake Forest Mission Statement:
"Be the best-managed, fiscally-responsible and appealing community and promote a community
spirit of trust, respect and citizen involvement. "
The Lake Forest City Council, with the advice and recommendations of its appointed advisory
Boards and Commissions, Lake Forest Citizens, and City Staff, is responsible for policy
formulation and approval. Implementation of adopted strategy, policy, budgets, and other
directives of Council is the responsibility of City Staff, led by the City Manager and Senior
Staff. The Mayor and Aldermen, and appointed members of Boards and Commissions should
address matters in a timely, deliberate, objective and process-driven manner, making decisions
guided by the City of Lake Forest Strategic and Comprehensive Plans, the City's Codes,
policies and procedures, and the following parameters:
. Motions and votes should comprise what is in the best long-term interests of all Lake
Forest citizens, measured in decades, being mindful of proven precedents and new
precedents that may be created.
. All points of view should be listened to and considered in making decisions with the
long-term benefit to Lake Forest's general public welfare being the highest priority.
. Fundmg decisions should support effectiveness and economy in providing services
and programs, while mindful of the number ofcidzens benefittmg from such
expenditures.
. New initiatives should be quantified, qualified, and evaluated for their long-tenn merit
and overall fiscal unpact and other consequences to the community.
. Decision makers should be proactive and timely in addressing sto-ategic planning
initiatives, external forces not under control of the City, and other opportunities and
challenges to the community.
Community trust in, and support of, government is fostered by maintaining the integrity of these
decision-making parameters.
The City of Lake Forest 's Decision-Making Parameters shall be reviewed by the City Council on an
annual basis and shall be included on all agendas of the City Council and Boards and Commissions.
14
1
THE CITY OF LAKE FOREST
RESOLUTION NO. 2020-___
RESOLUTION IN SUPPORT OF TEMPORARY EXPANDED OUTDOOR ACTIVITY
ASSOCIATED WITH THE RE-OPENING OF BUSINESSES
WHEREAS, The City of Lake Forest (the “City”) is a home rule special charter municipality
established and existing in accordance with the Constitution of the State of Illinois of 1970; and
WHEREAS, the City has a long tradition of establishing processes and programs that
protect and promote the health, life safety and general well-being of residents, local businesses
and visitors; and
WHEREAS, the City overall, and in particular, local businesses including, but not limited
to restaurants, grocery stores, specialty food and drink establishments, retail stores and various
service providers, have been and continue to be impacted by the COVID-19 pandemic, and
WHEREAS, Governor Pritzker’s recently announced a phased re-opening of businesses
in the “Restore Illinois” plan; and
WHEREAS, on May 20, 2020, the Governor announced that restaurants and other food
and drink establishments will be permitted to expand customer services to include outdoor dining
consistent with the guidance under Phase 3 of the Restore Illinois plan expected to begin on May
29, 2020, and encouraged local governments to support this initiative; and
WHEREAS, the City Council continues to place a high priority on public health and safety
and encourages all businesses and customers to follow the recommended protocols to safeguard
our community, employees and visitors; and
WHEREAS, the Mayor and City Council of The City of Lake Forest have determined that
it is in the best interests of Lake Forest and its residents, and in furtherance of the public health,
safety, and welfare, to (i) direct the issuance of temporary approvals for expanded outdoor
business activity and (ii) suspend the payment of the annual fee for annual health licenses for
restaurants, food stores and cafeterias in office buildings;
15
2
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE
CITY OF LAKE FOREST, COUNTY OF LAKE, STATE OF ILLINOIS, as follows:
SECTION ONE: Recitals. The foregoing recitals are hereby incorporated into and made
a part of this Ordinance as if fully set forth.
SECTION TWO: Direction to City Staff. The City Manager is directed to implement
short term procedures in general conformance with the following:
a. Issue temporary, administrative approvals for outdoor business activity including, but not
limited to dining, merchandise displays, and classes upon submittal of a site plan
deemed acceptable to the City Manager or designee (“City Manager”). Said temporary
approvals shall be valid through June 30, 2020 with a provision for a limited time
extension at the discretion of the City Manager.
b. Condition the approval of any outdoor business activity on compliance with all applicable
state laws, orders, and guidelines and any additional conditions imposed by the City
Manager on the approval.
c. Authorize temporary and limited use of public-rights-of-way for outdoor business
activities subject to review by Public Safety personnel and submittal of a signed Hold
Harmless Agreement on a form provided by the City Manager.
d. Provide limited barricades and temporary signage, at no cost to businesses, as needed
for public safety for the duration of the temporary expanded outdoor business use
period.
e. Waive the annual fee for Health Licenses for Fiscal Year 2021 for restaurants, food
stores and cafeterias in office buildings. (Depending on the characteristics of the
business, fee waivers would range from $50.00 to $600.00.)
SECTION THREE: Ratification. To the extent that the City Manager granted any outdoor
business activity approvals prior to the date of this Resolution, the City Council hereby affirms
and ratifies those approvals.
SECTION FOUR: Effective Date. This Resolution shall be in full force and effect from
and after its passage and approval in the manner provided by law.
PASSED this _____ day of _________, 2020.
AYES: (____)
NAYS: (____)
ABSENT: (____)
16
3
APPROVED this _______ day of _______, 2020.
Mayor
ATTEST:
City Clerk
17
The City of Lake Forest
CITY COUNCIL
Proceedings of the Monday, May 18, 2020
City Council Meeting - City Council Chambers
REMOTE ACCESS MEETING
CALL TO ORDER AND ROLL CALL: Honorable Mayor Pandaleon called the meeting to order at 6:30pm, and
the City Clerk Margaret Boyer called the roll of Council members.
Present: Honorable Mayor Pandaleon, Alderman Morris, Alderman Karras, Alderman Rummel, Alderman
Notz, Alderman Preschlack, Alderman Goshgarian, Alderman Buschmann and Alderman Weber.
Absent: None
CALL TO ORDER AND ROLL CALL
PLEDGE OF ALLEGIANCE was recited by all those present.
REPORTS OF CITY OFFICERS
COMMENTS BY MAYOR
Mayor Pandaleon gave a commendation to the Parks and Recreation and Public Works Departments for
working to repair and make sure the beach is ready for Memorial Day weekend. Mayor Pandaleon Thanked
the Police Department for its work on Thursday, who were able to save a family from a car that went off the
road during a storm.
A. 2020-2021 Board and Commission Appointments and Reappointments
AUDIT COMMITTEE
NAME OF MEMBER APPOINT/REAPPOINT WARD
Tara Janos APPOINT 4
Mark Dillon APPOINT 1
Vince Sparrow REAPPOINT 3
Tighe Magnuson REAPPOINT 2
William McFadden REAPPOINT 3
BUILDING REVIEW BOARD
NAME OF MEMBER APPOINT/REAPPOINT WARD
Sally Downey APPOINT 1
Richard Walther REAPPOINT 4
CEMETERY
NAME OF MEMBER APPOINT/REAPPOINT WARD
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Proceedings of the Monday, May 18, 2020
Regular City Council Meeting
Bob Thornbough APPOINT 1
Rommy Lopat APPOINT 1
GORTON
NAME OF MEMBER APPOINT/REAPPOINT WARD
Karen Rode REAPPOINT 4
Bill Moskoff REAPPOINT 1
Nick Bothfeld REAPPOINT 3
HISTORIC PRESERVATION COMMISSION
NAME OF MEMBER APPOINT/REAPPOINT WARD
Ron Levitsky APPOINT 4
Bruce Grieve REAPPOINT AS CHAIR 3
Bill Redfield REAPPOINT 3
Elizabeth Sperry REAPPOINT 2
LEGAL
NAME OF MEMBER APPOINT/REAPPOINT WARD
Joe Waldeck APPOINT 1
Anthony Mancini REAPPOINT 4
Joy Guscott-Mueller REAPPOINT 3
PARKS & RECREATION BOARD
NAME OF MEMBER APPOINT/REAPPOINT WARD
Marc Silver APPOINT 2
Kaci Spirito APPOINT 2
Paul Best REAPPOINT AS CHAIR 2
Nancy Duffy REAPPOINT 2
LIBRARY
NAME OF MEMBER APPOINT/REAPPOINT WARD
Bryan Bertola APPOINT 1
John Johnson APPOINT 2
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Proceedings of the Monday, May 18, 2020
Regular City Council Meeting
JoAnn Desmond APPOINT to own Term 3
Andrea Lemke REAPPOINT 1
PLAN COMMISSION
NAME OF MEMBER APPOINT/REAPPOINT WARD
Susan Athenson REAPPPOINT 3
Monica Ruggles REAPPOINT 1
ZONING BOARD OF APPEALS
NAME OF MEMBER APPOINT/REAPPOINT WARD
Pete Clemens APPOINT 1
Mark Pasquesi REAPPOINT AS CHAIR 4
Mike Sieman REAPPOINT 3
Nancy Novit REAPPOINT 1
CROYA
NAME OF MEMBER APPOINT/REAPPOINT WARD
Christine Carr APPOINT LB
Carolyn Bielski APPOINT LFHS REP LB
Kristen Weisberg APPOINT 2
Stephanie Mannarino REAPPOINT 3
Megan Engelberg REAPPOINT 4
Jennifer Riley REAPPOINT AS CHAIR 3
SENIOR RESOURCES COMMISSION
NAME OF MEMBER APPOINT/REAPPOINT WARD
Jill Rosa APPOINT LB
Barbra Sheppard APPOINT 3
Phil Hartung APPOINT 1
Gale Strenger-Wayne REAPPOINT AS CHAIR 3
PUBLIC SERVICE AWARD COMMITTEE
NAME OF MEMBER APPOINT/REAPPOINT WARD
Prudence Beidler APPOINT 1
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Proceedings of the Monday, May 18, 2020
Regular City Council Meeting
Mike Adelman APPOINT 4
Catherine Waldeck APPOINT AS CHAIR 1
HOUSING TRUST FUND BOARD
NAME OF MEMBER APPOINT/REAPPOINT WARD
Chris Baker REAPPOINT n/a
BOARD OF POLICE AND FIRE COMMISSIONERS
NAME OF MEMBER APPOINT/REAPPOINT WARD
Matt Davis REAPPOINT AS CHAIR 2
COUNCIL ACTION: Approve the Mayors Appointments and Reappointments
Alderman Notz made a motion to approve the Mayor’s Appointments and Reappointments, seconded by
Alderman Morris. The Following voted “Aye”: Alderman Morris, Karras, Rummel, Notz, Preschlack,
Goshgarian, Buschmann and Weber. The following voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
B. Approval of a Resolution of Appreciation for Retiring Members of Boards and
Commissions as follows:
BOARD, COMMISSION OR COMMITTEE NAME OF MEMBERS(S)
AUDIT COMMITTEE Dean Stieber
BUILDING REVIEW BOARD Fredrick Moyer
CEMETERY COMMISSION John Dick, Eileen Looby Weber
GORTON Joe Waldeck
HISTORIC PRESERVATION COMMISSION Wells Wheeler
LEGAL COMMITTEE Tim Franzen
LIBRARY Ron Levitsky, Todd Puch
PARKS & RECREATION BOARD Steve Reimer, Rich Adams
ZONING BOARD OF APPEALS Kevin Lewis
CROYA John Maher, LFHS Rep; Jennifer Karras
PUBLIC SERVICE AWARD COMMITTEE Madeline Dugan, Tom Swarthout
SENIOR RESOURCES COMMISSION Sally Kelly, Carol Champ
COUNCIL ACTION: Approve the Resolution of Appreciation
Alderman Buschmann made a motion to approve the Mayor’s Appointments and Reappointments,
seconded by Alderman Rummel. The Following voted “Aye”: Alderman Morris, Karras, Rummel, Notz,
21
Proceedings of the Monday, May 18, 2020
Regular City Council Meeting
Preschlack, Goshgarian, Buschmann and Weber. The following voted “Nay”: None. 8-Ayes, 0 Nays, motion
carried.
C. Announcement of City Council Committee Appointments
Mayor Pandaleon reported he spoke to the Aldermen individually, and that the list would be available at
City Hall.
COMMENTS BY CITY MANAGER
A. COVID 19 Financial Impact Update
-Elizabeth Holleb, Director of Finance
Finance Director Elizabeth Holleb gave an overview of the Governor’s Stay at Home Order. She reviewed the
impact to City finances, noting the positives such as fund reserves, and the challenges of lost or deferred
revenue due to unknown timeline of the pandemic. General Fund revenue assumptions were reviewed
along with Municipal sales tax and State income tax revenues. Other funds were also reviewed.
Ms. Holleb also reviewed the City’s local business grant program to date, and shared a slide with COVID-19
costs and recovery.
The City Council had discussion on the application for options to pay property tax, and that more
information on this topic is available on the Lake County website.
B. Website Redesign and Hosting Services Update
- Mike Strong, Assistant City Manager
Assistant City Manager Mike Strong gave an overview of the proposed website vendor and the costs
associated with implementing a new website. The City Council had discussion on content that would be
transitioned to the new website, positive impacts of a new website, and enhanced communication with
residents through use of a newwebsite.
OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
Members of the public can provide public comment by calling into the following number during the
meeting: 847-810-3643
COMMITTEE REPORTS
FINANCE COMMITTEE
1. Approval of the Comprehensive Fiscal Plan for FY2021
Alderman Morris gave an overview of the budgetary process and the changes that were made to the FY2021
budget due to the COVID-19 pandemic.
Finance Director Elizabeth Holleb discussed the comprehensive fiscal plan, noting the icons that relate back
to the City’s Strategic Plan. She also reviewed changes that were made from the previous fiscal year
included adding performance measurements and core/elective services provided by the City.
City Council praised the quality of the presentation of the updated budget document, and commended all
City Staff for their efforts.
22
Proceedings of the Monday, May 18, 2020
Regular City Council Meeting
COUNCIL ACTION: Approval of the Comprehensive Fiscal Plan for Fiscal Year 2021
Alderman Goshgarian made a motion to approve the Comprehensive Fiscal Plan for Fiscal Year 2021,
seconded by Alderman Preschlack. The Following voted “Aye”: Alderman Morris, Karras, Rummel, Notz,
Preschlack, Goshgarian, Buschmann and Weber. The following voted “Nay”: None. 8-Ayes, 0 Nays, motion
carried.
PUBLIC WORKS COMMITTEE
1. Award of Bid for the FY ’21 Inflow and Infiltration Repairs to Redina Construction Co. for a Not-
to-Exceed Amount of $800,000.
Superintendent of Engineering Bob Ells gave an overview of the program, and how it identifies areas of
storm water flowing into the sanitary sewer system, noting areas that needed repairs have been identified.
The repairs will lessen the amount of stormwater infiltration into the sanitary sewer system.
COUNCIL ACTION: Award of Bid for the FY ’21 Inflow and Infiltration Repairs project
to Redina Construction Co. for a Not-to-Exceed amount of $800,000.
Alderman Rummel made a motion award of Bid for the FY ’21 Inflow and Infiltration Repairs project
to Redina Construction Co. for a Not-to-Exceed amount of $800,000, seconded by Alderman Preschlack. The
Following voted “Aye”: Alderman Morris, Karras, Rummel, Notz, Preschlack, Goshgarian, Buschmann and
Weber. The following voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
ITEMS FOR OMNIBUS VOTE CONSIDERATION
Mayor Pandaleon stated that he would be removing items 15 and 16 from omnibus consideration and that
they would be taken separately.
1. Approve the Extension of the Mayor’s Declaration of a Local State of Emergency until the next
City Council Meeting
2. Approval of the May 4, 2020 First Session City Council Meeting Minutes
3. Approval of the May 4, 2020 Second Session City Council Meeting Minutes
4. Approval of the FY21 Personnel Policies, Administrative Directives
5. Approval of Benistar as a Vendor for the City’s Medicare Supplement and Part D Drug Coverage
for Over-age Retirees and Spouses
6. Approval of a Resolution Committing $280,307.50 of Local Funds for the 2020 Rebuild Illinois
Fast-Track Public Infrastructure Program for the City of Lake Forest Rosemary Ravine Application
7. Approval and Authorization for the City Manager to enter into an Agreement with Revize, LLC.
for website redesign and hosting services and to execute any necessary documents associated
with acceptance and implementation of the contract, including amendments as approved to
form by the City Attorney.
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Proceedings of the Monday, May 18, 2020
Regular City Council Meeting
8. Approval of a Payment in an Amount not to exceed $28,760 to Lake County Press to Provide
Professional Printing Services of the City Dialogue Community-Wide Newsletter for FY2021.
9. Authorization for the City Manager to enter into an Agreement with William Schelhas Media
Services, LLC In an Amount not to exceed $30,075 for Professional Services Related to the
Operation of the City’s Public, Educational and Government Access Cable Television Services.
10. Approval of a Payment in an Amount not to exceed $110,000 in the Aggregate to Verizon
Wireless for FY2021 Cellular Services
11. Approval to extend the City’s Office Supplies Contract with Warehouse Direct through May 31,
2023, with the option for additional extension as determined by the Suburban Purchasing
Cooperative of the Northwest Municipal Conference
12. Award of the Lake Forest’s Share of the Joint Paving Project for the City’s Quarta Parking Lot and
District 67 Schools to Maneval Construction in the amount of $148,148.68 to include
authorization for a 10% contingency for a total of $162,963.54.
13. Award of the Bid for the Conway Farms Drive and Sheridan Road Drainage Improvements to
Holiday Sewer and Water Construction, Inc. for a Not-to-Exceed Amount of $83,493.30.
14. Approve the Purchase of 1,500 Tons from Morton Road Salt for a Not-To-Exceed Price of
$68.00/Ton for the FY ‘21 Winter and/or a Reserve for FY ‘22
15. Approval of an Amendment to Chapter 97, entitled “Parks & Playgrounds” of Title IX entitled
“General Regulations” of the City Code and an Amendment to the Fee Schedule Increasing Non-
Resident fees related to Forest Park Beach access
16. Consideration of a Recommendation from the Plan Commission in Support of a Plat of
Condominium for a building under construction at 705 McKinley Road. (Approval by Motion)
COUNCIL ACTION: Approval of the sixteen (16) Omnibus items as presented
Mayor Pandaleon asked members of the Council if they would like to remove any other item or take it
separately.
Seeing none, he asked for a motion.
Alderman Buschmann made a motion to approve the fourteen (14) omnibus items seconded by Alderman
Preschlack. The following voted “Aye”: Alderman Morris, Karras, Rummel, Notz, Preschlack, Goshgarian,
Buschmann and Weber. The following voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
ITEM REMOVED
15. Approval of an Amendment to Chapter 97, entitled “Parks & Playgrounds” of Title IX entitled
“General Regulations” of the City Code and an Amendment to the Fee Schedule Increasing Non-
Resident fees related to Forest Park Beach access
Mayor Pandaleon stated that item 15 (Approval of an Amendment to Chapter 97, entitled “Parks &
Playgrounds” of Title IX entitled “General Regulations” of the City Code and an Amendment to the Fee
Schedule Increasing Non-Resident fees related to Forest Park Beach access) was to charge a fee seven days a
week and increase the non-resident fee related to Forest Park Beach access to recover costs of projects to
restore the lakefront.
24
Proceedings of the Monday, May 18, 2020
Regular City Council Meeting
City Council had lengthy discussion on the proposed increase from $20 to $25 for non-residents. Mayor
Pandaleon asked for a motion to approve item #15 as amended by Council.
Alderman Rummel made a motion to approve Item 15 as amended (non-resident fee change from $20 to
$25), seconded by Alderman Weber. The following voted “Aye”: Alderman Morris, Karras, Rummel, Notz,
Preschlack, Buschmann and Weber. The following voted “Nay”: Alderman Goshgarian. 7-Ayes, 1 Nay,
motion carried.
ITEM REMOVED
16. Consideration of a Recommendation from the Plan Commission in Support of a Plat of
Condominium for a building under construction at 705 McKinley Road. (Approval by Motion)
Mayor Pandaleon stated that item #16 would be heard separately. Alderman Morris recused himself in
regard to a conflict of interest.
Mayor Pandaleon asked if there were any additional comments on this item. Seeing none, he asked for a
motion to approve item 16.
Alderman Goshgarian made a motion to approve seconded by Alderman Notz. The following voted “Aye”:
Alderman Karras, Rummel, Notz, Preschlack, Goshgarian, Buschmann and Weber. The following voted
“Nay”: None The following “Abstained”: Alderman Morris. 7-Ayes, 0 Nays, 1 Abstention, 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
NEW BUSINESS
1. Request to Waive the Bidding Process and Approve and Authorize Contracts for Emergency
Beach Repairs at Forest Park Beach in an Amount Not-to-Exceed $142,000
Public Works Director Michael Thomas gave an overview of the damage that Forest Park Beach has been
experiencing over winter and over the past few storms. His presentation requesting emergency funding
focused on how to deal with water levels increasing, heavy wave conditions and anticipating increased
significant storms.
The City Council had discussion on the actions that were going to be taken before the beach planned
opening of Memorial Day weekend and the pricing of the request.
COUNCIL ACTION: Waive the Bidding Process and Approve and Authorize Contracts for Emergency Beach
Repairs at Forest Park Beach.
Alderman Preschlack made a motion to waive the Bidding Process and Approve and Authorize Contracts for
Emergency Beach Repairs at Forest Park Beach, seconded by Alderman Rummel. The Following voted “Aye”:
Alderman Morris, Karras, Rummel, Notz, Preschlack, Goshgarian, Buschmann and Weber. The following
voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION/COMMENTS BY COUNCIL MEMBERS
Michael Thomas, Public Works Director, gave a brief update on flooding in Lake Forest from the storm on
Sunday, May 17.
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Proceedings of the Monday, May 18, 2020
Regular City Council Meeting
Mayor Pandaleon noted to the public that there will be no further public business following Executive
Session
1. EXECUTIVE SESSION pursuant to 5 ILCS 120/2 (c), (11), The City Council will be discussing pending
litigation.
Adjourn into Executive Session at 9:19pm
Alderman Morris made a motion to adjourn into executive session pursuant to 5 ILCS 120/2 (c), (11), The
City Council will be discussing pending litigation, seconded by Alderman Notz. The following voted “Aye”:
Alderman Morris, Karras, Rummel, Notz, Preschlack, Goshgarian, Buschmann and Weber. The following
voted “Nay”: None. 8-Ayes, 0 Nays, motion carried.
ADJOURNMENT
There being no further business Mayor Pandaleon asked for a motion. Alderman Rummel made a motion to
adjourn, seconded by Alderman Notz. Motion carried unanimously by voice vote at 10:04pm.
Respectfully Submitted
Margaret Boyer, 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.
26
THE CITY OF LAKE FOREST
ORDINANCE NO. 2020-____
AN ORDINANCE AMENDING SECTION 111.037 OF THE LAKE FOREST CITY CODE
REGARDING THE NUMBER OF C1 AND C3 LIQUOR LICENSES
Adopted by the City Council
of the City of Lake Forest
this day of 2020
Published in pamphlet form by direction
and authority of The City of Lake Forest
Lake County, Illinois
this day of 2020
27
THE CITY OF LAKE FOREST
ORDINANCE NO. 2020 -_____
AN ORDINANCE AMENDING SECTION 111.037 OF THE LAKE FOREST CITY CODE
REGARDING THE NUMBER OF C1 AND C3 LIQUOR LICENSES
WHEREAS, the City of Lake Forest is a home rule, special charter municipal corporation;
and
WHEREAS, the City has adopted certain alcoholic beverage regulations designed to
protect the health, safety and welfare, which regulations are codified in Chapter 111 of the City
Code of Lake Forest, 2013 (“Liquor Code”);
WHEREAS, The City of Lake Forest desires to amend its Liquor Code to increase the
number of liquor licenses in the C1 and C3 categories to accommodate an application filed by a
local business, as set forth in this Ordinance;
NOW, THEREFORE, BE IT RESOLVED by the City Council of The City of Lake Forest,
County of Lake, and State of Illinois, as follows:
SECTION ONE: Recitals. The foregoing recitals are incorporated as the findings of the
City Council and are hereby incorporated into and made a part of this Ordinance.
SECTION TWO: Amendment to Section 111.037. Section 111.037 of the City Code,
entitled “Local Liquor Licenses and Fees,” is amended as follows (deletions in strikethrough and
additions in bold and underline):
Ҥ111.037 LOCAL LIQUOR LICENSES AND FEES.
(A) The number of liquor licenses issued by the city shall be limited as follows:
Class Maximum Number of Licenses Authorized
A-1 7
A-2 4
A-3 No more than the total number of Class A-1 licenses issued by
the city
A-4 1 0
B-1 1
28
C-1 6 7
C-2 9
C-3 11 12
C-4 1
D-1 5
E-1 2
F-1 1
F-2 As many as determined reasonable by the Commissioner
F-3 As many as determined reasonable by the Commissioner
F-4 As many as determined reasonable by the Commissioner
F-5 1
F-6 3
G-1 1
G-2 2
H-1 0
H-2 1
I-1 No more than the total number of Class B-1, C-1, C-2, C-3, D-1,
E-1 and F-1 licenses issued by the city
I-2 1
I-3 As many as determined reasonable by the Commissioner
J 1
K 1
(B) Without further action of the City Council, the maximum number of licenses in
any class shall be automatically reduced by one upon the expiration, revocation
or non-renewal of an existing license in any such license class.”
SECTION THREE: Effective Date. This Ordinance shall be in full force and effect upon
its passage, approval, and publication in pamphlet form in the manner provided by law.
Passed this ____ day of _________________________, 2020.
AYES:
NAYS:
ABSENT:
ABSTAIN:
Approved this __ day of _________________________, 2020.
29
_____________________________
Mayor
ATTEST:
_______________________________
City Clerk
30
CITY OF LAKE FOREST
CONSULTANT SERVICES AGREEMENT
This AGREEMENT is dated as of the ____ day of ___________, _____ (“Agreement”),
and is by and between the CITY OF LAKE FOREST (“City”), an Illinois home rule municipality,
and Bureau Veritas (“Consultant”).
IN CONSIDERATION OF the recitals and the mutual covenants and agreements set forth
in the Agreement, and pursuant to the City’s authority, the parties agree as follows:
SECTION 1. CONSULTANT AND SCOPE OF SERVICES.
A. Engagement of Consultant. The City desires to engage the Consultant to
provide facility condition assessment and maintenance plan development for various city-owned
facilities and to perform other services as described in the Proposal Documents. The Consultant
represents it is financially solvent, has the necessary financial resources, and is sufficiently
experienced and competent to perform and complete the services set forth in the Proposal
Documents ("Services") in accordance with the standards of practice, care, and diligence
practiced by recognized companies or firms performing services of a similar nature in existence
at the time of performance. The representations and certifications expressed are in addition to
any other representations and certifications expressed in this Agreement, or expressed or implied
by law, which are reserved to the City.
B. Proposal Documents. The Proposal Documents consist of (1) the City’s Request
For Proposals; (2) the Consultant’s Proposal; (3) the Pricing Proposal Form. The Proposal
Documents are attached hereto and incorporated herein as Exhibit A. To the extent there is any
conflict between the Proposal Documents and this Agreement, the terms of this Agreement will
control.
C. Commencement; Time of Performance. The Consultant must commence the
Services immediately upon receipt of written notice that this Agreement has been fully executed
by the Parties (“Commencement Date”). The Consultant must diligently and continuously
prosecute the Services until the completion of the Services or upon the termination of this
Agreement by the City, but in no event later than one hundred and eighty (180) days after the
execution of this Agreement (“Time of Performance”), unless extended by the City in its
discretion. The City understands that it is incumbent upon the City to respond to consultant
requests in a timely manner. The City further understands that any project delays due to their lack
of timely communication does not constitute breach of contract on the part of the consultant”
D. Agreement Amount. The total amount billed for the Services during the term of
this Agreement shall not exceed the amount identified in the Proposal Documents without the
prior express written authorization of the City. The Consultant must submit invoices in an
approved format to the City for costs incurred by the Consultant in performing the Services. The
amount billed in these invoice must be based on the rates set forth in the Proposal Documents.
The City agrees to pay to the Consultant in accordance with the Local Government Prompt
Payment Act, 50 ILCS 505/1, et seq.
E. Term. The term of this Agreement, unless terminated pursuant to the terms of this
Agreement, shall be for twenty-four (24) months from the Commencement Date. Notwithstanding
any other provision hereof, the City may terminate this Agreement at any time with or without
31
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cause upon 15 days prior written notice to the Consultant. In the event this Agreement is
terminated by the City, the Consultant will be paid for Services actually performed and
reimbursable expenses actually incurred, if any, prior to termination, not exceeding the value of
the Services completed determined on the basis of the rates set forth in the Proposal Documents.
SECTION 2. CONFIDENTIAL INFORMATION.
A. Confidential Information. The term “Confidential Information” shall mean
information in the possession or under the control of the City relating to the technical, business,
or corporate affairs of the City; City property; user information, including, without limitation, any
information pertaining to usage of the City's computer system, including and without limitation,
any information obtained from server logs or other records of electronic or machine readable form;
and the existence of, and terms and conditions of, this Agreement. City Confidential Information
shall not include information that can be demonstrated: (1) to have been rightfully in the
possession of the Consultant from a source other than the City prior to the time of disclosure of
said information to the Consultant under this Agreement (“Time of Disclosure”); (2) to have
been in the public domain prior to the Time of Disclosure; (3) to have become part of the public
domain after the Time of Disclosure by a publication or by any other means except an
unauthorized act or omission or breach of this Agreement on the part of the Consultant or the
City; or (4) to have been supplied to the Consultant after the Time of Disclosure without restriction
by a third party who is under no obligation to the City to maintain such information in confidence.
B. No Disclosure of Confidential Information by the Consultant. The Consultant
acknowledges that it may, in performing the Services for the City under this Agreement, have
access to or be directly or indirectly exposed to Confidential Information. The Consultant agrees
to hold confidential all Confidential Information and will not disclose or use Confidential
Information without express prior written consent of the City. The Consultant must use reasonable
measures at least as strict as those the Consultant uses to protect its own confidential information.
These measures must include, without limitation, requiring employees and subcontractors of the
Consultant to execute a non-disclosure agreement before obtaining access to Confidential
Information.
SECTION 3. INDEMNIFICATION; INSURANCE.
A. Indemnification. The Consultant proposes and agrees that the Consultant will
indemnify, save harmless, and defend the City against all damages, liability, claims, losses, and
expenses (including attorneys' fee) that may arise, or be alleged to have arisen, out of or in
connection with the Consultant’s performance of, or failure to perform, the Services or any part
thereof, any misuse or improper use of trademark or copyright protected material or otherwise
protected intellectual property by the Consultant, or any failure of the Consultant to meet the
representations and certifications set forth in this Agreement.
B. Insurance. The Consultant will, at its sole cost, obtain and keep in force at all times
during the performance of any work referred to above, Workers Compensation and Employer’s
Liability Insurance, Commercial General Liability Insurance, and Automobile Insurance in at least
the type and amounts as follows:
1. Workers' Compensation:
(a) State: Statutory
(b) Employer's Liability
$500,000.00 Per Accident
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$500,000.00 Disease, Policy Limit
$500,000.00 Disease, Each Employee
2. Commercial General Liability: $2,000,000.00 General Aggregate
3. Business Automobile Liability (including owned, non-owned and hired vehicles):
i. Bodily Injury:
• $1,000,000.00 Per Person
• $1,000,000.00 Per Accident
ii. Property Damage
• $1,000,000.00 Per Occurrence
4. Umbrella Excess Liability: $2,000,000.00 over Primary Insurance
5. Professional Liability Insurance, with a limit of liability of not less than $1,000,000
per occurrence and $2,000,000 in the aggregate and covering the Consultant
against all sums that the Consultant may be obligated to pay on account of any
liability arising out of this Agreement.
The Consultant must name the City as an additional insured and provide City with Certificates of
Insurance and applicable policy endorsement(s), executed by a duly authorized representative of
each insurer, showing compliance with the insurance requirements set forth above. Failure of
City to demand any certificate, endorsement or other evidence of full compliance with these
insurance requirements or failure of City to identify a deficiency from evidence that is provided
shall not be construed as a waiver of Consultant’s obligation to maintain such insurance. The
Consultant agrees that the obligation to provide the insurance required by these documents is
solely its responsibility and that this is a requirement which cannot be waived by any conduct,
action, inaction or omission by the City. Upon request, the Consultant will provide copies of any
or all policies of insurance maintained in fulfillment hereof. Failure to maintain the required
insurance may result in termination of this Contract at City’s option.
SECTION 4. DEFAULT.
If it should appear at any time that the Consultant has failed or refused to prosecute, or
has delayed in the prosecution of, the Services with diligence at a rate that assures completion of
the Services in full compliance with the requirements of this Agreement, or has otherwise failed,
refused, or delayed to perform or satisfy the Services or any other requirement of this Agreement
(“Event of Default”), and fails to cure any such Event of Default within 10 business days after
the Consultant’s receipt of written notice of such Event of Default from the City, then the City will
have the right, without prejudice to any other remedies provided by law or equity, to pursue any
one or more of the following remedies:
1. Cure by Consultant. The City may require the Consultant, within a
reasonable time, to complete or correct all or any part of the Services that are the subject
of the Event of Default; and to take any or all other action necessary to bring the Consultant
and the Services into compliance with this Agreement.
2. Termination of Agreement by City. The City may terminate this Agreement
without liability for further payment of amounts due or to become due under this Agreement
after the effective date of termination.
3. Withholding of Payment by City. The City may withhold from any payment,
whether or not previously approved, or may recover from the Consultant, any and all costs,
including attorneys’ fees and administrative expenses, incurred by the City as the result
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of any Event of Default by the Consultant or as a result of actions taken by the City in
response to any Event of Default by the Consultant.
SECTION 5. SPECIAL PROVISIONS.
A. Relationship of the Parties. The Consultant acts as an independent contractor
in providing and performing the Services. Nothing in, nor done pursuant to, this Agreement shall
be construed (1) to create the relationship of principal and agent, employer and employee,
partners, or joint venturers between the City and Consultant; or (2) to create any relationship
between the City and any subcontractor of the Consultant.
B. Conflict of Interest. The Consultant represents and certifies that, to the best of its
knowledge, (1) no City employee or agent is interested in the business of the Consultant or this
Agreement; (2) as of the date of this Agreement neither the Consultant nor any person employed
or associated with the Consultant has any interest that would conflict in any manner or degree
with the performance of the obligations under this Agreement; and (3) neither the Consultant nor
any person employed by or associated with the Consultant shall at any time during the term of
this Agreement obtain or acquire any interest that would conflict in any manner or degree with the
performance of the obligations under this Agreement.
C. No Collusion. The Consultant represents and certifies that the Consultant is not
barred from contracting with a unit of state or local government as a result of (1) a delinquency in
the payment of any tax administered by the Illinois Department of Revenue unless the Consultant
is contesting, in accordance with the procedures established by the appropriate revenue act, its
liability for the tax or the amount of the tax, as set forth in Section 11-42.1-1 et seq. of the Illinois
Municipal Code, 65 ILCS 5/11-42.1-1 et seq.; or (2) a violation of either Section 33E-3 or Section
33E-4 of Article 33E of the Criminal Code of 1961, 720 ILCS 5/33E-1 et seq. The Consultant
represents that the only persons, firms, or corporations interested in this Agreement as principals
are those disclosed to the City prior to the execution of this Agreement, and that this Agreement
is made without collusion with any other person, firm, or corporation. If at any time it shall be
found that the Consultant has, in procuring this Agreement, colluded with any other person, firm,
or corporation, then the Consultant shall be liable to the City for all loss or damage that the City
may suffer, and this Agreement shall, at the City’s option, be null and void.
D. Compliance With Laws and Grants. Consultant must give all notices, pay all
fees, and take all other action that may be necessary to ensure that the Services are provided,
performed, and completed in accordance with all required governmental permits, licenses, or
other approvals and authorizations that may be required in connection with providing, performing,
and completing the Services, and with all applicable statutes, ordinances, rules, and regulations,
including without limitation the Fair Labor Standards Act; any statutes regarding qualification to
do business; any statutes prohibiting discrimination because of, or requiring affirmative action
based on, race, creed, color, national origin, age, sex, or other prohibited classification, including,
without limitation, the Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101 et seq., and
the Illinois Human Rights Act, 775 ILCS 5/1-101 et seq. Consultant must also comply with all
conditions of any federal, state, or local grant received by Owner or Consultant with respect to
this Contract or the Services. Consultant is solely liable for any fines or civil penalties that are
imposed by any governmental or quasi-governmental agency or body that may arise, or be
alleged to have arisen, out of or in connection with Consultant's, or its subcontractors,
performance of, or failure to perform, the Services or any part thereof. Every provision of law
required by law to be inserted into this Contract is deemed to be inserted.
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To the extent that the Prevailing Wage Act applies, the Consultant must pay, and require every
subcontractor to pay, prevailing wages as established by the Illinois Department of Labor for each
craft or type of work needed to execute the contract in accordance with 820 ILCS 130/.01 et seq.
The Consultant shall prominently post the current schedule of prevailing wages at the contract
site and shall notify immediately in writing all of its subcontractors, of all changes in the schedule
of prevailing wages. Any increases in costs to the Consultant due to changes in the prevailing
rate of wage during the terms of any contract shall be at the expense of the Consultant and not
at the expense of the Owner. The change order shall be computed using the prevailing wage
rates applicable at the time the change order work is scheduled to be performed. The Consultant
shall be solely responsible to maintain accurate records as required by the prevailing wage statute
and to obtain and furnish all such certified records to the City as required by Statute. In lieu of
certified payroll, Consultant shall submit a letter setting forth the basis upon which Consultant has
concluded the Act does not apply. The Consultant shall be solely liable for paying the difference
between prevailing wages and any wages actually received by laborers, workmen and/or
mechanics engaged in the Work and in every way defend and indemnify the City against any
claims arising under or related to the payment of wages in accordance with the Prevailing Wage
Act. The Illinois Department of Labor publishes the prevailing wage rates on its website at:
https://www.illinois.gov/idol/Laws-Rules/CONMED/Pages/Rates.aspx Consultant is advised that
the Department revises the prevailing wage rates and the Consultant has an obligation to check
the Department’s web site for revisions.
F. Mutual Cooperation. The City agrees to cooperate with the Consultant in the
performance of the Services, including meeting with the Consultant and providing the Consultant
with such non-confidential information that the City may have that may be relevant and helpful to
the Consultant’s performance of the Services. The Consultant agrees to cooperate with the City
in the performance of and the completion of the Services and with any other consultants engaged
by the City.
G. Ownership. Designs, drawings, plans, specifications, photos, reports, information,
observations, calculations, notes, and any other documents, data, or information, in any form,
prepared, collected, or received by the Consultant in connection with any or all of the Services to
be performed under this Agreement (“Documents”) are deemed the exclusive property of the
City. At the City’s request, or upon termination of this Agreement, the Consultant will cause the
Documents to be promptly delivered to the City.
H. Freedom of Information Act. The Consultant agrees to maintain, without charge
to the City, all records and documents for projects of the City in compliance with the Freedom of
Information Act, 5 ILCS 140/1 et seq. In addition, Consultant must produce records which are
responsive to a request received by the City under the Freedom of Information Act so that the
City may provide records to those requesting them within the time frames required. If additional
time is necessary to compile records in response to a request, then Consultant must notify the
City and if possible, the City will request an extension so as to comply with the Act. In the event
that the City is found to have not complied with the Freedom of Information Act due to Consultant’s
failure to Consultant documents or otherwise appropriately respond to a request under the Act,
then Consultant will indemnify and hold the City harmless, and pay all amounts determined to be
due including but not limited to fines, costs, attorneys’ fees and penalties.
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SECTION 6. GENERAL PROVISIONS.
A. Amendment. No amendment or modification to this Agreement shall be effective
unless and until the amendment or modification is in writing, properly approved in accordance
with applicable procedures, and executed.
B. Assignment. This Agreement may not be assigned by the City or by the
Consultant without the prior written consent of the other party.
C. Binding Effect. The terms of this Agreement will bind and inure to the benefit of
the Parties to this Agreement and their agents, successors, and assigns.
D. Notice. All notices required or permitted to be given under this Agreement shall
be in writing and shall be delivered (1) personally, (2) by a reputable overnight courier, (3) by
certified mail, return receipt requested, and deposited in the U.S. Mail, postage prepaid, or (4) by
email. Unless otherwise expressly provided in this Agreement, notices shall be deemed received
upon the earlier of (a) actual receipt; (b) one business day after deposit with an overnight courier
as evidenced by a receipt of deposit; (c) three business days following deposit in the U.S. mail,
as evidenced by a return receipt; (d) time-stamp email was sent. By notice complying with the
requirements of this Section, each Party shall have the right to change the address or the
addressee, or both, for all future notices and communications to the other party, but no notice of
a change of addressee or address shall be effective until actually received.
Notices and communications to the City shall be addressed to, and delivered at, the following
address:
The City of Lake Forest (“City”)
220 E. Deerpath
Lake Forest, IL 60045
Attn: Dan Martin, Superintendent of Public Works
Email: martind@cityoflakeforest.com
Notices and communications to the Consultant shall be addressed to, and delivered at, the
following address:
Bureau Veritas
10461 Mill Run Circle; Suite 1100
Owings Mills, MD 21117
Attn: Jeffrey Fox, Sr. Vice President
Email: Jeff.Fox@bvna.com
E. Third Party Beneficiary. No claim as a third party beneficiary under this
Agreement by any person, firm, or corporation shall be made or be valid against the City.
F. Governing Laws. This Agreement will be governed by, construed and enforced
in accordance with the internal laws, but not the conflicts of laws rules, of the State of Illinois.
Venue for any dispute arising out of this Agreement will be in the Circuit Courts of Lake County,
Illinois.
G. Entire Agreement. This Agreement constitutes the entire agreement between the
parties to this Agreement and supersedes all prior agreements and negotiations between the
parties, whether written or oral relating to the subject matter of this Agreement.
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H. Waiver. Neither the City nor the Consultant shall be under any obligation to
exercise any of the rights granted to them in this Agreement except as it shall determine to be in
its best interest from time to time. The failure of the City or the Consultant to exercise at any time
any such rights shall not be deemed or construed as a waiver of that right, nor shall the failure
void or affect the City's or the Consultant's right to enforce such rights or any other rights.
I. Exhibits. Exhibit A is attached to this Agreement, and by this reference
incorporated in and made a part of, this Agreement. In the event of a conflict between the
Proposal Documents attached as Exhibit A and the text of this Agreement, the text of this
Agreement shall control.
[Signature Page Follows]
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ATTEST: CITY OF LAKE FOREST
By: By:
City Clerk City Manager
ATTEST: CONSULTANT
By: By:
Title: Its:
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EXHIBIT A
Proposal Documents
39
Request for Proposals
Facility Condition Assessment and
Maintenance Plans
For the City of Lake Forest
www.cityoflakeforest.com
Issue Date: 2/7/2020
Questions Due: 2/14/2020, 4:30 p.m. Central
Proposal Due Date: 2/28/2020, 2:00 p.m. Central
PROPOSALS RECEIVED AFTER THE DEADLINE WILL BE
RETURNED UNOPENED
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Proposal Submission Summary
Proposal Due Date: 2/28/2020 at 2:00 PM Central
Submit: 1. One (1) printed, signed, original proposal and signed addenda
2.Three (3) copies of signed proposal and signed addenda
3.One (1) USB flash drive containing Proposal including the
following forms (found in Proposal Forms section):
a.General Certifications Form
b.Identity Theft Protection Form
c.Price Proposal Form
Send to: City of Lake Forest
Sealed Proposal: Facility Condition Assessment and Maintenance
Plans
Dan Martin, Superintendent – Public Works
c/o Public Works Department
800 N. Field Drive
Lake Forest, IL 60045
Effective immediately upon release of this Request for Proposals (RFP) and until notice of
contract award, all communications from proposers regarding this RFP shall be directed to:
Mike Strong, Assistant to the City Manager
StrongM@cityoflakeforest.com
The City, or designee, shall distribute all official changes, modifications, responses to questions
or notices relating to the requirements of this RFP. Any information from any other source shall
not be considered official and proposers relying on information from other sources do so at their
own risk.
Listed below are specific and anticipated dates and times of actions related to this RFP. The
actions with specific dates must be completed as indicated unless otherwise changed. An
addendum to this RFP will be issued in the event that it is necessary to change any of the
specific dates and times in the summary of events listed below:
Milestone Anticipated Timeframe
RFP Issuance 2/7/2020
Questions Due to City 2/14/2020 by 4:30 PM Central
Proposed Answers from City Posted 2/18/2020
Proposals Due From Vendor 2/28/2020 by 2:00 PM Central
Evaluation of Proposals and Reference Checks 3/2/2020 – 3/6/2020
Vendor Interviews (If necessary) 3/9/2020
Intent to Award Contract 4/6/2020
Contract Term for Deliverables – Year 1 5/1/2020 – 8/31/2020
Contract Term for Deliverables – Year 2 5/3/2021 – 8/31/2021
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Table of Contents
Table of Contents ........................................................................................................................................................ 2
Overview of RFP ......................................................................................................................................................... 3
Summary .................................................................................................................................................................. 3
Introduction .............................................................................................................................................................. 3
Background ............................................................................................................................................................. 3
RFP Definitions ....................................................................................................................................................... 3
Scope of Services ....................................................................................................................................................... 4
Project Scope .......................................................................................................................................................... 4
Requested Deliverables ........................................................................................................................................ 5
Additional Project Requirements .......................................................................................................................... 6
Evaluation of Proposals ............................................................................................................................................. 6
Instructions to Vendors .............................................................................................................................................. 7
Proposal Submittal ................................................................................................................................................. 7
Notice and Contact Information ................................................................................................................................ 9
Contract Terms and Conditions ................................................................................................................................ 9
Proposal Forms ......................................................................................................................................................... 15
GENERAL CERTIFICATION REQUIREMENTS FORM ........................................................................... 16
IDENTITY THEFT PROTECTION FORM .................................................................................................... 17
LIST OF CITY BUILDINGS AND FACILITIES............................................................................................ 18
SAMPLE FACILITY/BUILDING DATA DOCUMENT ................................................................................ 19
PRICE PROPOSAL FORM ............................................................................................................................ 20
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Overview of RFP
Summary
The City of Lake Forest (the “City”) is seeking proposals from qualified companies to perform a
facility condition assessment of 26 City-owned facilities and to prepare a ten-year maintenance
plan based on those assessments.
Introduction
The City is a charter city incorporated in 1861. The City is governed by a nine-member City
Council whose members are elected by ward and operates under a Council-Manager form of
government.
The City of Lake Forest (pop. 20,000) encompasses approximately 17 square miles and is
located approximately 30 miles north of Chicago in eastern Lake County, Illinois. It is one of
eight Chicago suburban communities north of Chicago fronting on Lake Michigan, which are
collectively referred to as the “North Shore.” The City provides a full range of services, including
police protection, fire protection, paramedic service, refuse disposal, commuter parking,
compost center, recreation center, senior center, community parks, golf course, street
maintenance, forestry, cemetery and a water production facility. The City employs
approximately 200 full-time equivalents, and operates an annual budget of approximately $90
million to support both operating and capital expenditures to support these services.
Background
The City of Lake Forest is soliciting interest from firms to conduct detailed Facility Condition
Assessment (“FCA”) surveys and perform capital renewal analyses of 26 city-owned and
maintained public buildings and facilities. The City will use these assessments to help guide
future budgeting and prioritization for maintenance and general capital replacement projects,
and to assist the City in its overall facilities planning effort.
This project seeks to complete the following objectives for each facility:
•Inspect the general exterior and interior condition of each facility, including its site,
building envelope, building systems, and interior finishes;
•Identify current deficiencies and/or immediate repairs required to these elements in order
to maintain their current level of service; and
•Prepare a comprehensive facilities master plan report (the “Report”) that identifies
current deficiencies and costs to repair them.
A list of the facilities to be assessed is attached to this RFP. Due to the amount of buildings and
facilities that will be assessed, and anticipated staff availability, the City will propose a two-year
contract to complete the scope of work for this project.
RFP Definitions
The following definitions are used in the RFP:
A.City refers to the City of Lake Forest
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B.Consultant, Vendor or Provider refers to a company or organization submitting a
proposal in response to this RFP
Scope of Services
Project Scope
The City intends to obtain the services of a qualified company to provide the services outlined
below. The scope of work shall consist of the specifications described below and include site,
architectural, structural, and electrical and mechanical engineering services.
The objective of the FCA will be to assess the general condition of the property and document
obvious problems or visible defects based on visual observations, discussions with City staff
and review of previous reports and other facility documentation. Best industry practices and/or
best management practices may require additional services not explicitly enumerated within this
Section. Each company responding should identify any additional services required (if any)
along with their respective cost and descriptions.
The building components and systems included in the assessment for each facility shall include,
but not be limited to, to the following:
•Civil/Site Development
•Pavement, Parking, Driveways and Sidewalks
•Slab on Grade
•Foundations
•Exterior Property Envelope
•Room Finishes
•Electrical System
•Plumbing System
•HVAC System
To accomplish the objectives of this RFP, each assessment shall be carried out by a qualified
company and/or team such that all building components and systems are assessed in
accordance with industry standards. To be considered qualified, assessors must be a
registered architect or hold a professional engineer’s license and have at least five years’
experience on the behalf of owners, institutions and/or government agencies. The senior project
manager responsible for report review, quality control, final sign-off and answering comments
and questions, if any, must be an architect and/or professional engineer.
The consultant will thoroughly examine building systems using non-destructive, on-site
observations to compile a complete understanding current building conditions and needs for the
facility. Consultant shall ensure that the inspection staff has the appropriate training and
equipment to record and produce consistent and accurate data. Each proposer must provide
resumes of all proposed personnel demonstrating their knowledge, skill, and ability of meeting
these qualifications and a list of associate or subcontracted firms that the proposer may use.
Any known plans or drawings associated with the original construction and any subsequent
renovations will be available for review by the successful professional firm. A representative
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from the City will escort the successful firm through the buildings and provide access to
mechanical rooms, roofs, and spaces necessary to complete the assessment.
The successful firm will meet with City staff in advance of each facility inspection to identify all
reliable sources of existing data such as building plans, HVAC equipment lists, City’s current 10-
year Capital Replacement Plan, and roof condition evaluations, etc. A sample HVAC equipment
list and roof condition evaluation is attached and will be provided to the successful firm for each
facility.
Requested Deliverables
The Report shall include, but not be limited to, specific data and information for each facility:
•Site Inspections: A complete facility inspection and evaluation shall be performed in
order to determine the existing condition of each facility by identifying current
deficiencies and immediate repairs required to the building systems in order to maintain
their current level of service. The assessment will be based on visual observations and
non-destructive testing of specific mechanical, electrical and plumbing components,
building interior and exterior components, visible HVAC components, and visible
plumbing fixtures/piping. The ASTM International Standards (f/k/a American Society of
Testing and Materials (ASTM) E2018-08 Standard Guide for Property Condition
Assessments: Baseline Property Condition Assessment Process (the “ASTM Standard”)
and any deviations) may be used as a guidepost for completing each site inspection.
•List of Deficiencies and Recommended Corrections: The Report shall identify any
deficiencies and recommended corrections for replacement, reconstruction, repair, or
maintenance of any systems or their appurtenances inspected. An appropriate
prioritization to include Significant (within the year), Immediate (one-two years), Short
Term (two-five years), and items required to bring the facility into compliance with the
Americans with Disability Act, ADA. Physical deficiencies identified as significant will
be deemed to be present if either of the following can be concluded from the site
inspection:
•The physical deficiency represents a cited or apparent code violation, an
immediate life/fire safety or health hazard to the occupants or users of the
property.
•Correction of the physical deficiency which, if left uncorrected, could result in
accelerated deterioration of the system in question and significantly increases the
cost to correct.
•Cost Estimates for Required Capital Investments: The Report shall also include a
10-year forecast of recommended maintenance activities and their associated costs,
broken down by their main components such as plumbing, mechanical, electrical,
building envelope and interior space, etc. The Report shall outline Effective Age,
Expected Useful Life, and Remaining Useful Life of major components and systems,
with estimated costs developed for those items that will need to be replaced within ten
(10) years. The estimated costs are to be probable construction cost estimates that are
not obtained from formal bids, but they are to be based on current construction
standards and exclude any markup factor to cover “soft costs” (such as project
management, permitting, drawings, etc.). The Report shall include overall facility-
specific recommendations for routine maintenance activities and a review of existing
maintenance policies and practices along with any modifications thereof to reduce future
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capital costs. Estimates that are indentified in out years shall have an appropriate cost
escalator applied (e.g. 2.5% per annum). The City requests, in addition to 10-year
forecasts for each facility, an “all building summary” and 10-year budget for all buildings
that are inspected.
•Report Preparation/Format: The 10-year forecast portion of the Report is to be
submitted to the City in Excel format and the balance of the Report shall be submitted in
MSWord format.
Additional Project Requirements
The successful firm will be required to review and comment on a draft report prepared by City
staff that summarizes the firm’s Report. The successful firm may be required to attend one City
Council meeting to present and discuss the contents and conclusions of their Report at the
conclusion of the project period.
Evaluation of Proposals
Responses to this RFP will be evaluated by a Selection Team. At any point in time during the
evaluations, a Proposer may be excluded from further consideration. At the conclusion of the
process, the finalist Proposer will be judged on all information collected to date against the
following criteria:
Round 1 Evaluation: As part of the Vendor's RFP response, the following minimal criteria shall
be met for a proposal to be considered for further evaluation. Failure to meet all criteria may
disqualify the Vendor's response from further consideration:
1.Response Timeliness – RFP response is submitted by the due date and time.
2.Response Completeness – RFP response addresses the format requested in section
“Instructions to Vendors”.
3. Response Authorization – RFP response contains an original signature signed by a
company officer on the General Certification Requirements form.
Round 2 Evaluation: For those Vendors whose proposals pass the minimal criteria, the
following categories of criteria will be used to further evaluate the proposals with no order of
preference:
1.Vendor Qualifications and Team Expertise – Vendor Firm’s and/or Team Members’
qualifications and commercial experience, demonstrating an ability to meet the desired
scope of work and required deliverables in this RFP.
2.Investment and Costs – Cost proposal based on the deliverables requested in this RFP
and contract description. The Proposer’s quoted price should be as competitive as
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possible. Prices submitted after the receipt of proposals, unless requested by the City,
will not be considered valid.
3.Reference Checks
Round 3 Evaluation (if necessary): If more than one (1) Vendor emerges from the Round 2
evaluation, The City shall reserve the right to interview those Vendors. See City schedule for
Vendor Interviews on the Proposal Submission Summary (Page 2).
Instructions to Vendors
All proposals must be submitted in a sealed package and labeled “Sealed Proposal: Facility
Condition Assessment for City of Lake Forest.” Proposals received after the deadline will
not be accepted and will be returned to the sender unopened. Proposals may not be delivered
via facsimile or e-mail. Proposals shall be sent Federal Express (or comparable carrier) or hand
delivered to Public Works – Building Maintenance, 800 N. Field Drive, Lake Forest, IL 60045.
Proposal Submittal
To facilitate an accurate analysis of responses to this RFP, the Vendor is required to prepare
their proposals in accordance to the following format. Failure to follow these instructions may
result in rejection. Section numbers are not necessary to reference in the submitted proposal.
The proposal should be organized as follows:
1.Proposal Executive Summary
This part of the response to the RFP should describe the Vendor’s ability to provide the
City’s desired scope of services and required deliverables in this RFP. Vendors are to
provide information about their company for the City to evaluate the Vendor’s stability
and ability to support the commitments set forth in response to this RFP. Please
include:
a)State the names of the principals in your company
b)State how many FCA projects your Firm has completed in similar nature to this
request, including at least one completed for a municipal client.
c)State how many FCA projects your company has deployed nationally and within
the State of Illinois.
d)Provide information concerning the number of years in business and the number
of years your company has been providing FCA services.
e)Provide an overview of the key elements included in your proposal. Take this
time to highlight any key features that differentiate you from competitors.
2.Overview of Proposed Services and Timeline
Provide a narrative describing the proposed scope of services for the performance of
this project. Please include:
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a)Provide your proposed approach to completing the requirements included in the
RFP.
b)Provide a proposed timeline and schedule for completion of the project with
estimated project start dates of May 1, 2020, and May 3, 2021, for each year of
the contract.
c)Please note any key project milestones and timelines for deliverables, identify
any assumptions used in developing the schedule.
3. Sample Report and Materials
a)A copy or sample of a recent FCA report or executive summary your firm has
previously completed that is similar in scope and nature.
b)A copy or sample of an Opinion of Probable Costs (minimum 10 year forecast)
your firm has completed as part of a previously completed FCA.
4. References
Include references, including contact name and telephone number, of at least three (3)
commercial businesses that have engaged your services. Please include a brief
description of the work provided for each reference. Preference will be given to Vendors
who have engaged at least one (1) municipal client within the past three (3) years.
Vendors with no commercial experience may not be considered for this Project.
5.Exceptions and Deviations
If the Vendor finds it impossible or impractical to adhere to any portion of this RFP,
Contract Terms and Conditions, Scope of Work, or timeline, it shall be so stated in this
section.
6.Price Proposal Form
All costs must be provided in the proposal on the City pricing form provided as part of
this RFP. A Proposer may submit an additional pricing proposal in a format that is
suitable to the Proposer; however, the City’s Pricing Proposal form must also be
included. The City’s Pricing Proposal form will be used to evaluate the proposal.
7.General Certification Requirement Form
Include original signed copy of General Certification Requirements Form.
8.Identity Theft Protection Form
Include original signed copy of Identity Theft Protection Form
9. Addenda
Include all original signed copies of City provided addenda of this RFP in this section, if
any.
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Notice and Contact Information
Questions concerning the Project, RFP, and elements discussed herein, may be directed to
Mike Strong, Assistant to the City Manager, at 847/810-3680 or via email at
StrongM@cityoflakeforest.com.
All questions must be received via email by 4:30 PM Central time on Friday, February 14,
2020. The City will publish an Addendum with responses to all questions received by this time
and distribute on the City’s website by February 18, 2020.
Contract Terms and Conditions
The contract will be fully negotiated during the selection process after a Vendor’s proposal is
accepted by the City. The City will require the successful firm to execute a Professional
Services Agreement with the City. Exceptions and deviations to the contract terms outlined in
the attachment may be considered during the selection process and such terms shall be
included in the final contract.
Each Vendor, by making a proposal, represents that this RFP has been read and is fully
understood. The proposal must be signed in ink by an individual authorized to legally bind the
person, partnership, company, or corporation submitting the proposal. All manual signatures
must have the name typed directly under the line of the signature. These requirements apply to
all RFP addenda.
The following contract terms and conditions, substantially in the form contained herein, are
expected to be agreed to by the Vendor as part of contract negotiations. Exceptions must be
explicitly noted in the Vendor proposals with the Exceptions and Deviations form provided. Lack
of exceptions listed on the checklist shall be considered acceptance of all terms and conditions
as presented in this RFP. The terms and conditions below should not be expected to be an
exhaustive list of the terms that would be negotiated in the final agreement which would be
subject to review by the City Attorney.
The Vendor shall be deemed as having been awarded a contract when the City’s System and
Services Agreement and Vendor proposal has been duly served upon the intended awardee by
an authorized agent of the City and authorized agent of the Vendor. The successful Vendor, at
the time of contract execution, must be licensed to do business in the State of Illinois.
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Should there be a conflict in wording between the Professional Services Agreement and the
Proposer’s RFP response, the City’s Professional Services Agreement shall prevail.
1. General Conditions
A. This RFP is issued pursuant to applicable provisions of the City's Purchasing Policies
and Procedures. Responses to this RFP shall be opened in private by City officials to
avoid disclosure of contents that may contain confidential or proprietary information to
competing Respondents.
B. An agreement or contract resulting from the acceptance of a Proposal shall be on forms
approved by the City's legal counsel and shall contain, as a minimum, the City’s system
and services agreement, the applicable provisions of this RFP, and the Proposal itself.
The City reserves the right to reject any agreement or contract which does not conform
to the RFP, the Proposal of the firm concerned, or the City's requirements for
agreements and contracts.
C. The contracted firm shall not assign any interest in the contract and shall not transfer
any interest without the prior written consent of the City.
D. Discussions may be conducted with responsible entities that have submitted proposals
in order to clarify certain elements. Proposals shall be afforded fair and equal treatment
with respect to any opportunity for discussion and revision. Any such revisions may be
permitted after submissions and prior to award for the purpose of obtaining best and final
offers at the discretion of the City. In conducting discussions, there shall be no
disclosure of information derived from proposals submitted by competing proposers. The
selection shall be done by a review team and will be recommended to the City Council
for final approval.
E. City of Lake Forest reserves the right to negotiate with more than one potential awardee
after the submission of all proposals.
F. City of Lake Forest may award a contract based on initial proposals received without
discussing such proposals among the vendors.
G. City of Lake Forest reserves the right to accept any submittal, or any parts or parts
thereof, or to reject any, some or all submittals.
H. If, through any cause, the contracted firm fails to fulfill the obligations agreed to in a
timely and proper manner, the City shall have the right to terminate the contract by
notifying the firm in writing and specifying a termination date not less than thirty (30)
calendar days in advance. In such event, the contracted firm shall be entitled to just and
equitable compensation for any satisfactory work completed.
I. Any modifications to or clarifications of this RFP will be distributed by the City to each
Respondent requiring to be so informed, who also provides an email address for such
purpose.
J. The City reserves the right to approve any subcontractors for this project. Each
proposing vendor must identify the name of and information (background and
experience) about any subcontractors to be involved in this project. This includes a
description of the work the subcontractor will perform.
K. City of Lake Forest reserves the right to determine whether a vendor is responsible,
responsive, and has the ability and resources to perform the contract in full and to
comply with the specifications. City of Lake Forest reserves the right to request
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additional information from the vendor to satisfy any questions that might arise. City of
Lake Forest further reserves the right to reject any or all proposals or to issue an
invitation for new proposals.
L.Certificates of insurance in addition to other clauses in the contract protecting City of
Lake Forest from costs arising out of permits, patent protection, royalties, building
damage clean up and subcontractor's work will be required of the successful vendor.
M.By submitting a proposal, the Proposer is certifying that they are not barred from
contracting with any unit of State or local government and they comply with all laws and
regulations.
N.City officials shall direct the examination of the Proposals and other documents
submitted to determine the validity of any written requests for nondisclosure of
proprietary or confidential information. After award of the contract, all responses,
documents, and materials submitted by the Respondent pertaining to this RFP will be
considered public information unless otherwise determined by the City. All data,
documents and other information developed because of these contractual services shall
become the property of the City. Based on the public nature of RFP’s a Respondent
must inform the City, in writing, of the exact materials in the submittal, which it believes,
are proprietary or confidential, and should not be made part of the public record in
accordance with the Illinois Freedom of Information Act. The Respondent will be
financially responsible for all expenses of the City, its public officials, consultants,
employees, agents and representatives in defending the denial of access to such
material pursuant to a Freedom of Information Act request.
2.Advice of Omission or Misstatement
In the event it is evident to a Vendor responding to this RFP that the City has omitted or
misstated a material requirement to this RFP and/or the services required by this RFP, the
responding Vendor shall advise the contact identified in the Proposal Submission Summary of
such omission or misstatement.
3. Confidential Information
Information contained in the Vendor’s proposal that is confidential must be clearly identified in
the proposal itself. The City will be free to use all information in the Vendor's proposal for the
City’s purposes. Vendor proposals shall remain confidential until the City’s Selection Team
makes a recommendation to City Council. The Vendor understands that any material supplied
to the City may be subject to public disclosure under the Freedom of Information Act.
4.Confidentiality Statement
Any information, including materials, drawings, designs, documentation, and other property or
data disclosed to the Vendor by the City shall not be used, reproduced, appropriated, or
otherwise disseminated to anyone other than the City for the purposes of this project.
5.Reserved Rights
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The City reserves the right to waive any irregularities; accept the whole, part of, or reject any or
all proposals; and to select the firm which, in the sole opinion of the City, best meets the City’s
needs. The City also reserves the right to negotiate with potential Vendors so that the City’s
best interests are served.
6.Proposal Preparation Costs
The Vendor is responsible for any and all costs incurred by the Vendor or his/her subcontractors
in responding to this RFP. The City is not obligated to return any responses or materials
submitted by a vendor as a result of the RFP.
7. Pricing Eligibility Period
All Vendor proposals are required to be offered for a term not less than 150 calendar days in
duration. A proposal may not be modified, withdrawn or cancelled by the Vendor during the
150-day time period following the time and date designated for the receipt of proposals.
8.Additional Charges
No additional charges, other than those listed in the proposal shall be made.
9.Professional Services Warranty
A.Vendor always agrees to maintain an adequate staff of experienced and qualified
employees for efficient performance under this Agreement. Vendor agrees that, at all
times, the employees of Vendor furnishing or performing any services shall do so in a
proper, workmanlike, and dignified manner.
B.Vendor agrees that all persons working for or on behalf of Vendor whose duties bring
them upon the City’s premises shall obey the rules and regulations that are established
by the City and shall comply with the reasonable directions of the City’s officers. The
City may, at any time, require the removal and replacement of any of Vendor's
employees for good cause.
C.Vendor shall be responsible for the acts of its employees and agents while on the City’s
premises. Accordingly, Vendor agrees to take all necessary measures to prevent injury
and loss to persons or property located on the City’s premises. Vendor shall be
responsible for all damages to persons or property caused by Vendor or any of its
agents or employees. Vendor shall promptly repair, to the specifications of the City, any
damage that it, or its employees or agents, may cause to the City’s premises or
equipment; on Vendor's failure to do so, the City may repair such damage and Vendor
shall reimburse the City promptly for the cost of repair.
D.Vendor agrees that, in the event of an accident of any kind, Vendor will immediately
notify the City’s contact person and thereafter, if requested, furnish a full written report of
such accident.
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E. Vendor and its employees or agents shall have the right to use only those facilities of the
City that are necessary to perform services under this Agreement and shall have no right
to access any other facilities of the City. The City shall also extend parking privileges to
properly identified members of Vendor's full-time staff on the same basis as they are
extended to the City’s staff.
F. The City shall have no responsibility for the loss, theft, disappearance of, or damage to
equipment, tools, materials, supplies, and other personal property of Vendor or its
employees or subcontractors.
G. The installation shall disrupt the City’s routine as little as possible. The installation
personnel will always adhere to the City’s policies. These policies will be communicated
to the successful vendor at the time of contract signing. Any major interruption of
service other than an individual station being without service must be coordinated 1
week in advance with City of Lake Forest.
10. Insurance
These requirements are baseline standards for insurance to be provided in City procurements.
They may require adjustment from time to time based on a variety of factors, including the
nature, scope, duration, and value of the procurement, subject to approval of the City Manager.
A. Worker’s Compensation and Employer’s Liability with limits not less than:
(1) Worker’s Compensation: Statutory;
(2) Employer’s Liability:
$500,000 injury-per occurrence
$500,000 disease-per employee
$500,000 disease-policy limit
Such insurance shall evidence that coverage applies in the State of
Illinois.
B. Comprehensive Motor Vehicle Liability with a combined single limit of liability for bodily
injury and property damage of not less than $1,000,000 for vehicles owned, non-owned,
or rented.
All employees shall be included as insureds.
C. Comprehensive General Liability with coverage written on an “occurrence” basis and
with limits no less than:
$2,000,000 Bodily Injury and Property Damage Combined Single Limit
Coverage is to be written on an “occurrence” basis.
Coverages shall include:
- Broad Form Property Damage Endorsement
- Blanket Contractual Liability (must expressly cover the indemnity provisions
of the Contract)
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-Independent Contractors
-Personal Injury (with Employment Exclusion deleted)
-Broad Form Property Damage Endorsement
-Bodily Injury and Property Damage
D.Professional Liability Insurance, with a limit of liability of not less than $1,000,000 per
occurrence and $2,000,000 in the aggregate and covering the supplier or vendor against
all sums that supplier or vendor may be obligated to pay on account of any liability
arising out of the contract. This requirement shall apply to design and consulting
projects, as well as to contracts for professionals involved in construction projects.
E.Umbrella Policy. The required coverages may be in any combination of primary, excess,
and umbrella policies. Any excess or umbrella policy must provide excess coverage
over underlying insurance on a following-form basis such that when any loss covered by
the primary policy exceeds the limits under the primary policy, the excess or umbrella
policy becomes effective to cover such loss.
F.City as Additional Insured. The City shall be named as an Additional Insured on all
policies except for:
Worker’s Compensation Professional Liability (if applicable)
Each such additional Insured endorsement shall identify the City as follows: The
City of Lake Forest, including its City Council members and elected and
appointed officials, its officers, employees, agents, attorneys, consultants, and
representatives.
H.Other Parties as Additional Insureds. Other entities should be included and named as
additional insured on appropriate policies.
11. Equal Opportunity Employment/Nondiscrimination Policy
It is the policy of the City that all vendors who provide goods and services to the City by
contract, shall, as a condition of providing goods and services, adhere to all Federal, State and
Local laws, ordinances, rules and regulations, and policies, and if applicable, prohibiting
discrimination in regard to persons to be served and employees and applicants for employment
including, but not limited to, the following:
A.The Elliott-Larsen Civil Rights Act, 1976 PA 453, as amended.
B.The Persons with Disabilities Civil Rights Act, 1976 PA 220, as amended.
C.Section 504 of the Federal Rehabilitation Act of 1973, PL 93-112, 87 Stat 355, as
amended, and rules adopted thereunder.
D.The Americans with Disabilities Act of 1990, PL 101-336, 104 Stat 327 (42 USCA §
12101 et seq.), as amended, and regulations promulgated thereunder.
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Proposal Forms
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GENERAL CERTIFICATION REQUIREMENTS FORM
The undersigned, being first duly sworn on oath, deposes and states that all statements made herein are
made on behalf of Proposer, that this deponent is authorized to make them, and that the statements
contained herein are true and correct.
Proposer deposes, states, and certifies that Proposer is not barred from contracting with a unit of state or
local government as a result of (i) a delinquency in the payment of any tax administered by the Illinois
Department of Revenue unless Contractor is contesting, in accordance with the procedures established by
the appropriate revenue Act, its liability for the tax or the amount of the tax, as set forth in 65 ILCS 5/11-
42.1-1; (ii) a violation of either Section 33E-3 or Section 33E-4 of Article 33 of the Criminal Code of 1961,
720 ILCS 5/33E-1 et seq.; or (iii) a violation of the USA Patriot Act of 2001, 107 Public Law 56 (October 26,
2001) (the “Patriot Act”) or other statutes, orders, rules, and regulations of the United States government
and its various executive departments, agencies and offices related to the subject matter of the Patriot Act,
including, but not limited to, Executive Order 13224 effective September 24, 2001.
DATED This ______ Day Of __________________, 20___.
Proposer’s Name:
By: ________________________________________
Title: ______________________________________
Subscribed and Sworn to My Commission Expires:
___________________________
before me this ______ day
of ___________________, 20____.
__________________________________________ [SEAL]
Notary Public
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IDENTITY THEFT PROTECTION FORM
All City Vendors with access to sensitive material must acknowledge receipt of a copy of the City of Lake
Forest’s identity theft prevention program policy. The policy can be found at the following website:
Administrative Directive 3-4: Identity Theft Policy
Identify Theft Prevention Policy Certification Form
All proposals submitted in response to this RFP must include a fully executed certification:
IDENTITY THEFT PREVENTION PROGRAM CERTIFICATION
I certify that I have read, understood and agree to comply with The City of Lake Forest’s Identity Theft
Prevention Program.
___________________________________
Institution
___________________________________
Signature
___________________________________
Title
___________________________________
Date
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LIST OF CITY BUILDINGS AND FACILITIES
Please see included list of buildings and facilities subject this project:
58
BLDG NAME ADDRESS USE CLS YEAR BUILT SQ. FT.STORIES INT FIRE PROTECTION GENERATOR ELEVATOR VERTICAL LIFT
Public Safety 255 W. Deerpath Road Police/Fire 2 19,681,999 33606 1 SP, FA, FE, SD, EG 100%1
Recreation Center / CROYA 400 Hastings Road Recreation Center 4 1980, 2007 31971 4 SP, FA, FE, SD, EML 25%1
Senior Center 100 E. Old Mill Road Senior Center 4 1930 16376 2 FA, SP, STP, FE, SD, EML NA 1 1
Senior Center Garage 70 E. Old Mill Road Garage 2 1999 1600 1 FA,FE,PS,SD,HD,EML NA
Telegraph Train Station (TTD)911 S. Telegraph Road Train Depot 4 1991 4768 2 SP, FA, FE, SD, EML NA
Parks Buildings
Everett Garage 1190 W. Everett Road Garage 4 1996 792 1 SP, FE NA
Northcroft Park 1365 S. Ridge Road Northcroft Park 2 1990 4932 2 FE, FA, SD NA
South Park 150 S. Maywood Road South Park 2 1937 3461 1 FE NA
Townline Park 1555 W. Kennedy Road Townline Park 1 2009 2488 1 EML, FA, SP, STP NA
Waveland Park 600 S. Waveland Road Waveland Park 2 1975 1475 2 FE, FA, SD NA
West Park 850 N. Summit Avenue West Park 2 1242 879 1 FE NA
Recreation Buildings
Everett Park 1190 Everett School Road Classrooms 2 1996 2178 1 FE,FA,SD,SP,EL,EML,PS NA
BLDG NAME BLDG ADDRESS USE CLS YEAR BUILT SQ. FT.STORIES INT FIRE PROTECTION GENERATOR ELEVATOR VERTICAL LIFT
City Hall 220 E. Deerpath Road Village Hall Offices 2 1895 8460 2 SP,FA,FE,EML,AS,SD,STP NA 1
CNW 701 N. McKinley Road Train Depot 2 1885 6432 1 FA, SD, FE NA
*Gorton Community Center 400 E. Illinois Road Community Center 2 1900 41080 2 AS, EL, EML, HD, FE NA 1
Fire Station #2 1111 S. Telegraph Road Fire Station 2 1994 9000 2 SP, FA, FE, SD, EG 100%1
Municipal Building 800 N. Field Drive Municipal Services 5 2009 114657 2 EG, EL, EML, FA, FE, SD, SP 30%2
StIrling Hall @ Grove School 60 E. Old Mill Road Sterling Hall 4 1930 10057 1 SP, FA, FE, SD, EML NA
Volwiler Hall @ Grove School 40 E. Old Mill Road Volwiler Hall 4 U 6650 1 FA, SD, SP, EML, FE NA
Cemetery 520 E. Spruce Avenue Cemetery 4 1999 3500 1 FE, SP, FA, EL, EML NA
Beach Buildings
Boat Ramp 601 N. Lake Road Boat Building 2 1987 1939 1 FA, SD, FE NA
North Beach House 701 N. Lake Road North Building 2 1987 4366 1 FA, SD, FE NA
South Beach House 501 N. Lake Road South Building 2 1987 4662 1 FA, SD, FE NA
Golf Course Buildings
Golf Course Garage 500 W. Deerpath Road Garage 1 1985 2250 1 SD, FE NA
Golf Course Club House 500 W. Deerpath Road Club House 2 1985, 2016 6020 2 EML, FA, SD, FE, AS, EL NA
INTERNAL FIRE PROTECTION ABBREVIATIONS
AS - Alarm System FE - Fire Extinguisher 1
DA - Door Alarm FA - Fire Alarm 2
EG - Emergency Generator PS - Pull Station 3
EL - Exit Lighting SD - Smoke Detector 4
EML - Emergency Lighting SP - Sprinklers 5
HD - Heat Detector STP - Stand Pipes 6 Fires-resistive with concrete roof and supports.
YEAR 1 INSPECTIONS
YEAR 2 INSPECTIONS
INTERNAL FIRE PROTECTION ABBREVIATIONS
Frame
Masonry wall with wood deck on wood or steel supports (joisted masonry).
Non-combustible walls with steel deck roof and supports.
Masonry wall with steel deck roof and supports (non-combustible).
Modified fire-resistive or protected non-combustible with protected steel deck supports.
*Building may be removed from the final project
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SAMPLE FACILITY/BUILDING DATA DOCUMENT
Attached is a sample data document that will be provided to the selected Vendor for each facility.
60
BUILDING QTYID #YEAR
Installed EUL
Estimated
Replacement
Year
MAKE MODEL SERIAL
NUMBER SIZE DESCRIPTION LOCATION OF UNIT AREA SERVICED
BUILDING TOTAL BUILDING TOTAL
ELAWA FARMS 1 11 2007 16 2023 Lennox G61MP-36B-045-07 5907H1256 44,000 BTU Furnace Open Lands Closet
1501 middlefork 1 11 2007 16 2023 Lennox 13ACD-018-230-03 5808E37395 1.5 TON Condenser Open Lands Open Lands
1 10 2007 16 2023 Lennox G61MP-36B-070-07 5907H02779 70,000 BTU Furnace Rob's Office Rob's Office
1 10 2007 16 2023 Lennox 13ACD-030-230-02 5807E30408 2.5 TON Condenser Robs Office Rob's Office
1 #4-A 2007 16 2023 Lennox G61MP-36B-070-07 5907H28190 70,000 BTU Furnace North animal mech rm North animal display area
1 #4-B 2007 16 2023 Lennox 13ACD--030-230-02 5807F1273 2.5 TON Condenser North side of bldg North animal display area
1 2013 16 2029 Carier 59SC2B100S211116 2113A46312 100,000 BTU Furnace Above Women's Bath Both Bathrooms
Main Barn 1 #2-A 2018 16 2034 American Standard ADH1D110A9601CB 17312KH37G 120,000 BTU Furnace West unit in sprinkler room Main Barn
1 #2-B 2018 16 2034 American Standard 4A7A3060D1000PA 18211L1U5F 5 TON Condenser north side of bldg Main Barn
Main Barn 1 #1-A 2018 16 2034 American Standard ADH1D110A9601CB 17022L2C7G 120,000 BTU Furnace East unit in sprinkler room Main Barn
1 #1-B 2018 16 2034 American Standard 4A7A3060D1000PA 18211LML5F 5 TON Condenser north side of bldg Main Barn
Visitor Center 1 #3-A 1999 20 2019 Tempstar GDE075B12A2 L994655688 75,000 BTU Furnace In Closet By Sink Visitor Center
1 #3-B 2000 20 2020 Tempstar NAC024AKA1 L002468339 2 TON Condenser North side of bldg Visitor Center
Elawa Attic 1 2003 20 2023 Greenheck ERV251H-20-A-ES 03I20164 Ducted Heat Recovery Unit Sprinkler Room Main Barn
Above Snake Closet 1 2018 16 2034 American Standard AUH1B080A9421CB 18376KRT2G 80,000 BTU Furnace Above off display room Main display area
1 2018 16 2034 American Standard 4A7A3042E1000NA 18141T3HAF 3.5 TON Condenser NW Corral Main display area
1 2008 16 2024 Lennox G61MP-60D-135-07 5907E23964 135,000 BTU Furnace East Basement Classrooms
1 2008 16 2024 Lennox 13ACD-060-230-04 5808D33226 5 TON Condenser South East side of building Classrooms
1 2008 16 2024 Lennox WB2-17-3 none Humidfier East Basement
1 2008 16 2024 Lennox G61MP-48L-090-07 5907B11346 90,000 BTU Furnace West Basement Kitchen Area
1 2008 16 2024 Lennox 13ACD-048-230-04 5808E28962 4 TON Condenser South west side of building Kitchen area
1 2008 16 2024 Lennox WB2-17-3 none Humidfier West Basement
2 2003 30 2033 Greenheck CSP-A710-QD 03E01305 Exhaust Fans Bathrooms Bathrooms
Cottage 1 2019 25 2044 Peerless 6304SPRKW-S 744244201702 177,000 MBH Steam Boiler Basement Entire cottage
1 2008 20 2028 Spacepak ESP2430VR22 AAQ-1669 Blower Coil Unit Basement Entire Cottage
1 2008 20 2028 Maytag DS5BD030KA DSD080100551 2.5 TON CondenserSAMPLE
61
CITY OF LAKE FOREST
ROOF CONDITION EVALUATION
BUILDING NAME PHYSICAL
CONDITION
DATE
INSTALLED ROOF SYSTEM ROOF AREA
IRCA ESTIMATED
REPLACEMENT
DATE
CITY'S ADJUSTED
REPLACEMENT DATE
Est Install Cost on
2014
ESTIMATED
REPLACEMENT COST NOTESLift Station One-Villa Turicum 2016 Modified Bitumen 221 2034 2014 $3,800.00 Need to relocate in scheduleBank Lane Parking Garage / 2 stairwells 2017 Modified Bitumen 400 2037 2042 $8,000.00 $8,623.00 Need to relocate in schedulePublic Safety - Fire Apparatus Bays 1999 Membrane 7,705 2019 2024 $154,100.00 $192,642.00 Est. change to Mod Bit at $20 / sq.ft.Public Safety - Police South Garage 1999 Membrane w/ballast 4,907 2019 2024 $98,140.00 $122,685.00 Includes Fire maintenance bay with ballast /Est. change to Mod Bit at $20 sq.ft.Gorton Community Center - East Flat Roof 2001 Membrane 1,818 2021 2026 $63,630.00 $110,000.00 Scheduled for fall of 2019West Park 2002 Cedar Shakes 2,207 2022 2027 $21,032.00 $28,313.00Waveland Park 2004 Cedar Shakes 2,033 2024 2029 $20,330.00 $28,754.00City Hall flat and patio 2000 double membrane 600 2020 2030 $12,000.00 $17,396.00
SAMPLE
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PRICE PROPOSAL FORM
The City of Lake Forest Request for
Proposals (RFP)
Pricing Proposal Form -
Professional Services
The proposer agrees to contract with the City of Lake Forest to provide all necessary labor,
supervision, machinery, tools, apparatus, documents and any other means to do all the work
and furnish all the materials specified in the proposal in the manner and time therein as set forth
by the proposer and that the proposer will take in full payment the amount set forth hereon. The
cost of all labor, material and equipment necessary for the completion of the proposed work,
even though not shown or specified, shall be included in the total price for the various items
shown herein.
We further agree to complete all of the above work in a complete, neat, and workmanlike
manner. NOTE: THIS IS TO CONTAIN THE COST FOR EACH PROPERTY AND THE TOTAL
COST FOR THE COMPLETE PROPERY CONDITION ASSESSMENT FOR ALL
PROPERTIES LISTED IN THIS RFP
Estimated Starting Date for Year 1 after award of Proposal: _____________________
Building List – Year 1
NAME ADDRESS TOTAL FEE
Public Safety 255 W. Deerpath Road
Recreation Center / CROYA 400 Hastings Road
Senior Center 100 E. Old Mill Road
Senior Center Garage 70 E. Old Mill Road
Telegraph Train Station (TTD) 911 S. Telegraph Road
Parks Buildings
Everett Garage 1190 W. Everett Road
Northcroft Ridge 1365 S. Ridge Road
South Park 150 S. Maywood Road
Townline Park 1555 W. Kennedy Road
Waveland Park 600 S. Waveland Road
West Park 850 N. Summit Avenue
Recreation Buildings
Everett Park 1190 Everett School Road
TOTAL YEAR 1 FEE
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Building List – Year 2
NAME ADDRESS TOTAL FEE
City Hall 220 E. Deerpath Road
CNW 701 N. McKinley Road
*Gorton Community Center 400 E. Illinois Road
Fire Station #2 1111 S. Telegraph Road
Municipal Building 800 N. Field Drive
Sterling Hall @ Grove School 60 E. Old Mill Road
Volwiler Hall @ Grove School 40 E. Old Mill Road
Cemetery 520 E. Spruce Avenue
Beach Buildings
Boat Ramp 601 N. Lake Road
North Beach House 701 N. Lake Road
South Beach House 501 N. Lake Road
Golf Course Buildings
Golf Course Garage 500 W. Deerpath Road
Golf Course Club House 500 W. Deerpath Road
TOTAL YEAR 2 FEE
Total Proposal Price of all Properties: _______________________________
Company Authorized Signature
Address City State Zip Code
Telephone Number Fax Number
Email Address Date
*Building may be removed from the final project
64
CITY OF LAKE FOREST, IL
FACILITY CONDITION ASSESSMENT AND MAINTENANCE PLAN
PROJECT
QUEST PROJECT #6729744
February 20, 2020P No.
RFP Name
BUREAU VERITAS | JEFFREY FOX
10461 MILL RUN CIRCLE, SUITE 1100, OWINGS MILLS, MD 21117
P 800.733.0660 | JEFF.FOX@BVNA.COM
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February 19, 2020
Dan Martin, Superintendent – Public Works
City of Lake Forest
Sealed Proposal: Facility Condition Assessment and Maintenance Plans
c/o Public Works Department
800 N. Field Drive
Lake Forest, IL 60045
RE: Sealed Proposal: Facility Condition Assessment and Maintenance Plans
Dear Mr. Martin,
Bureau Veritas (BV) is pleased to provide the City of Lake Forest (the “City”) with the enclosed proposal in response to the Request
for Proposals for Facility Condition Assessment and Maintenance Plans. EMG, a facilities consulting group with over 700 architects,
engineers and building professionals became part of Bureau Veritas in March of 2018, and on January 1, 2020, was renamed Bureau
Veritas Technical Assessments LLC. Bureau Veritas is a 200 year-old international firm with over 7,000 personnel in North America.
Our division will continue to operate with the same structure and personnel as we had under the EMG name. This proposal details
the BV team as highly qualified due to the following factors:
Highly Qualified Team | We are an architecture and engineering firm focused on lifecycle and capital planning studies. Our
division employs 700 staff members nationwide, including licensed Professional Engineers, Registered Architects, and Certified
Energy Managers.
Proven Experience | BV has extensive experience with condition assessment projects. We have completed thousands of projects
with more than 700 million square feet of space in the last five (5) years for State and Local Government, Educational, and Parks and
Recreation clients..
Some of the clients for whom we completed similar projects:
• City of Yorkville, IL
• City of Highland Park, IL
• Village of Arlington Heights, IL
• City of Ann Arbor, MI
• City of Columbus, OH
• Mecklenburg County, NC
• City of Charlotte, NC
• Chesterfield County, VA
• Arlington County, VA
• Franklin County, KY
• Town of Plymouth, MA
• City of Burlington, VT
• Montgomery County, MD
• City of Fresno, CA
• County of Kern, CA
• City of Cuyahoga, OH
• City of Casa Grande, AZ
• Town of Littleton, MA
Bureau Veritas is committed to providing quality services, and consistently demonstrating our corporate commitment to quality,
continual improvement, and client satisfaction. Bureau Veritas is not debarred, suspended, or otherwise prohibited from professional
practice by any federal, state, or local agency.
The following pages detail our history, similar project experience, our key personnel and team, and our approach to your unique
project. Bureau Veritas is committed to providing quality services, and consistently demonstrating our corporate commitment to
quality, continual improvement, and client satisfaction. We appreciate the opportunity to propose on this project. I am the point of
contact for this submittal and am authorized to negotiate for and bind BV to contract with the City of Lake Forest.
I am available at 800.733.0660, ext. 6683 or jeff.fox@bvna.com to further discuss our qualifications.
Sincerely,
Jeffrey Fox, Sr VP of Sales
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PAGEITEM
Proposal Executive Summary..........................................................................................................
Overview of Proposed Services and Timeline................................................................................
Sample Report and Materials..........................................................................................................
References........................................................................................................................................
Exceptions and Deviations..............................................................................................................
Price Proposal Form........................................................................................................................
General Certification Requirement Form......................................................................................
Identity Theft Protection Form.......................................................................................................
Addenda Acknowledgment.............................................................................................................
Table of Contents
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Name of Company:
Year Founded:
Headquarters Address:
Primary Contact:
Telephone:
Email:
Website:
Principals:
Bureau Veritas Technical
Assessments LLC
1986
10461 Mill Run Circle,
Suite 1100
Owings Mills, MD 21117
Jeffrey Fox
Sr Vice President of Sales
(800) 733-0660, ext. 6683
jeff.fox@bvna.com
bvna.com
Nestor M. Benavides – CEO
Heather Bush - Vice President,
Secretary, Treasurer
Company At-a-Glance
1. PROPOSAL EXECUTIVE SUMMARY
Profile
Bureau Veritas Technical Assessments LLC (“Bureau Veritas”
or “BV”) is a professional service consulting firm providing
comprehensive architectural, engineering, energy, and
environmental solutions. Our team includes over 700
building professionals nationwide, including Registered
Architects, Professional Engineers, Certified ADA Specialists,
Certified Energy Managers, Environmental Professionals,
Building Systems Consultants, and Code Compliance
Experts.
Annually, BV assesses thousands of properties
nationwide for clients similar to the properties for
the City of Lake Forest, and has developed a proven
and efficient methodology for our assessments and
data collection, considering knowledge of property
conditions, federal and state regulations, local codes, and
client objectives, while conducting services and making
recommendations.
In the State of Illinois, we have engaged XX FCA projects.
BV is financially sound with average revenues of $85M
average over the past five years – more than $100M last
year alone. With the depth and resources to complete this
project, BV is committed to providing quality services to the
City’s satisfaction.
SERVICES
• Facility Condition Assessments
• Inventory, Barcoding and Tagging
• Capital Planning Software
• Space Analysis
• Educational Adequacy
• Energy Studies
• Capital Planning
• Feasibility Studies
• Project Management
• Commissioning
• ADA Accessibility Compliance
• Construction Monitoring
• Plan and Document Review
• Preventive Maintenance
What We Do
ACQUISITION FINANCE
ASSET
MANAGEMENT
DISPOSITION
CONSTRUCTION &
PROJECT MGMT
CAPITAL
PLANNING
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PROJECT UNDERSTANDING
BV understands that the Facility Condition Assessment (FCA)
project with The City of Lake Forest (“City”) will:
• Include a comprehensive assessment of all sites, buildings,
building systems, and infrastructure.
• Follow ASTM E2018-15 Standard Guide for Property
Condition Assessments, as applicable.
• Determine the present condition and estimated life
expectancy of various building systems and components.
• Identify and document present condition of all physical
assets including grounds, facilities, and infrastructure.
• Recommend corrections for all deficiencies and provide
cost estimates for corrections.
• Prioritize and categorize deficient conditions, associated
corrective actions, and information concerning building
systems and deficiency categories.
• Establish anticipated renewal and replacement costs for the
various systems and components.
• Result in strategic plan for capital repairs, lifecycle
component replacement, and building modernization.
• Calculate the Current Replacement Value (CRV) and Facility
Condition Index (FCI) for each facility.
We understand that a key factor to performing FCAs is the
evaluation of physical needs and accurate forecasting for capital
repair and replacement budgets. Pre-emptive measures to
manage maintenance budgets and programs are essential in
ensuring the elimination of potential issues, which can range
from deferred maintenance, or premature replacement of
building systems that can prove costly.
DATA GATHERING AND INTERVIEW
Our project plan details three distinct phases of the project.
During each phase, we will require coordination and support
from the City’s facility management.
Data Gathering Phase – BV will need the support of staff who can
provide us access to drawings and records. The following is a
typical list of exhibits requested.
• Inspection reports (sewer, boiler, chiller, etc)
• Building systems Maintenance Records
• Maintenance policy documentation
• Owner elected repair list (if available)
• Original building plans (can be viewed on-site)
• Capital expenditure schedules (prior or planned)
• Fire protection / life safety plans
• Rehabilitation budget and scope (draft or final)
• Certificates of occupancy / facility license
• Prior assessments
• Site plan / floor plans
• Accessibility transition plans / studies
• CMMS / IWMS data set
In addition to the drawings and records, we will supply a pre-
survey questionnaire for each facility or site. Our expectation is
that someone with knowledge of maintenance and operations
of the facility will complete this survey and be prepared to
discuss it with us while on-site.
Site Phase – BV will need support in the form of escorts while in
the facilities to help us access mechanical areas, to discuss with
us any known issues in the facility, and to answer other technical
questions.
Report Review Stage – BV will provide a complete deliverable for
each facility.
BV will become familiar with the City’s existing Project Directory
- property list and contact directory for each location. We will
contact or interview the facilities contacts as part of tour process
to determine current use requirements and priority of properties
based on agency goals.
Working with the City, we will develop procedures to gain Facility
Access. Our visits will be coordinated and pre-approved by the
City prior to the visit. We will work with the City to establish a
protocol that will ensure that our activities will have minimal
disruption to the operation of each facility and will maintain a
safe work environment.
TECHNICAL APPROACH
Prior to assessments beginning, BV will conduct a Kick-Off
Meeting to review requirements and to consolidate exhibits
such as drawings and prior completed reports.
During the term of the project, BV will conduct regular Progress
Meetings to maintain open communication with the entire
project team and the City. BV will lead with an agenda that
includes a focus on work plan, schedule, and project needs. This
will permit the opportunity to proactively address challenges
encountered, so that course adjustments may be made. Each
meeting will conclude with task assignments, schedules, and
goals to be met. BV will provide the City with a written status
report that tracks and monitors the progress of the assessments
against the schedule submitted.
BV has allocated time for regular teleconference meetings
and the following in-person meetings: Kickoff, Pilot Review,
Presentation of findings, and Final presentation. Any additional
in-person meetings will be on a time and expense basis.
PILOT PROGRAM
To begin the work, BV proposes a Pilot Program where we
2. OVERVIEW OF PROPOSED SERVICES AND TIMELINE
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will perform an assessment of a single building and prepare
a written Draft Report for review. A meeting will be held with
the City staff to review the draft report before assessing the
remaining buildings. BV’s Assessment Team will visit the
building to evaluate the general condition of the buildings and
site improvements, review available construction documents in
order to become familiar with, and be able to comment on the
in-place construction systems, life safety, mechanical, electrical
and plumbing systems, and the general built environment.
FIELD ASSESSMENTS
The Assessment Team will conduct a walk-through survey of the
facility and site to observe systems and components, identify
physical deficiencies, and formulate recommendations to
remedy the physical deficiencies.
As a part of the walk-through survey, the Team will survey
100% of each facility. BV will survey the exterior and grounds,
including the building exterior, roofs, sidewalk/pavement, and
recreational/other areas as applicable. They will interview
the building maintenance staff about the property’s historical
repairs and replacements and their costs, level of preventive
maintenance exercised, pending repairs and improvements, and
frequency of repairs and replacements. The Assessment Team
will develop opinions based on their site assessment, interviews
with the City’s building maintenance staff, and interviews with
relevant maintenance contractors, municipal authorities, and
experience gained on similar properties previously evaluated.
The Team may also question others who are knowledgeable of the
property’s physical condition and operation or knowledgeable
of similar systems to gain comparative information to use in
evaluation of the subject property.
The Assessment Team will review documents and information
provided by the City’s maintenance staff that could aid the
knowledge of the property’s physical improvements, extent and
type of use, and/or assist in identifying material discrepancies
between reported information and observed conditions.
The facility condition assessment will will include the City
identified assets and will focus on the following facility and site
systems and components:
Site + Infrastructure
• Topography: Observe general topography and note any
unusual or problematic features or conditions observed or
reported.
• Paving, Curbing, and Parking: Identify material types of
paving and curbing systems at the property.
• Flatwork: Identify material flatwork at the property
(sidewalks, plazas, patios, etc.).
• Landscaping and Appurtenances: Identify material
landscaping features, material types of landscaping (fences,
retaining walls), and site appurtenances (irrigation systems,
fountains, lighting, signage, ponds).
• Utilities: Identify type of material utilities provided to
the property (water, electricity, natural gas); and assess
condition, physical deficiencies, life cycle repair, and
replacement issues.
Recreational Facilities (If Applicable):
• Identify any material on-site recreational facilities such as
athletic fields, swimming pools, spas, tennis or basketball
courts, jogging or bicycle paths, etc. Observe the general
conditions and note any reported physical deficiencies or
any unusual items or conditions observed or reported.
Structural Frame + Building Envelope
• Identify material elements of the structural frame and
exterior walls, including the foundation system, floor
framing system, roof framing system, facade or curtain-wall
system, glazing system, exterior sealant, doors, commercial
overhead doors, sliders, windows, and stairways, etc.
• Observe general conditions and note any physical
deficiencies identified or unusual items or conditions
observed. Observations may be subject to grade, and
rooftop vantage points.
• Visually inspect observable areas for cracking and moisture
infiltration as well as areas of apparent foundation
settlement and displacement.
• In the event more information or exploratory testing is
required, in order to provide remedial measures, the report
may include recommendation for additional investigative
testing (Tier 1 or Tier 2).
Wall Evaluation
• Photograph elevations and details both from internal and
external vantage points, as well as from adjacent structures
where possible.
• Observe representative operable and fixed panels on all
facades, operating a representative sample of units to
assess hardware and visually inspect exterior conditions
and condition of waterproofing seals.
• Assess curtain wall condition to determine water infiltration,
damage, caulk degradation, metal panel degradation, stone
degradation and anchoring, and other related curtain wall
issues.
Curtain Wall – As Required
• Review curtain wall condition and a sampling of fixed panels
on facades to assess hardware and visually review exterior
conditions and the condition of waterproofing seals, where
accessible without the use of lifts, ladders, scaffolding,
suspension devices, or the like; may include observations
from internal and external vantage points, as well as
adjacent structures. Observations are limited to grade and
may include accessible balconies or rooftop vantage points.
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• Review provided drawings and records of repair,
replacement, and maintenance of framing and glazing.
Roofing (Non-Invasive Visual)
• Identify material roof systems (roof type, reported age,
slope, drainage) and any unusual roofing conditions or
rooftop equipment.
• Observe general conditions of the roof system (membranes,
attachment methods, flashings, counter flashings, pitch
pans, gravel stops, parapets, miscellaneous appurtenances,
insulation).
• Observe for evidence of material repairs, significant
ponding, or evidence of material roof leaks. Note if a
roof warranty is in effect. Note any physical deficiencies
identified or unusual items observed or reported.
• Identify material rooftop equipment or accessories
(antennas, lightning protection, HVAC equipment, solar
equipment). Include any material problems reported.
• BV understands that the City will provide OSHA compliant
ladders, lifts and/or scaffolding (depending on roof type)
so that the Project Manager may safely access roof areas.
If requested, BV can provide a quote for lift and/or ladder
access as needed. Observations will be limited to readily
accessible areas.
Plumbing
• Identify material plumbing systems at the property including
domestic water supply, sanitary sewer, or any special or
unusual plumbing systems (such as water features, fuel
systems, gas systems, etc.).
• Identify type and condition of restroom fixtures, drinking
fountains and/or other plumbing equipment.
• Observe general conditions and note any physical
deficiencies identified or unusual items or conditions
observed. Include any reported material system
inadequacies.
Heating
• Identify material heat generating systems at the property.
• Observe general conditions, identify reported age of the
equipment, note past material component replacements/
upgrades, note apparent level of maintenance, and identify
if a maintenance contract is in place. If heating equipment
is not operational at the time of the walk-through survey,
provide an opinion of the condition to the extent reasonably
possible.
• Identify and observe any special or unusual heating systems
or equipment present (fireplaces, solar heat, etc.) and note
any reported material problems or inadequacies.
Air-Conditioning + Ventilation
• Identify the material air-conditioning and ventilation
systems at the property. Include material equipment
such as cooling towers, chillers (type of refrigerant used),
package units, split systems, air handlers, thermal storage
equipment, etc.
• Identify material distribution systems (supply and return,
make-up air, exhaust) at the property.
• Observe general conditions, identify equipment reported
age, note past material component upgrades/replacements
and apparent level of maintenance, and identify if a
maintenance contract is in place (contractor name). If AC
and ventilation systems are not operational at the time
of the walk-through survey, provide an opinion of the
condition to the extent reasonably possible.
• Observe general conditions and note any physical
deficiencies identified or unusual items or conditions
observed. Additionally, include any material reported
system inadequacies or operating deficiencies.
• Identify and observe any special or unusual air-conditioning
and ventilation systems or equipment (cold storage systems,
special computer cooling equipment, etc.) and note any
material reported problems or system inadequacies.
Electrical
• Identify the electrical service provided and distribution
system at the property.
• Include material switchgear disconnects, circuit breakers,
transformers, meters, emergency generators, general
lighting systems, and other such equipment or systems.
• Observe general electrical items (distribution panels, type
of wiring, energy management systems, emergency power,
lightning protection).
• Observe general conditions and note any physical
deficiencies identified or unusual items or conditions
observed. Also, note the presence of any special or unusual
electrical equipment, systems, or devices at the property,
and include reported material problems or system
inadequacies.
Life Safety + Fire Protection
• Identify material life safety/fire protection systems at the
property, including sprinklers and stand pipes (wet or dry),
fire hydrants, fire alarm systems, water storage, smoke
detectors, fire extinguishers, emergency lighting, stairwell
pressurization, smoke evacuation, etc.
• Observe general conditions and note any material physical
deficiencies identified or unusual items or conditions
observed or reported including any reported system
inadequacies.
Elevators + Vertical Transportation
• Identify vertical transportation systems at the property.
Include the equipment manufacturer, equipment type,
location, number, capacity, etc.
• Observe elevator cabs, finishes, call and communication
equipment, etc.
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• Identify the company that provides elevator/ escalator
maintenance at the property. Observe general conditions
and note any physical deficiencies identified or unusual
items or conditions observed or reported including any
reported material system inadequacies.
• Out of Scope Issues: Performing any calculations,
examination of operating system components such as
cables, controller, motors, etc.; entering elevator/escalator
pits or shafts.
Interior Elements
• Identify offices, special use areas, and building standard
finishes, including flooring, ceilings, walls, etc. Furnishings
and fixed components will be reviewed and included in
the cost estimate tables for replacements. BV will identify
material building amenities or special features.
• Observe general conditions and note any physical
deficiencies identified or unusual items or conditions
observed or reported.
Food Service Spaces and Equipment
• Assess all food service equipment and spaces (kitchen,
cafeteria, dining, serving areas). Food service equipment
(fixed equipment) will be evaluated for adherence to
life/ safety code and ventilation requirements as well for
condition and capital replacement.
Special Systems and Equipment
• Include all special systems and equipment, such as
Emergency Medical Systems (EMC), chillers, radio towers,
equipment lifts, chair lifts, chemical storage or treatment
areas, storage tanks, dumbwaiters, vaults, public address
systems, and telephone systems.
Limited Accessibility Compliance
• Provide a general statement of the building’s likely compli-
ance to the Americans with Disabilities Act to help identify
whether the City may be exposed to issues and there is the
need for further review.
Suspected Fungal Growth
• Perform a limited assessment of accessible areas for
suspected fungal growth. If the presence of mold, conditions
conducive to mold growth, and/or evidence of moisture.
elevated relative humidity, water intrusion, and mildew-like
odors is discovered, affected areas will be photographed
and recommendations for any additional moisture intrusion
studies will be made.
Environmental Features
• Review environmental features of the property, to include
appearance, cleanliness, acoustics, ventilation, and
humidity.
Lead-based Paint
• Review existing testing data and other documentation re-
garding lead-based paint available on site (included in the
cost of the FCA); evaluate physical condition and develop
cost estimates for remediation of paint necessitated by
pending renovations.
• Able to provide a licensed lead-based paint inspector to
conduct testing using an x-ray fluorescence analyzer at the
Project as an additional service. The instrument is com-
pletely non-destructive and yields instantaneous results.
Asbestos
• Review existing testing data and other documentation re-
garding asbestos available onsite (included in the cost of
the FCA); evaluate physical condition and develop cost es-
timates for remediation of asbestos likely to be disturbed
by renovations.
• If asbestos testing is requested, BV will provide a licensed
asbestos inspector to collect samples of suspect asbestos-
containing materials at the Project as an additional service.
Scope of this sampling will be determined after review of
existing data, costs will be based on daily rate plus the cost
of analysis.
Energy Conservation Analysis
• Consider energy conservation savings when making repair
or replace recommendations and include these projects in
the project prioritization.
• Able to provide an Energy Audit (ASHRAE Level I, II, or III)
or Benchmarking (EnergyStar) services as an additional
service.
Ranking and Classification
Based upon our observations, research and judgment, along
with consulting commonly accepted empirical Expected Useful
Life (EUL) tables; BV will render our opinion as to when a system
or component will most probably necessitate replacement.
Accurate historical replacement records provided by the facility
manager are typically the best source for this data. Exposure to
the weather elements, initial system quality and installation,
extent of use, the quality and amount of preventive maintenance
exercised are all factors that impact the effective age of a system
or component. As a result, a system or component may have
an effective age that is greater or less than its actual age. The
Remaining Useful Life (RUL) of a component or system equals
the EUL less its effective age.
BV can rate the condition of each facility with the below rating
system, or another City-specified scale:
5 Excellent - No visible defects, new or near new condition,
may still be under warranty if applicable
4 Good - Good condition, but no longer new, may be
slightly defective or deteriorated, but is overall functional
3 Adequate - Moderately deteriorated or defective, but has
not exceeded useful life
2 Marginal - Defective or deteriorated in need of
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replacement; exceeded useful life
1 Poor - Critically damaged or in need of immediate repair;
well past useful life
BV can also include alternative categories to rank and weight
priorities as required by the City, such as functional deficiencies,
aesthetics, time-based urgencies, and other mission critical
factors. The analysis will include all cost observations ranked by
Priority Classes.
The five classes below are typical but can be altered to meet
your specifications and needs:
DEFICIENCY CATEGORIES/PLAN TYPES
Each deficiency identified in the Assessment shall be classified
in the following manner (or other City defined categories):
Category 1- Scheduled Maintenance: Maintenance that is
planned and performed on a routine basis to maintain and
preserve the condition.
Category 2 - Deferred Maintenance: Maintenance that was
not performed when it was scheduled or is past its useful life
resulting in immediate repair or replacement.
Category 3 - Capital Renewal: Planned replacement of building
systems that have reached the end of their useful life.
Category 4 - Energy and Sustainability: When the repair or
replacement of equipment or systems are recommended to
improve energy and sustainability performance.
Category 5 - Security: When a system requires replacement due
to a security risk or requirement.
The deficiencies observed will be classified into categories such
as those below using the Uniformat System:
Level 2
A10 A10 Foundations
A20 A20 Basement Construction
B10 B10 Superstructure
B20 B20 Exterior Enclosure
B30 B30 Roofing
C10 C10 Interior Construction
C20 C20 Stair
C30 C30 Interior Finishes
D10 D10 Conveying
D20 D20 Plumbing
D30 D30 HVAC
D40 D40 Fire Protection
D50 D50 Electrical
E10 E10 Equipment
E20 E20 Furnishings
F10 F10 Special Construction
F20 F20 Selective Building Demolition
Cost Estimating
BV’s cost estimating database is comprised of
both Whitestone Research and RS Means data,
and further customized with proprietary cost
tables developed by BV, based on historical
and localized actual costs. BV maintains and
updates our Uniformat-based cost estimating
system with information received from the field.
Through construction monitoring work, we have
current cost data from hundreds of in-progress
construction and rehabilitation projects. This
data allows us to calculate costs based on local
conditions to maintain a cost database that is
typically more current than Whitestone Research and RS Means’
models.
Each report will include a Capital Needs Analysis including
an estimated cost for each system or component repair or
replacement anticipated during the evaluation term. The report
will provide options for repair of the deficiency, and the capital
needs analysis will be presented as an Excel-based cost table that
includes a summary of the description of each component, age
and estimated RUL, anticipated year of repair or replacement,
quantity, unit cost and total cost for the repair of each line item. 73
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A consolidated Capital Needs Analysis will be presented that
includes all anticipated capital needs for all buildings. The cost
estimate for capital deficiencies will be based on the estimate
for maintenance and repair, but may at the City’s option,
also include project management, construction, and design
fees derived using actual costs from previous projects. After
determining these costs, we will confirm these costs with the
City Staff.
Report Deliverables
BV will provide an in-depth report including a description of
each of the building components and systems as described
in the approach sections above. Each report is organized by
building system and include digital photos of major systems
and components and of all deficiencies identified. Reports
will include current and anticipated repairs and deficiencies,
recommended repair and component life-cycle replacements,
and applicable options for repair or maintenance of building
components.
BV will provide the following reports depending on the size of
the buildings or site:
Building Condition Report – Standard: Each report will
be generally organized by building system and will include
an analysis of all building systems and components. Each
report will include color digital photos of all major systems
and components and will include photos of all deficiencies
identified. These deficiencies will be summarized in a capital
needs analysis table included throughout each report.
Building Condition Report – Abridged: For buildings less than
5,000 SF the report format in comparison with the standard
will be abbreviated due to the fact that there are fewer major
systems and conditions to observe and report on.
Group Building Condition Report: This report format is for
sites with multiple buildings. An overall report will represent
the multiple building site, with individual building assessments
contained within. In addition to the hardcopy ‘campus’ report,
the data collection/capital planning software allows individual
building data reports to be generated.
The Capital Needs analysis will include a cost database sorted
by building system and ranked by priority for repair. The format
of the database will allow for reporting by building, system, or
priority for repair, and a year-by-year analysis of capital needs.
Facility Condition Index
A Facility Condition Index (FCI) will be calculated for each
building. This index will be a function of required repairs
compared to building replacement costs. The FCI will be
generated from the data collection/capital planning database
and will be updated as components age or are replaced.
Capital Plan
BV will draft a capital budget including prioritized
recommendations to reduce backlog - and can suggest possible
phasing based on the City’s available capital and existing
projected budgets.
Reports will reflect a 5, 10, or 20-year capital plan based on BV’s
20-year building system evaluation. The analysis will include a
cost table sorted by building and system and ranked by priority
for repair. Tables will allow for the customization of reporting
and a year-by-year capital needs analysis.
The report will include:
• A 5, 10, or 20-year Capital Plan with an Executive Summary
with graphic presentation of results to provide a quick, user-
friendly summary of the property’s observed condition and
estimated costs assigned by category. Estimated costs shall
be cross-referenced to report sections and elaboration of
cost issues will be presented.
• Components observed that are exhibiting deferred
maintenance issues and estimates for immediate and
capital repair costs based on observed conditions, available
maintenance history and industry-standard useful life
estimates. If applicable, this analysis will include the
review of any available documents pertaining to capital
improvements completed within the last five-year periods,
or currently under contract. BV shall also inquire about
available maintenance records and procedures and
interview current available on-site maintenance staff.
• Recommended schedule for replacement or repairs
(schedule of priorities).
• Digital photographs for the buildings including photos of
deficiencies.
• General description of the property and improvements and
comment generally on observed conditions.
• Critical repairs and life safety issues separately from repairs
anticipated over the term of the analysis.
• FCI number for the building.
BV will submit PDF draft reports electronically and once
approved and finalized, a program summary report to include
a roll-up of all prioritized capital needs across all facilities. BV
can deliver bound hard copy final reports and flash drives
loaded with the completed reports. All electronic copies of the
report will include all text, deficiency tables, digital photos, and
supporting documentation and report appendices.
Program-wide Report
In addition to each building report, BV will develop a program-
wide report that includes a ranked system-wide Capital
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Plan for all facilities with programmatic conclusions and
recommendations. The report includes a brief narrative
description of each facility/building component and system, and
discusses the current and anticipated repairs and deficiencies
of all buildings assessed. The report analyses will include tables
sorted by building system and ranked by priority for repair. The
format of the tables will allow for the several perspectives of
reporting by FCI, building, system, or priority for repair, and a
year-by-year analysis of capital needs.
Equipment and Asset Inventory
During the assessment, each field team will be responsible for
collection and storing the inventory and condition assessment
data in an electronic format that is readily transferable to many
CMMS systems.
BV will collect information on the major pieces of facility
equipment. Specifically, the data collection will include City-
defined assets, and also focus on the following components:
• HVAC (level of detail for which Preventive Maintenance
would be performed)
–Heating System
• Identify boilers, furnaces, unit heaters and major labeled
equipment
–Ventilation System
o Identify the major labeled equipment; exhaust
hoods, fans
–Air Conditioning System
o Identify the material air-conditioning components,
including cooling towers, compressors, chillers,
package units, roof top units, split systems and
major labeled equipment. Excluded are window
units, terminal units, VAV boxes, and thermostatic
controls
• Electrical
–Major panels only-for identification to track
maintenance
–Transformers
–Switchgear
• Equipment
–Building Automation System
• Plumbing
–Pumps external to HVAC systems
–Domestic Hot Water heaters over 80 gallons
–Other major labeled equipment
• Commercial Kitchen - major equipment (above
approximately $2000 value)
–Walk-in freezer and refrigerator equipment
–Ovens, stoves, broilers, grills
–Reach-in refrigerators and freezers
–Dishwashers
–Fryers
• Life Safety/Security
–High Level (system level) only-for identification to
track maintenance
o Alarm Panels
o Emergency generators
o Exhaust hood fire suppression
• Vertical Transportation
Where appropriate, the following data will be collected for each
component:
• Location data
• Model
• Serial Number
• Manufacturer
• Manufactured Date
OPTION: Barcoding / QR Coding
For the above referenced equipment, BV will apply a durable
barcode / QR code/asset tag with a unique number for use as an
identifier in the CMMS system. We will use labels supplied by the
City or a vinyl tag for indoor applications, and a durable foil tag
for outdoor use. Barcode / QR code numbers will be recorded
in the database and all future work orders etc., and can be tied
back in to a single piece of equipment or system.
The cost of Barcoding / QR coding assumes that we will tag
equipment during the FCA process.
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9 BV PROPOSED TIMELINE AND SCHEDULE
Bureau Veritas has the required resources to perform the project in a timely manner. The proposed schedule below is open to discussion between the City of Lake
Forest and Bureau Veritas.
ID Task Name
1 City of Lake Forest Facility Condition Assessment
2 Pre Assessment (Phase I)
3 Notice to Proceed
4 Document Gathering
5 Kickoff Meeting
6 Facility Assessment Sched & Logistics
7 Assessments
8 Team #1 Onsite Assessments
9 Team #2 Onsite Assessments
10 Analysis
11 Data Analysis
12 Presentation of Initial Findings
13 Reporting
14 Report Writing
15 Draft Delivery
16 Reivew and Comment
17 Report Updates
18 Capital Planning
19 Database Population
20 Prioritization and Strategic Plan
21 Final Reports
22 Presentation of Findings
23 Phase I Completion
60 Days
NTP
Kickoff Meeting
Onsite Assessments
Analysis
Presentation
Report Writing
Draft Delivery
Database
Prioritization
Presentation
Completion
S T T S M W F S T T S M W F S T T S M W F S T T S M W F S T T S M W F S T T S M W F S T T S M W F S T T S M W F SApr 5, '20 Apr 12, '20 Apr 19, '20 Apr 26, '20 May 3, '20 May 10, '20 May 17, '20 May 24, '20 May 31, '20 Jun 7, '20 Jun 14, '20 Jun 21, '20 Jun 28, '20 Jul 5, '20 Jul 12, '20 Jul 19, '20 Jul
City of Lake Forest Facility Condition Assessment
Page 1
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103. SAMPLE REPORT AND MATERIALS
We have included a separately-bound sample report for a similar Facility Condition Assessment project we completed for the City of Lake Forest.
Below is a sample Replacement Reserves Table.
Replacement Reserves Report
2/25/2020
Location 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 2036 2037 2038 2039 2040 Total Escalated Estimate
Fire Station #1 $146,933 $161,714 $0 $0 $1,361 $0 $190,997 $0 $28,969 $0 $164,244 $510,848 $0 $0 $0 $5,937 $367,526 $0 $0 $0 $224,074 $1,802,603
Historical Society - Banta House $28,375 $52,915 $0 $0 $0 $0 $5,991 $0 $0 $0 $13,599 $0 $0 $0 $0 $9,649 $28,031 $0 $0 $0 $26,316 $164,875
Village Hall $374,064 $0 $108,668 $181,094 $44,126 $0 $1,506 $0 $524,702 $0 $640,368 $0 $0 $2,202,592 $648,890 $145,586 $0 $0 $405,467 $0 $675,602 $5,952,665
Grand Total $549,372 $214,629 $108,668 $181,094 $45,486 $0 $198,494 $0 $553,671 $0 $818,211 $510,848 $0 $2,202,592 $648,890 $161,171 $395,557 $0 $405,467 $0 $925,992 $7,920,143
Fire Station #1
Uniformat
Code ID Cost Description
Lifespan
(EUL)EAge RUL QuantityUnit Unit Cost * Subtotal 2020 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 2036 2037 2038 2039 2040
Deficiency
Repair
Estimate
B2011 535923 Exterior Wall, Brick or Brick Veneer, 1-2 Stories, Repoint 25 14 11 4200 SF $48.34 $203,036 $203,036 $203,036
B2032 535915 Exterior Door - Service Doors, Steel Insulated, Replace 25 14 11 3 EA $1,847.29 $5,542 $5,542 $5,542
B3011 535919 Roof, Asphalt Shingle, Replace 20 14 6 20000 SF $4.00 $80,096 $80,096 $80,096
C2021 536058 Interior Stair Treads, Raised Rubber Tile, Replace 18 14 4 115 SF $10.51 $1,209 $1,209 $1,209
C3012 535910 Interior Wall Finish, Gypsum Board/Plaster/Metal, Prep & Paint 8 8 0 11200 SF $1.66 $18,624 $18,624 $18,624 $18,624 $55,871
C3012 535909 Interior Wall Finish, Concrete/Masonry, Prep & Paint 8 8 0 2500 SF $1.70 $4,245 $4,245 $4,245 $4,245 $12,735
C3012 535921 Interior Wall Finish, Vinyl, Replace 15 14 1 2200 SF $2.66 $5,848 $5,848 $5,848 $11,696
C3021 535922 Interior Floor Finish, Epoxy Coating, Prep & Paint 10 10 0 6200 SF $10.23 $63,454 $63,454 $63,454 $63,454 $190,362
C3024 535917 Interior Floor Finish, Vinyl Tile (VCT), Replace 15 14 1 3500 SF $5.62 $19,673 $19,673 $19,673 $39,346
C3025 535920 Interior Floor Finish, Carpet Standard-Commercial Medium-Traffic, Replace 10 10 0 3705 SF $8.50 $31,498 $31,498 $31,498 $31,498 $94,494
C3031 535928 Interior Ceiling Finish, Gypsum Board/Plaster, Prep & Paint 10 10 0 12000 SF $2.27 $27,261 $27,261 $27,261 $27,261 $81,783
C3032 535906 Interior Ceiling Finish, Acoustical Tile (ACT), Replace 20 14 6 12000 SF $3.64 $43,702 $43,702 $43,702
D2023 536011 Water Heater, Gas, Commercial, 250 GAL, Replace 15 14 1 1 EA $20,620.08 $20,620 $20,620 $20,620 $41,240
D2023 536028 Domestic Water Circulator Pump, 1/3rd HP, Replace 15 14 1 3 EA $3,998.26 $11,995 $11,995 $11,995 $23,990
D3021 536005 Boiler, Gas, 259 MBH, Replace 25 14 11 1 EA $18,451.10 $18,451 $18,451 $18,451
D3021 536008 Boiler, Gas, 259 MBH, Replace 25 14 11 1 EA $18,451.10 $18,451 $18,451 $18,451
D3021 536006 Boiler, Gas, 259 MBH, Replace 25 14 11 1 EA $18,451.10 $18,451 $18,451 $18,451
D3031 536012 Chiller, Air-Cooled, 43.5 Tons, Replace 25 14 11 1 EA $91,556.16 $91,556 $91,556 $91,556
D3041 535924 Variable Air Volume (VAV) Unit, 100 to 400 CFM, Replace 15 14 1 14 EA $4,850.19 $67,903 $67,903 $67,903 $135,805
D3041 536015 Air Handler, Interior, 14,450 CFM, Replace 30 14 16 1 EA $49,157.61 $49,158 $49,158 $49,158
D3044 535913 Circulation Pump, Heating Water, 3 HP, Replace 20 14 6 2 EA $5,447.83 $10,896 $10,896 $10,896
D3045 536020 Circulation Pump, Chiller & Condenser Water, 3 HP, Replace 20 14 6 1 EA $5,447.83 $5,448 $5,448 $5,448
D3049 535925 Humidifier, Electric, Duct w/ Controls, Replace 20 5 15 1 EA $3,810.45 $3,810 $3,810 $3,810
D3051 535929 Infrared Heater, Gas-Fired Tubular 20' to 80' Length, 40 MBH, Replace 25 14 11 4 EA $3,390.05 $13,560 $13,560 $13,560
D5037 536040 Fire Alarm Control Panel, Multiplex, Replace 15 14 1 1 EA $5,016.97 $5,017 $5,017 $5,017 $10,034
E1093 535927 Commercial Kitchen, Exhaust Hood, Replace 15 14 1 1 EA $8,866.48 $8,866 $8,866 $8,866 $17,733
E1093 535926 Commercial Kitchen, Range/Oven, 6-Burner w/ Griddle, Replace 15 14 1 1 EA $10,876.25 $10,876 $10,876 $10,876 $21,752
E1094 535912 Residential Appliances, Refrigerator, 14-18 CF, Replace 15 14 1 3 EA $1,119.52 $3,359 $3,359 $3,359 $6,717
E1094 535918 Residential Appliances, Clothes Dryer, Replace 15 14 1 1 EA $1,290.30 $1,290 $1,290 $1,290 $2,581
E1094 535916 Residential Appliances, Clothes Washer, Replace 15 14 1 1 EA $1,557.41 $1,557 $1,557 $1,557 $3,115
E2012 535996 Kitchen Counter, Natural Stone, Replace 20 14 6 150 LF $132.10 $19,815 $19,815 $19,815
G2049 535932 Dumpster Accessories, Enclosures, Wood/Metal Gates, Replace 20 20 * 0 1 EA $1,851.64 $1,852 $1,852 $1,852 $3,703
Totals, Unescalated $146,933 $157,004 $0 $0 $1,209 $0 $159,957 $0 $22,868 $0 $122,213 $369,048 $0 $0 $0 $3,810 $229,030 $0 $0 $0 $124,065 $1,336,137
Totals, Escalated (3.0% inflation, compounded annually)$146,933 $161,714 $0 $0 $1,361 $0 $190,997 $0 $28,969 $0 $164,244 $510,848 $0 $0 $0 $5,937 $367,526 $0 $0 $0 $224,074 $1,802,603
* Markup/LocationFactor (1.171) has been included in unit costs.
Historical Society - Banta House
Uniformat
Code ID Cost Description
Lifespan
(EUL)EAge RUL QuantityUnit
Unit Cost
*Subtotal2020 2021 2022 2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 2036 2037 2038 2039 2040
Deficiency Repair
Estimate
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Proposed Project Team
BV’s Team includes Professional Engineers and Energy Managers with an
average of over 20 years of relevant experience. These professionals develop
and write the assessment report and coordinate logistics and document
collection for each assessment. BV also has an internal information technology
group that supports the development of field data collection programs and
client database applications.
Jeffrey Fox | Project Executive
Mr. Fox will serve as Project Executive, and will oversee all contractual aspects
of the project and will be available to meet with the City for the duration of the
project on an as-needed basis. He will be responsible for defining the scope of
engagement, and meeting regularly with Mr. Hupp and the Assessment Team
to assure the City’s needs are being met, and that the project is adequately
staffed, running smoothly, and on schedule.
Andrew Hupp| Program Manager
The City will have a primary point of contact in Mr. Hupp throughout the
duration of the project. He will be responsible for the overall team performance
and delivery of the overall project. He will work with the Assessment
Team and the City to assure project success. He will conference with the
City on an agreed-upon basis, and will be responsible for delivering assessment
results, and for working with City Staff to develop the implementation plan
based on the results.
Bill Champion, PhD, PE, CEM | Quality Assurance Manager
Mr. Champion will serve as Quality Assurance Manager, and will provide general
quality assurance oversight to the
project, assuring technical, process, and
content quality. His expertise will allow
for quick and effective implementation
of quality assurance measures both at
inception and throughout the duration
of the project.
Assessment Team
The Assessment Team is comprised of
professional engineers and energy managers having direct experience in conducting
Facility Condition Assessments. They will observe and describe building systems
and components, identify physical deficiencies, and formulate recommendations to
remedy the deficiencies.
Resumes for the key personnel are included on the following pages.
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12
PROJECT EXPERIENCE:
City of Highland Park, IL
Facility Condition Assessment
City of Wauwatosa, WI
Facility Condition Assessment
Chesterfield County, VA
Facility Condition Assessment
Arlington County, VA
Facility Condition Assessment
State of Vermont, VT
Facility Condition Assessment
Sumter County, FL
Facility Condition Assessment
Town of Chapel Hill, NC
Facility Condition Assessment
JEFFREY FOX
Education
BS Mechanical Engineer, Clemson University
PROJECT EXECUTIVE
Mr. Fox is the Project Executive for this project. His experience includes Facility Condition Assessments,
Energy Audits, ADA Assessments, Physical Needs Assessments, and Capital Planning databases. Working
with Federal, State, and Local Governments, Housing Authorities, K-12 & Higher Education entities, and
Private Industry owners, Mr. Fox has the primary responsibility for defining scopes of engagement and
meets regularly with the Program Managers and project teams to ensure client needs are being met and
projects are running smoothly and on schedule.
Registration
PE | Maryland | 22604
YEARS OF EXPERIENCE: 22
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ANDREW HUPP
YEARS OF EXPERIENCE: 22
Education
Bachelor of Science, Architectural Engineering, University of Cincinnati
PROJECT EXPERIENCE:
City of Highland Park, IL
Facility Condition Assessment
City of Yorkville, IL
Facility Condition Assessment
Village of Arlington Heights, IL
Facility Condition Assessment
Bloomington Public Transportation, IN
Facility Condition Assessment
City of Columbus, OH
Facility Condition Assessment
New Hanover County, NC
Facility Condition Assessment & ADA
Assessment
State of Vermont, VT
Facility Condition Assessment
Arlington County, VA
Facility Condition Assessment
City of Orange, FL
Facility Condition Assessment
Town of Mansfield, CT
Facility Condition Assessment, Energy Audit &
Facilities Master Plan
PROGRAM MANAGER
Mr. Hupp will manage the Assessment Team and will meet with the City on an agreed-upon basis to ensure
project success. He will be accountable for the overall BV Team performance and will be responsible for
delivering assessment results, and for working with the County to develop the implementation plan based
on the results.
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14
PROJECT EXPERIENCE:
City of Highland Park, IL
Facility Condition Assessment
City of Yorkville, IL
Facility Condition Assessment
Village of Arlington Heights, IL
Facility Condition Assessment
City of Columbus, OH
Facility Condition Assessment
Town of Chapel Hill, NC
Facility Condition Assessment & Inventory
Chesterfield County, VA
Facility Condition Assessment
Arlington County, VA
Facility Condition Assessment & Facilities Master
Plan
City of Casa Grande, AZ
Facility Condition Assessment & Energy Audit
Montgomery County, MD
FCA and Energy Audit of Equipment and
Maintenance Operation Centers
BILL CHAMPION, PHD, PE, CEM
QUALITY ASSURANCE MANAGER
Dr. Champion is a Professional Mechanical Engineer and Certified Energy Manager with 24 years of
experience in local and state government, retail, public housing, higher education, industrial, and K-12
Education industries. As Quality Assurance Manager, he provides general oversight to the project from the
perspective of assuring technical, process, and content quality.
YEARS OF EXPERIENCE: 24
Education
Doctor of Philosophy, Civil Engineering, Univ of MD
MBA, University of Rochester
MS, Mechanical Engineering, State University of NY
BS, Mechanical Engineering, State University of NY
Registration
PE | MD #40120; NY #08786; DC #PE906172
Certified Energy Manager #16649
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PROJECT EXPERIENCE:
Surry County, NC
Facility Condition Assessment
Chesterfield County, VA
Facility Condition Assessment
YMCA of Greater Richmond, VA
Facility Condition Assessment
City of Fresno, CA
Facility Condition Assessment
DAVID HARRELL, PE, CEM
ASSESSMENT TEAM
YEARS OF EXPERIENCE: 22
PROJECT EXPERIENCE:
Village of Arlington Heights, IL
Facility Condition Assessment
Chesterfield County, VA
Facility Condition Assessment
Town of Wakefield, MA
Facility Condition Assessment
City of Reading, PA
Facility Condition Assessment
MARK CHAMBERLAIN
ASSESSMENT TEAM
YEARS OF EXPERIENCE: 30+
Education
Master of Engineering, University of Maryland
Bachelor of Science, Engineering, University of
South Carolina
Registration
Professional Engineer | MD | 4804056
Certified Energy Manager | 16649
Education
Coursework, Business Administration, Manchester Community College
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CITY OF YORKVILLE, IL
FACILITY CONDITION ASSESSMENT, ASSET
INVENTORY, BARCODING AND TAGGING
EMG* was contracted by the City of Yorkville to perform a facility condition
assessment of approx. 105,000 square feet of facilities, including the
city hall, correctional facility, public works stations and wells, park and
rec facilities, and historic buildings. The facilities were assessed to the
building system and component levels for condition, remaining life
cycle, cost to replace, and evaluation of repair versus replace options.
EMG organized the property assessment schedule and coordinated with
the City to perform assessments efficiently without disrupting facility
activities. The assessments included complete visual inspections of
facility components (exterior systems, interior finishes, fire/life systems,
accessibility issues, MEP systems). We described facility deficiencies,
provided corrective action for each deficiency, and established
prioritization standards to characterize deficiencies.
EMG also collected asset inventory, and affixed barcode labels to each
piece of equipment physically inventoried. The barcodes used were
vinyl tags for interior, and foil weatherproof tags for exteriors. They
have unique, serialized numbers, and barcode representations of these
numbers for use with client CMMS.
PROJECT PROFILE
LOCATION
Yorkville, IL
SERVICE
Facility Condition Assessment
Inventory
Tagging
Barcoding
SIZE
105,000 SF
39 Buildings
BUILDING TYPES
City Hall
Jail
Library
Public Works Stations
Garages
Park Facilities
Wells
COMPLETION
2017
REFERENCE
Peter Ratos
City of Yorkville
800 Game Farm Road
Yorkville, IL 60560
T: (630) 553-8574
E: pratos@yorkville.il.us
*EMG became Bureau Veritas Technical Assessments LLC on 1.1.2020
4. REFERENCES
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CITY OF HIGHLAND PARK, IL
FACILITY CONDITION ASSESSMENT
EMG* was selected by the City of Highland Park to provide facility
condition assessments for various City-maintained properties. The
assessment included thorough examination and lifecycle assessment
of the buildings, property, and major systems including plumbing,
mechanical, electrical, roofing, seismic risk, general code compliance,
and ADA compliance.
EMG completed a comprehensive reserve schedule to help in the
budgeting and replacement of assets as needed over the next 20
years. The project prioritized capital improvement projects, repairs,
replacements, and maintenance.
This project included 20 buildings and facilities. The facilities included
City Hall, Fire Stations, Youth and Recreation Centers, a Library, an Arts
Center, a Senior Center, a Garage, and Water Treatment and Pumping
Stations.
PROJECT PROFILE
LOCATION
Highland Park, IL
SERVICE
Facility Condition Assessment
SIZE
615,000 SF
20 Facilities
BUILDING TYPES
City Hall
Fire Station
Library
Rec Center
Arts Center
Senior Center
Youth Center
Pumping Stations
Garage
COMPLETION
2017
REFERENCE
Joe O’Neill
City of Highland Park
1150 Half Day Road
Highland Park, IL 60035
T: (847) 432-0807
E: joneill@cityhpil.com
*EMG became Bureau Veritas Technical Assessments LLC on 1.1.2020
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VILLAGE OF ARLINGTON HEIGHTS,
IL
FACILITY CONDITION ASSESSMENT, INVENTORY
EMG* EMG was contracted by the Village of Arlington Heights to
perform a facility condition assessments of over 350,000 square feet of
facilities, including the village hall, fire stations, a train station, public
works stations and wells, a senior center, and historic buildings. The
facilities were assessed to the building system and component levels for
condition, remaining life cycle, cost to replace, and evaluation of repair
versus replace options.
EMG organized the property assessment schedule and coordinated with
the City to perform assessments efficiently without disrupting facility
activities . The assessments including complete visual inspections of
facility components (exterior systems, interior finishes, fire/life systems,
accessibility issues, MEP systems). We described facility deficiencies,
provided corrective action for each deficiency, and established
prioritization standards to characterize deficiencies.
During the assessments, EMG also collected all inventory and condition
assessment data such as make, model, serial number, and location for
each piece of equipment. The data was easily transferred to the Client’s
CMMS system.
PROJECT PROFILE
LOCATION
Arlington Heights, IL
SERVICE
Facility Condition Assessment
Inventory
SIZE
353,168 SF
23 buildings
BUILDING TYPES
Village Hall
Fire Stations
Train Station
Historic Facilities
Public Works Stations
Garages
Park Facilities
Wells
COMPLETION
2016
REFERENCE
Chester Gorecki
Village of Arlington Heights
222 N. Ridge Avenue
Arlington Heights, IL 60005
T: (847) 368-5805
E: cgorecki@vah.com
*EMG became Bureau Veritas Technical Assessments LLC on 1.1.2020
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19
5. EXCEPTIONS AND DEVIATIONS
Bureau Veritas has no exceptions nore deviations and is able to complete the work on time and within budget.
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20
6. PRICE PROPOSAL FORM
87
2188
22
7. GENERAL CERTIFICATION REQUIREMENT FORM
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23
8. IDENTITY THEFT PROTECTION FORM
90
24
9. ADDENDA
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1
US Route 41
At Deerpath Road (Pump Station #38)
Contract No: 62B65
County Lake
Job No. C-91-086-16
Agreement No.: JN-120-501
AGREEMENT
This Agreement entered into this ________day of ________ 2020 A.D. by and between the
STATE OF ILLINOIS, acting by and through its DEPARTMENT OF TRANSPORTATION, hereinafter
referred to as the “STATE”, and the CITY OF LAKE FOREST of the State of Illinois, hereinafter
referred to as the “CITY”.
WITNESSETH:
WHEREAS, the STATE, in order to relieve flooding and insure safety to the motoring public, is
desirous of replacing existing Pump Station #38 within the interchange of US Route 41 and Deerpath
Road, Contract No. 62B65, State Job Number C-91-086-16, hereinafter referred to as the
“IMPROVEMENT” as follows:
The IMPROVEMENT consists of decommissioning the existing Pump Station #38 located at the
US Route 41 over Deerpath Road bridge abutment (SN 049-0033) and constructing a new pump
station at the southwest corner of Deerpath Road and Ahwahnee Lane (Illinois Department of
Transportation has dedication rights for highway purposes), constructing two new detention basins on
the CITY owned Deerpath Golf Course property, and constructing a new bypass storm sewer north of
Deerpath Road. The two detention basins will outlet to an existing storm sewer outfall into the Skokie
River. Deerpath Road will be widened at US Route 41 to provide back to back two 11-foot left turn
lanes for eastbound and westbound movements onto US Route 41 to improve safety.
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2
The proposed pump station and storm sewer improvements including the two detention basins
will be transferred to the CITY upon completion of this project; and
WHEREAS, the STATE agrees to convey to the CITY, by quit claim, the dedication rights of the
property shown as Parcel 1WY1230 on the attached Exhibit A, upon completion of the
IMPROVEMENT, and
WHEREAS, the CITY is desirous of the IMPROVEMENT in that same will be of immediate
benefit to the CITY residents and permanent in nature; and
WHEREAS, the CITY has agreed to accept maintenance and jurisdiction of the new Pump
Station and two detention basins upon completion of the IMPROVEMENT.
NOW, THEREFORE, in consideration of the mutual covenants contained herein, the PARTIES
hereto agree as follows:
1. The STATE agrees to make the surveys, obtain all necessary rights of way, prepare plans and
specifications, receive bids and award the contract, furnish engineering inspection during construction
and cause the IMPROVEMENT to be built in accordance with the approved plans, specification and
contract. The STATE will construct the detention basins, storm sewer connection between the two
detention basins, provide rough grading to match the CITY’s proposed golf course restoration plans
and provide temporary seeding.
2. The STATE agrees to pay for all right of way, construction and engineering costs, with the exception
that the CITY agrees to donate temporary easements for the construction of the two detention basins.
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3
3. The CITY agrees to fully restore the remaining part of the golf course, including the irrigation
system, which is impacted by the IMPROVEMENT with its own engineer and contractors. The golf
course property will be returned to a condition as good as it existed prior to the STATE’s project.
4. The STATE will pay the CITY for their golf course restoration, including design engineering and
construction supervision, which is estimated as $630,033. This estimated cost is a lump sum cost as
overall settlement and is not based on an as built cost.
5. It is mutually agreed that the IMPROVEMENT will require removal of trees. Approximately 97 trees
will need to be replaced. The tree replacement will be performed by the CITY on a 1:1 ratio at CITY
selected locations within the IMPROVEMENT corridor. The STATE will pay the CITY for said
replacement, which is estimated to cost $63,050. The CITY will be responsible for purchasing, planting
and future maintenance of these replacement trees. This reimbursement shall be considered as
fulfillment of the tree replacement commitment of the STATE.
6. Upon completion and final inspection of the IMPROVEMENT, the CITY agrees to maintain the
newly restored portion of the Deerpath Golf Course, the new pump station #38, and all drainage
improvements including the two detention basins. The CITY will also maintain the two retaining walls;
one as part of the detention basins (west), and the other one located between the proposed pump
station #38 building and Deerpath Road.
7. It is mutually agreed that the STATE will pay to the CITY an amount not to exceed $693,083.00 to
be used only for restoration and maintenance as above described.
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Upon completion and final inspection of the STATE’s construction of the detention basins, storm sewer
rough grading and appurtenant items on the Deerpath Golf Course property, the CITY may invoice the
STATE for 80% of its share of the costs for the restoration thereof.
Upon completion of the CITY’s golf course restoration and tree planting, the CITY may invoice the
STATE for the remainder of its obligation, presenting evidence of actual costs incurred and materials
installed.
8. It is the intent of the STATE that all or a portion of the costs to this project will be paid or reimbursed
from the proceeds of tax-exempt bonds subsequently issued by the STATE. The provision in no way
constitutes an obligation of the STATE to use any particular funding or to confer a contractual or other
right to demand that any particular funding be used.
9. The CITY certifies steel products used or supplied in the performance of a contract for public works
shall be manufactured or produced in the United States, unless the executive head of the procuring
Agency/University grants an exception. 30 ILCS 565
REMAINDER OF THE PAGE INTENTIONALLY LEFT BLANK
SEE NEXT PAGE FOR SIGNATURES
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Obligations of the STATE and CITY will cease immediately without penalty or further payment
being required if, in any fiscal year, the Illinois General Assembly or Federal funding source fails to
appropriate or otherwise make available funds for this contract.
CITY OF LAKE FOREST
Attest:
____________________________ By: _____________________________
(Signature) (Signature)
____________________________ By:_____________________________
(Print or Type) (Print or Type)
Title: ___________________________ Title: ___________________________
Date: __________________________ Date:____________________________
STATE OF ILLINOIS
DEPARTMENT OF TRANSPORTATION
By: ____________________________ By: _____________________________
Omer Osman Joanne Woodworth
Acting Secretary Acting Chief Fiscal Officer
Date: __________________________ Date: __________________________
By: _____________________________ By: _____________________________
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6
. Philip C. Kaufmann
Chief Counsel
Date: __________________________ Date: __________________________
Job No. C-91-086-16
Agreement No.: JN-120-501
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TIN CERTIFICATION
The CITY certifies that:
1. The number shown on this form is the CITY’s correct taxpayer identification number (or the
CITY is waiting for a number to be issued to them), and
2. The CITY is not subject to backup withholding because: (a) the CITY is exempt from backup
withholding, or (b) the CITY has not been notified by the Internal Revenue Service (IRS) that
the CITY is subject to backup withholding as a result of a failure to report all interest or
dividends, or (c) the IRS has notified me that the CITY no longer subject to back-up
withholding, and
3. The CITY’s person with signatory authority for this AGREEMENT is a U. S. person (including a
U.S. resident alien)
Taxpayer Identification Number: _____36-6005960_________
Legal Status
___ Individual _X Government
___ Sole Proprietor ___ Nonresident Alien
___ Partnership/Legal Corporation ___ Estate or Trust
___ Tax-exempt ___ Pharmacy (Non Corp.)
___ Corporation providing or billing
medical and/or health care
services
___ Pharmacy/Funeral home
/Cemetery
___ Corporation NOT providing or
billing medical and/or health
care services
___ Limited Liability Company ( select
applicable tax classification)
___ Other ________________ □ D= Disregarded entity
□ C= Corporation
□ P= Partnership
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