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PUBLIC WORKS COMMITTEE 2020/09/23 PacketPUBLIC WORKS COMMITTEE MEETING WEDNESDAY, SEPTEMBER 23, 2020 – 2:00 P.M. REMOTE ACCESS MEETING AGENDA Please be advised that all of the Public Works Committee members will be remotely attending this Public Works Committee 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. In accordance with state statute, Chairman Buschmann has made a determination that it was not practical or prudent to schedule an in-person Public Works Committee meeting because of the COVID-19 pandemic, so this meeting is being held remotely. 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 public audience link and password: https://us02web.zoom.us/j/83309082999?pwd=K3FOV05SNFpJQ0duVktPaFNUanpVUT09 Webinar ID: 833 0908 2999 Passcode: 1861 ROLL CALL/CALL TO ORDER Raymond Buschmann, Chairman Ted Notz Jim Preschlack ACTION ITEMS I.APPROVAL OF THE JULY 8, 2020 PUBLIC WORKS COMMITTEE MEETING MINUTES II.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE IDOT ROUTE 43 & 60 PLOWING AND SALTING AGREEMENT FOR WINTER 2020/2021 – MICHAEL THOMAS III.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL ILLINOIS TRANSPORTATION ENHANCEMENT PROGRAM (“ITEP”) PROJECT RESOLUTIONS FOR CITY PROJECT GRANT APPLICATIONS – JIM LOCKEFEER IV.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE SENIOR CENTER HVAC PROJECT BID – DAN MARTIN V.REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE FIRE SPRINKLER INSPECTION AND MAINTENANCE SERVICES CONTRACT PROPOSAL – DAN MARTIN PUBLIC COMMENT NEXT MEETING – OCOTBER 21, 2020 ADJOURNMENT ACTION ITEM: APPROVAL OF THE JULY 8, 2020 PUBLIC WORKS COMMITTEE MEETING MINUTES 1 SPECIAL PUBLIC WORKS COMMITTEE MEETING WEDNESDAY, JULY 8, 2020 – 2:00 P.M. REMOTE ACCESS MEETING MINUTES ROLL CALL/CALL TO ORDER Chairman Raymond Buschmann called the virtual meeting to order at 2:00 P.M. Aldermen Ted Notz and Jim Preschlack were present. Staff virtually attending the meeting included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering; Jason Wicha, City Manager; Cathy Czerniak, Director of Community Development and Jim Lockefeer, Management Analyst. INFORMATIONAL ITEMS I. CODE UPDATE REGARDING SUMP PUMP & DOWNSPOUT DISCHARGE AS IT RELATES TO PROPERTY LINES AND PUBLIC RIGHT-OF-WAY – CATHY CZERNIAK Director Czerniak reviewed the below summary presentation slide on the topic. She explained that a more detailed summary memo was included the Committee’s meeting packet. Director Czerniak explained that this topic was previously reviewed and approved by the Public Works Committee at the December 10, 2019 meeting and that City staff wanted to again review the topic with the Committee prior to the topic appearing on the next City Council meeting agenda. 2 The Committee and staff discussed the process for which the recommended code language was reviewed, the City’s private storm sewer review and permitting processes, and property downspout extensions. Alderman Preschlack moved to recommend approval to City Council the Code update regarding sump pump & downspout discharge as it relates to property lines and public right-of-way. Chairman Buschmann seconded the motion, which carried unanimously. II. NOTIFICATION OF THE CITY OF LAKE FOREST'S REQUIRED IEPA STORMWATER MANAGEMENT PROGRAM PLAN (“SMPP”) – JIM LOCKEFEER Management Analyst Jim Lockefeer reviewed the below summary presentation slides on the topic. He explained that the City’s full SMPP was included in the Committee’s meeting packet. He explained that the Plan can always be accessed by the public online. 3 The Committee and staff discussed the potential role of the City’s Environmental Committee in reviewing the SMPP. III. PUBLIC WORKS CIP PROJECT STATUS UPDATES – DAN MARTIN, BOB ELLS, MICHAEL THOMAS Director Thomas reviewed the below summary presentation slides on the topic. The Committee and staff discussed the progress related to the Property Condition Assessments Project, COVID-19 impacts on the projects, and the project grant opportunities staff is pursuing. 4 ACTION ITEMS IV. APPROVAL OF THE MAY 26, 2020 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Preschlack moved to approve the May 26, 2020 Public Works Committee meeting minutes. Alderman Notz seconded the motion, which carried unanimously. V. REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE FY21 LONG LINE STRIPING PROGRAM – DAN MARTIN Superintendent Martin reviewed the below summary presentation slide on the topic. He explained that a draft City Council write-up was also included in the Committee’s meeting packet. Alderman Notz moved to recommend approval to City Council the FY21 Long Line Striping Program to Superior Road Striping, Inc. in the amount of $94,000. Alderman Preschlack seconded the motion, which carried unanimously. PUBLIC COMMENT There was no additional public comment. NEXT MEETING – SEPTEMBER 23 The Committee agreed to meet next on September 23, 2020 at 2 P.M. The Committee and staff had discussions about potential agenda items for the next meeting. 5 ADJOURNMENT Alderman Notz moved to adjourn the meeting of the Public Works Committee at 3:02 P.M. Alderman Preschlack seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Management Analyst ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE IDOT ROUTE 43 & 60 PLOWING AND SALTING AGREEMENT FOR WINTER 2020/2021 APPROVAL OF THE IDOT ROUTE 43 & 60PLOWING AND SALTING AGREEMENT FOR WINTER 2020/2021 2019/2020 Winter Summary •Staff recommends PW Committee approval to the City Council of the IDOT Route 43 & 60 plowing and salting agreement for winter 2020/2021 iiSinpis Department of Transportation Intergovernmental Agreement Governmental Body Name City of Lake Forest Address 220 East Deerpath Road City, State, Zip Lake Forest. IL. 60045 Remittance Address (if different from above) City, State, Zip Telephone Number (847)810-3540 Fax Number FEIN/TIN E9995-7671-07 DUNS N/A Brief Description of Semce (full description specified in Part 5) Snow and Ice Control on Specified State Routes Compensation Method (full details specified in Part 6) Lump Sum Total Compensation Amount $93,131.36 Advance Pay D Yes E] No Agreement Term Start Date: 11/1/2020 Expiration Date: 4/30/2021 REQUIRED SIGNATURES By signing below, the GOVERNMENTAL BODY and the DEPARTMENT agree to comply with and abide by all provisions set forth in Parts 1-8 herein and any Appendices thereto. FOR THE GOVERNMENTAL BODY: Signed Name FOR THE DEPARTMENT: Printed Name (Title)Date irvfcr ^,27/2 Tate 20ZU Omer Osman, P.E., Acting Secretary of Transportation By: Printed Name: Printed Title: Date Check if under $250,000 and no further signatures are required. If under $250,000 the Secretary's signature may be delegated. Date Joanne Woodworth, Acting Chief Fiscal Officer Date Philip C. Kaufmann, Chief Counsel (Approved as to form) Date Printed 8/26/2020 BoBS 2804 (Rev. 04/18/19) Page 1 of 10 OP-D1 City of Lake Forest Maintenance Agreement Appropriation Code 011-49408-1900-0119 This Agreement is by and between INTERGOVERNMENTAL AGREEMENT FOR SNOW AND iCE REMOVAL City of Lake Forest Please type or print legibly the GOVERNMENTAL BODY'S legal name and address 220 East Deerpath Road Lake Forest, IL, 60045 Attn:Michael Thomas - Director of Public Works E-mail: ThomasM@cityoflakeforest.com referred to as the GOVERNMENTAL BODY, and the State of Illinois, acting by and through its Department of Transportation, referred to as the DEPARTMENT individually referred to as a PARTY, and collectively referred to as the PARTIES. Part 1 Part 2 Part3 Part 4 Parts Part 6 Part 7 Parts Scope/Compensation/Term General Provisions Federally Funded Agreements Specific Provisions Scope of Services/Responsibilities Compensation for Services Certification Regarding Lobbying Agreement Award Notification /' PART 1 SCOPE / COMPENSATION / TERM A. Scope of Services and Responsibilities The DEPARTMENT and the GOVERNMENTAL BODY agree as specified in Part5. B. Compensation Compensation (if any) shall be as specified in Part 6. C. Term of Agreement This Agreement will start 11/1/2020 and will expire 4/30/2021. D. Amendments All changes to this Agreement must be mutually agreed upon by the DEPARTMENT and the GOVERNMENTAL BODY and be incorporated by written amendment, signed by the parties. E. Renewal This Agreement may not be renewed. Printed 8/26/2020 BoBS 2804 (Rev. 04/18/19) Page 2 of 10 OP-D1 City of Lake Forest Maintenance Agreement Appropriation Code 011-49408-1900-0119 PART 2 GENERAL PROVISIONS A. Changes If any circumstance or condition in this Agreement changes, the GOVERNMENTAL BODY must notify the DEPARTMENT in writing within seven (7) days. B. Compliance/Governing Law The terms of this Agreement shall be construed in accordance with the laws of the State of Illinois. Any obligations and services performed under this Agreement shall be performed in compliance with all applicable state and federal laws. The Parties hereby enter into this Intergovernmental Agreement pursuant to the Intergovernmental Cooperation Act, 5 ILCS 220/1 et seq. C- __Ayanabnity of Appropriation This Agreement is contingent upon and subject to the availability of funds. The DEPARTMENT, at its sole option, may terminate or suspend this Agreement, in whole or in part, without penalty or further payment being required, if (1) the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason, (2) the Governor decreases the DEPARTMENT'S funding by reserving some or all of the DEPARTMENT'S appropriation(s) pursuant to power delegated to the Governor by the Illinois General Assembly; or (3) the DEPARTMENT determines, in its sole discretion or as directed by the Office of the Governor, that a reduction is necessary or advisable based upon actual or projected budgetary considerations. GOVERNMENTAL BODY will be notified in writing of the failure of appropriation or of a reduction or decrease. D. Records Inspection The DEPARTMENT or a designated representative shall have access to the G°yERNMENTAI- BODY'S work and applicable records whenever it is in preparation or progress, and the GOVERNMENTAL BODY shall provide for such access and inspection. E. Records Preservation The GOVERNMENTAL BODY, shall maintain for a minimum of three (3) years after the completion of the Agreement, adequate books, records and supporting documents to verify the amounts, recipients and uses of all disbursements of funds passing in conjunction with the Agreement. F. Cost Category Transfer Request. For all transfers between or among appropriated and allocated cost categories, DEPARTMENT approval is required. To secure approval, the GOVERNMENTAL BODY must submit a written request to the DEPARTMENT detailing the amount of transfer, the cost categories from and to which the transfer is to be made, and rationale of the transfer. G. Subcontracting/Procurement Procedures/Employment of DEPARTMENT Personnel 1. Subcontracting Subcontracting, assignment or transfer of all or part of the interests of the GOVERNMENTAL BODY concerning any of the obligations covered by this Agreement is prohibited without prior written consent of the DEPARTMENT. 2. Procurement of Goods or Services - Federal Funds For purchases of products or services with any Federal funds that cost more than $3,000.00 but less than the simplified acquisition threshold fixed at 41 U.S.C. 134, (currently set at $100,000.00) the GOVERNMENTAL BODY shall obtain price or rate quotations from an adequate number (at least three) of qualified sources. Procurement of products or services with any Federal funds for $100,000 or more will require the GOVERNMENTAL BODY to use the Invitation for Bid process or the Request for Proposal process. In the absence of formal codified procedures of the GOVERNMENTAL BODY, the procedures of the DEPARTMENT will be used, provided that the procurement procedures conform to the provisions in Part 3(K) below. The GOVERNMENTAL BODY may only procure products or services from one source with any Federal funds if: (1) the products or services are available only from a single source; or (2) the DEPARTMENT authorizes such a procedure; or, (3) the DEPARTMENT determines competition is inadequate after solicitation from a number of sources. 3. Procurement of Goods or Services - State Funds For purchases of products or services with any State of Illinois funds that cost more than $20,000.00, ($10,000.00 for professional and artistic services) but less than the small purchase amount set by the Illinois Procurement Code Rules, currently set at $80,000.00; and $20,000.00 for professional and artistic services, (See 30 ILCS 500/20-2'0(a) and 44 III. Admin Code 6.100) the GOVERNMENTAL BODY shall obtain price or rate quotations from an adequate number (at least three) of qualified sources. Procurement of products or services with any State of Illinois funds for $80,000.00 or more for goods and services and $20,000.00 or more for professional and artistic services) will require the GOVERNMENTAL BODY to use the Invitation for Bid process or the Request for Proposal process. In the absence of formal codified procedures of the GOVERNMENTAL BODY, the procedures of the DEPARTMENT will be used. The GOVERNMENTAL BODY may only procure products or services from one source with any State of Illinois funds if: (1 ) the products or services are available only from a single source; or (2) the DEPARTMENT authorizes such a procedure; or, (3) the DEPARTMENT determines competition is inadequate after solicitation from a number of sources. The GOVERNMENTAL BODYGOVERNMENTAL BODY shall include a requirement in all contracts with third parties that the contractor or consultant will comply with the requirements of this Agreement in performing such contract, and that the contract is subject to the terms and conditions of this Agreement. 4. EMPLOYMENT OF DEPARTMENT PERSONNEL The GOVERNMENTAL BODY will not employ any person or persons currently employed by the DEPARTMENT for any work required by the terms of this Agreement. PARTS FEDERALLY FUNDED AGREEMENTS [Not applicable to this Agreement.] PART 4 SPECIFIC PROVISIONS A. Invoices Invoices submitted by the GOVERNMENTAL BODY will be for costs that have been incurred to complete the Part 5, Scope of Services. If the GOVERNMENTAL BODY'S invoices are deemed by the DEPARTMENT or auditors to not be sufficiently documented for work completed, the DEPARTMENT may require further records and supporting documents to verify the amounts, recipients and uses of all funds invoiced pursuant to this Agreement. Furthermore, if any of the deliverables in Part 5 are not satisfactorily completed, GOVERNMENTAL BODY will refund payments made under this agreement to the extent that such payments were made for any such incomplete or unsatisfactory deliverable. Any invoices/bills issued by the GOVERNMENTAL BODY to the DEPARTMENT pursuant to this Agreement shall be sent to the following address: Illinois Department of Transportation Gurnee Maintenance Facility Attn.: Roshan Morgan 3516 W. Washington Street Gurnee, IL, 60031 All invoices shall be signed by an authorized representative of the GOVERNMENTAL BODY. B. Billing and Payment All invoices for services performed and costs incurred by the GOVERNMENTAL BODY prior to July 1 st of each year must be presented to the DEPARTMENT no later than July 31st of that same year for payment under this Agreement. Notwithstanding any other provision of this Agreement, the DEPARTMENT shall not be obligated to make payment to the GOVERNMENTAL BODY on invoices presented after said date. Failure by the GOVERNMENTAL BODY to present such invoices prior to said date may require the GOVERNMENTAL BODY to seek payment of such invoices through the Illinois Court of Claims and the Illinois General Assembly No payments will be made for services performed prior to the effective date of this Agreement. The DEPARTMENT will direct all payments to the GOVERNMENTAL BODY'S remittance address listed in this Agreement. . Termination This Agreement may be terminated by either party by giving thirty (30) calendar days written notice. If the DEPARTMENT is dissatisfied with the GOVERNMENTAL BODY'S performance or believes'that there has been a substantial decrease in the GOVERNMENTAL BODY'S performance, the DEPARTMENT may give written notice that remedial action shall be taken by the GOVERNMENTAL BODY within seven (7) calendar days. If such action is not taken within the time afforded, the DEPARTMENT may terminate the Agreement by giving seven (7) calendar days written notice to the GOVERNMENTAL BODY. In either instance, the GOVERNMENTAL'BODY shall be paid for the value of all authorized and acceptable work performed prior to the date of termination, including non-cancelable obligations made prior to receipt of notice of termination and for which work will be completed within thirty (30) days of receipt of notice of termination, based upon the payment terms set forth in the Agreement. D. Location of Service Service to be performed by the GOVERNMENTAL BODY shall be performed as described in Part 5. E. Ownership of Documents/Title to Work [Not Applicable To This Agreement] F. Software [Not Applicable To This Agreement] 5_. .^_??.l^f.i^?!1.ti?l!?!!..9lause Any documents, data, records, or other information given to or prepared by the GOVERNMENTAL BODY pursuant tottiis Agreement shall not be made available to any individual or organization without prior written approval by the DEPARTMENT. All information secured by the GOVERNMENTAL BODY from the DEPARTMENT in connection with the performance of services pursuant to this Agreement shall be kept confidential unless disclosure of such information is approved in writing by the DEPARTMENT. H. Compliance with Freedom of Information Act. Upon request, GOVERNMENTAL BODY shall make available to DEPARTMENT all documents in its possession that DEPARTMENT deems necessary to comply with requests made under the Freedom of Information Act. (5 ILCS 140/7(2)). [. Reporting/Consultation The GOVERNMENTAL BODY shall consult with and keep the DEPARTMENT fully informed as to the progress of all matters covered by this Agreement. J.Travel Expenses Expenses for travel, lodging, or per diem is NOT allowed pursuant to this Agreement. K. Indemnification Unless prohibited by State law, the GOVERNMENTAL BODY agrees under this agreement to hold harmless and indemnify the DEPARTMENT, and its officials, employees, and agents, from any and all losses, expenses, damages (including loss of use), suits, demands and claims, and shall defend any suit or action, whether at Jaw or in equity, based on any alleged injury or damage of any type arising from the actions or inactions of the GOVERNMENTAL BODY and/or the GOVERNMENTAL BODY'S employees, officials, agents, contractors and subcontractors, and shall paya\l damages, judgments, costs, expenses,'and fees, inciuding attorney's fees, incurred by the DEPARTMENT and its officials, employees and agents in connection therewith. GOVERNMENTAL BODY shall defend indemnify and hold the DEPARTMENT harmless against a third-party action^suit or proceeding ("Claim") against the DEPARTMENT to the extent such Claim is based upon an allegation that a Product, as of its delivery date under this Agreement, infringes a valid United States patent or copyright or misappropriates a third party's trade secret. L. Equal Employment Practice The GOVERNMENTAL BODY must comply with the "Equal Employment Opportunity Clause" required by the Illinois Department of Human Rights. The GOVERNMENTAL BODY must include a requirement in all contracts with third parties (contractor or consultant) to comply with the requirements of this clause. The Equal Employment Opportunity Clause reads as follows: In the event that the GOVERNMENTAL BODY, its contractor or consultant fails to comply with any provisions of this Equal Employment Opportunity Clause, the Illinois Human Rights Act Rules and Regulations of the Illinois Department of Human Rights ("IDHR"), the GOVERNMENTAL BODY, its contractor or consultant may be declared ineligible for future contracts or subcontracts with the state of Illinois or any of its political subdivisions or municipal corporations, and the contract may be canceled or voided in whole or in part, and such other sanctions or penalties may be imposed or remedies invoked as provided by statute or regulation. During the performance of this contract, the GOVERNMENTAL BODY agrees as follows: 1. That it will not discriminate against any employee or applicant for employment because of race, color. religion, sex, national origin, ancestry, age, physical or mental handicap unrelated to ability, or an unfavorable discharge from military service; and further that it will examine all job classifications to determine if minority persons or women are underutilized and will take appropriate affirmative action to rectify any such underutilization; 2. That, if it hires additional employees in order to perform this contract or any portion thereof, it will determine the availability (in accordance with IDHR's Rules and Regulations) of minorities and women in the area(s) from which it may reasonably recruit and it will hire for each job classification for which employees are hired in such a way that minorities and women are not underutilized: 4. 5. 6. 3. That, in all solicitations or advertisements for employees placed by it or on its behaff, it will state that all applicants will be afforded equal opportunity without discrimination because of race, color, religion, sex, national origin or ancestry, physical or mental handicap unrelated to ability, or an unfavorable discharge from military service; That it will send to each labor organization or representative of workers with which it has or is bound by a collective bargaining or other agreement or understanding, a notice advising such labor organizations or representative of the contractor's obligations under the Illinois Human Rights Act and IDHR's Rules and Regulations. If any such labor organization or representative fails or refuses to cooperate with the contractor in its efforts to comply with such Act and Rules and Regulations, the contractor will promptly notify IDHR and the contracting agency and will recruit employees from other sources when necessary to fulfill its obligations thereunder; That it will submit reports as required by IDHR's Rules and Regulations, furnish all relevant information as may from time to time be requested by IDHR or the contracting agency, and in all respects comply with the Illinois Human Rights Act and IDHR's Rules and Regulations; That it will permit access to all relevant books, records, accounts, and work sites by personnel of the contracting agency and IDHR for purposes of investigation to ascertain compliance with the Illinois Human Rights Act and IDHR's Rules and Regulations; That it will include verbatim or by reference the provisions of this Clause in every contract and subcontract it awards under which any portion of the contract obligations are undertaken or assumed, so that such provisions will be binding upon such subcontractor. In the same manner as with other provisions of this Agreement, the GOVERNMENTAL BODY, its contractor or consultant will be liable for compliance with applicable provisions of this clause; and further it will promptly notify the contracting agency and the Department in the event any of its contractor or subcontractor fails or refuses to comply therewith. In addition, the GOVERNMENTAL BODY will not utilize any contractor or subcontractor declared by the Illinois Human Rights Commission to be ineligible for contracts or subcontracts with the state of Illinois or any of its political subdivisions or municipal corporations; The GOVERNMENTAL BODY must have written sexual harassment policies that include, at a minimum, the following information: (i) the illegality of sexual harassment; (ii) the definition of sexual harassment, under State law; (iii) a description of sexual harassment, utilizing examples; (iv) the Grantee's internal complaint process including penalties; (v) the legal recourse, investigative, and complaint process available through the Department of Human Rights and the Human Rights Commission;(vi) directions on how to contact the Department and Commission; and (vii) protection against retaliation as provided by Section 6-101 of the Illinois Human Rights Act. A copy of the policies must be provided to the DEPARTMENT upon request; and In addition, the GOVERNMENTAL BODY is subject to the Illinois Human Rights Act, 775 ILCS 5/1-101 etseq. which prohibits discrimination in connection with the availability of public accommodations. M. Tax Identification Number GOVERNMENTAL BODY certifies that: 8. 1 The number shown on this form is a correct taxpayer identification number (or it is waiting for a number to be issued.), and It is not subject to backup withholding because: (a) it is exempt from backup withholding, or (b) has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified the GOVERNMENTAL BODY that it is no longer subject to backup withholding, and It is a U.S. entity (including a U.S. resident alien). NAME OF GOVERNMENTAL BODY: City of Lake Forest Taxpayer Identification Number: E9995-7671-07 Legal Status (check one): D Tax-exempt Other Government N. International Boycott The GOVERNMENTAL BODY certifies that neither GOVERNMENTAL BODY nor any substantially owned affiliate is participating or shall participate in an international boycott in violation of the U.S. Export Administration Act of 1 979 or the applicable regulations of the U.S. Department of Commerce. This applies to contracts that exceed $10,000 (30 ILCS 582). 0. Forced Labor The GOVERNMENTAL BODY certifies it complies with the State Prohibition of Goods from Forced Labor Act, and certifies that no foreign-made equipment, materials, or supplies furnished to the DEPARTMENT under this Agreement have been or will be produced in whole or in part by forced labor, or indentured labor under penal sanction (30 ILCS 583). PART5 SCOPE OF SERVICE/RESPONSIBILITIES To compensate the GOVERNMENTAL BODY for routine snow and ice control work it performs on Illinois highways that are designated as "State routes' within the GOVERNMENTAL BODY'S boundary, which the GOVERNMENTAL ?9?XJ?.a.l?£ree?to maintain Per Computation Sheet - Municipal Maintenance (Attachment A) of this AGREEMENT. Snow and Ice control is described in the DEPARTMENT'S District 1 Snow and Ice Control Manual (most recent edition). This maintenance location listing may be modified as appropriate and mutually agreed to by both parties. Such modification shall be reduced to writing and must be approved by the Regional Engineer or his or her designee on behalf of IDOT and by Michael Thomas, Director of Public Works for the City of Lake Forest, on behalf of the Governmental Body. It is understood these modifications may result in a modification to the total payments under this agreement. However, the parties hereby agree that a forma] amendment to the agreement is not necessary to modify the ocations, nor is a formal amendment necessary to modify a change in cost associated with the change in locations, provided the change in amount of total payments is less than 10%. In the event that sn°wa"dice control costs for the winter of 2020-2021 exceed the value of this agreement prior to April 30,2021, the DEPARTMENT and the GOVERNMENTAL BODY will meet and negotiate for further compensation based on the previous 5 year average snow and ice control cost per lane mile. PART 6 COMPENSATION FOR SERVICES Funding State Funds (Appropriation Code: 011-49408-1900-0119) $93,131.36 Subtotal $93,131.36 Local Match Provided Through the GOVERNMENTAL BODY $0 GRAND TOTAL $93,131.36 100% 0% TERMS AND CONDITIONS 1. Upon execution ofjhe agreement, the GOVERNMENTAL BODY will receive a payment equal to 50% of the agreement^value.Jhe DEPARTMENT will compensate the GOVERNMENTAL BODY, subject to Part 4A of this AGREEMENT, and according to the attached Computation Sheet - Municipal Mainten'ance" (Attachment A); and 2. The DEPARTMENT will pay the GOVERNMENTAL BODY in two invoice vouchers each equal to 25% of the agreement value on or about January 31,2021 and April 30, 2021, subject to the DEPARTMENT'S inspection for satisfactory operation and maintenance of covered streets. PART? CERTIFICATION REGARDING LOBBYING (49 CFR PART 20) [NOT APPLICABLE TO THIS AGREEMENT] PARTS AGREEMENT AWARD NOTIFICATION REQUIRED FOR ALL PROJECTS Does this project receive Federal funds? Q Yes S No Amount of Federal funds: None Federal Project Number: N/A Name of Project: Snow and Ice Removal CFDA Number*, Federal Agency, Program Title: N/A Tor CFDA (Catalog of Federal Domestic Assistance) Number, refer to original Federal Award/Grant Agreement. REMAINDER OF THIS PAGE IS EMTEMTIOWALLY BLANK STATE OF ILLINOISDEPARTMENT OF TRANSPORTATIONCOMPUTATION SHEET - MUNICIPAL MAINTENANCEFonhe Period beginning November 1 , 2020, ending April 30, 2021Page 1 of 3District No. 1City of Lake Forest'LINENO. ROUTE SECTION]INTERSECTING STREETSSTREET NAMEFROMIllinois Route 60 1000 LfW, ofField Dr.2 Illinois Route 60 738 LfE. ofField Dr.3 Illinois Route 60 586 LfE. ofFieIdCt.4 Ft Median Illinois Route 60 586 LfE. of Field Ct.5 Illinois Route 60 845 LfE. of Academy Rd.6 Illinois Route 60 138 LfE. of N. Branch of Chicago river7 Pl Median Illinciis Route 60 138 LfE.ofN. Branch of Chicago river8 Illinois Route 43 11.22t) Illinois Route 43 1060 LfN. ofll.2210 Illinois Route43 3212 LfS. ofOldMiI! Rd.'[ Illinois Route 43 640 LfS. ofEverett Rd.12 Pt Median Illinois Route 43 640 LfS. ofEverelt Rd.13 Illinois Route 43 320 LfS. olTverett Rd.14 Illinois Route43 140 LfN. ofConwayRd.15 pt Median Illinois Route 43 140 LfN. ofC'onwayRd.TOBUILT NO.BY WIDTH LANES738 Lf2. of Field a. sTW5S -S3?'586LfE.ofFieidCt. S 2@24' 4.00845 LfE. of Academy Rd. S 2 @ 24' 4.00845 Lf E. of Acade:ny Rd. ] 2' V138 LfE. ofN. Branch of Chicago Rvr S 48' 4.00Us 41 S 2(^24' 4.00US 41 12-V1060LfN.ofI1.22 S 2 @ 24' 4.003212LfS.of01dMilIRd. S 48' 4.00640LfS.ofEvere:tRd. S 48' 4.00320LfS.ofEvereitRcl. S 2 (cv. 24' 4.00320 LfS. ofEverett Rd. 12 VHOLfN.ofConwayRd. S 48' 4.00457LfN.ofCoiiwayRd. S 2 (a 24' 4.00457 LfN. ofConwayRd. 12' v.PORTIONS UNDER AGREEMENTLOCATIONAdj to MedianAdj to MedianAdj to MedianFull RoadwayAdj to MedianAdj to MedianFull RoadwayFull RoadwayAdj to MedianFull RoadwayAdj to MedianLENGTH LANE ADT/IN FEET MILES LANESOURCE1,7371,4071,4511,4516784,7794,7791,0607276,600,3213211,79331731''1.97 3,933.001.07 5,900.001.10 5,900.000.27 Pt Median0.51 5.900.003.62 5,2)7.000.91 Pl Median0.80 3.325.000.55 3,525.005.00 3,525,000.24 3,525.000.06 Ft Mediaii1.36 4,300.000.24 4,300.000.06 Pt MedianS-17S-17S-17S-I7S-17S-17S-17S-I7S-17S-17S-17S-I7S-17S-I7S-17RATE/LN. MI.547.00618.00618.00165.00618.00604.00165.00526.00526.00526.00536.00165.00565.00S65.00165.00MAINT. ALLOWANCEADJ. ROUTE SUB._FACTOR TOTALS TOTALS6.676.676.676.676.676.676.676.676.676.676.676.676.676.676.67PAGE TOTALS27,738 17.76 ILFNENO.1617[S19202122232425262728ROUTE SECTION STREET NAMEIllinois Route 43Illinois Route 43Pt Median Illinois Route 43Illinois Route 43Illinois Route 43Pt Median Illinois Route 43Illinois Route 43Illinois Route 43Ft Median Illinois Roiite 43Illinois Route 43Illinois Route 43Illinois Route 43Illinois Route 43STATE OF ILLINOISDEPARTMENT OF TRANSPORTATIONCOMPUTATION SHEET - MUNICIPAL MAINTENANCEFor the Period beginning November 1, 2020, ending April 30, 2021Page 2 of 3District No. ICity of Lake ForestINTERSECTING STREETSFROMTO457LfN.ot'ConwayRd.300 LfS. ofPinecroft Ln.300LfS,ofPinecroflLn.170LfN.ofPinecroftLn.226 LfN. of Deer Path Rd.226 LfN. of Deer Path Rd.24LfS.orN.clifTeWay865 LfS. ofN. W.moreland Rd.865 LfS. ofN. W.moreland Rd.246 LfS. ofN. W.inoreland Rd.267 LfN. ofN. W.mordand Rd.788LfS.ofW;nwoodDr.OT-eary LnBUILTBY WIDTKNO.LANES300LfS.ofPinecroftLn. S 48' AM170LfN.ofPinecroftLn. S 2 @ 24' 4.00170 UN. ofPinecroft Ln. 12' V226 LfN. of Deer Path Rd. S 48' 4.0024 LfS. ofN.cliffe Way S 2 @ 24' 4.0024 LfS. ofN.diffe Way 12' V865LfS.ofN.W.morelandRd. S 48' 4.00246LfS.ofN.W.raordEuidR<i. S 2 ® 24' 4.00246 LfS, ofN. W-moreland Rd. 12' V267LfN.ofN.W.moielandRd. S 48' 4.00788 LfS. ofWinwood Dr. S 3 (tf 24' 4.00O'Leaiy Ln S 2 (a' 24' 4.00143 LfN. ot'Albrecht Dr. S 2 ^ 24' 4.00PORTIONS UNDER AGREEMENT"LOCATIONFill] RoadwayAdj to MedianFull RoadwayAdj to MedianFull RoadwayAdj to MedianFull RoadwayAdj to MedianFull RoadwayAdj to MedianLENGTH LANE ADT/_IN FEET MILES LANE4,1974704703.1304344342,9006656655173923,961t,6B53.18 4,300.000.36 4.300.000.09 Ft Median2.37 5,375.000.33 4,700.000.08 Pt Median2.20 4,700.000,50 4,700.000.13 Pt Median0.39 4,700.000.30 4,700.003.00 4,700,001.28 4,700.00SOURCES-17S-17S-17S-17S-17S-17S-17S-17S.17S-17S-17S-17S-17565.00165.00608.00585.00165.00585.00585.00165.00585.00585.00585.00585.00MAINT. ALLOWANCERATE/ ADJ. ROUTESUB~LN. MI. FACTOR TOTALS TOTALS565.006.676.676.676.676.676.676.676.676.676.676.676.676.67PAGE TOTALS19,920 14.21 STATE OF ILLINOISDEPARTMENT OF TRANSPORTATIONCOMPUTATION SHEET. MUNICIPAL MAINTENANCEFor the Period beginning November 1,2020, ending April 30,2021Page 3 of 3District No. 1City of Lake ForestINTERSECTING STREETSLMENO. ROUTE SECTION STREET NAMEPORTIONS UNDER AGREEMENTFROMTOBUILTBY WIDTHNO.LANESMAINT. ALLOWANCELOCATIONLENGTH LANEiN FEET MILESADT/LANESOURCERATE/LN. MI.ADJ.FACTORROUTETOTALSSUB-TOTALPt Median Illinois Route 43Illinois Route 43Illinois Route 43Pt Median Illinois Route 43Illinois Route 43O'LeaiyLn143 LfN. ofAlbrecht Dr.386 LfS. ofCanriage Park Ln.386 LfS. ofCarmage Park Ln.153 LfN. OfKnolIwood Rd.143LfN.ofAlbrechtDr.386 LfS. ofCamriage Park Ln.153 LfN. OfKnollwood Rd.153 LfN. OfKnollwood Rd.IL.17612' VS 48' 4.00S 2 (O! 24' 4.0012' VS 48' 4.001,685 0.32 Ft Median S-17 165.00 6.67Full Roadway 679 0.51 4,700.00 S-17 5S5.00 6.67Adj to Median 996 0.75 4,700.00 S-17 SS5.00 6.67996 0.19 PtMedian S-I7 165.00 6.67Full Roadway 268 0.20 4,700.00 8-17 585.00 6.67PAGETOTALS 0 1.97TOTAL LANE MILES 52.282 33.94Lane Miles Rate/ LM Grand TotalTOTALS 33.94 $2,744/LM S93.131.36 ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL ILLINOIS TRANSPORTATION ENHANCEMENT PROGRAM (“ITEP”) PROJECT RESOLUTIONS FOR CITY PROJECT GRANT APPLICATIONS CITY PROJECT GRANT APPLICATIONSITEP PROJECT RESOLUTIONS •Illinois Transportation Enhancement Program (ITEP) •Administered and managed by IDOT •Source of funding for streetscape, walking, biking, and other pedestrian projects •Funding cycle every two years •80% State & Federal Funds / 20% Local Fund match •$105 million available in funding for current cycle; 25% of total to be directed to high need communities •City submitting three applications for this year’s cycle (applications due at the end of October) •Not final costs; cost estimates will continue to be refined •IDOT requires City Council approved Resolutions for each individual project •Staff recommends PW Committee approval to the City Council for the ITEP Project Resolutions (grant applications) •If approved by PW Committee, item will appear on the October 19th City Council meeting agenda Project State / Federal Match Local Match TOTAL Deerpath Streetscape Improvement Project $2,000,000 $500,000 $2,500,000 Rte. 60 Bike Path $200,000 $50,000 $250,000 Illinois & Woodland Bike Path Bridges $720,000 $180,000 $900,000 RESOLUTION NO. ____ WHEREAS, The City of Lake Forest, hereinafter referred to as CITY, located in the County of Lake, State of Illinois, desires to construct a Streetscape Improvement Project within the City’s Central Business District on Deerpath Road between Oakwood Avenue on the east to the Metra right-of way just east of Western Avenue on the west, to enhance pedestrian travel along the corridor; WHEREAS, an Illinois Transportation Enhancement Program (ITEP) Grant will fund 80% of the design, and construction for the project with 20% to be paid for with local funds; WHEREAS, the CITY does hereby commit funds in the amount of $500,000 to cover its share of the design, and construction expenses; NOW, THEREFORE, be it resolved by the CITY: FIRST: The findings made in the prefatory portion of this Resolution are herby adopted. SECOND: The City does hereby commit the approximate amount of $500,000 plus any additional amounts as may be required for the CITY’s share of the project costs. ADOPTED this 19th day of October, 2020 pursuant to a roll call vote as follows: AYES: NAYS: ABSENT: APPROVED by me this 19th day of October, 2020 _______________________________ Mayor ATTEST: ________________________________ City Clerk RESOLUTION NO. ____ WHEREAS, The City of Lake Forest, hereinafter referred to as CITY, located in the County of Lake, State of Illinois, desires to construct a multi-use path along the north side of Illinois Route 60 from the existing sidewalk located at the Field Drive entrance to Conway Business Park entrance to Academy Drive, to enhance pedestrian travel along the corridor; WHEREAS, an Illinois Transportation Enhancement Program (ITEP) Grant will fund 80% of the design and construction for the project with 20% to be paid for with local funds; WHEREAS, the CITY does hereby commit funds in the amount of $50,000 to cover its share of the design and construction expenses; NOW, THEREFORE, be it resolved by the CITY: FIRST: The findings made in the prefatory portion of this Resolution are herby adopted. SECOND: The City does hereby commit the approximate amount of $50,000 plus any additional amounts as may be required for the CITY’s share of the project costs. ADOPTED this 19th day of October, 2020 pursuant to a roll call vote as follows: AYES: NAYS: ABSENT: APPROVED by me this 19th day of October, 2020. _______________________________ Mayor ATTEST: ________________________________ City Clerk RESOLUTION NO. ____ WHEREAS, The City of Lake Forest, hereinafter referred to as CITY, located in the County of Lake, State of Illinois, desires to replace bike path pedestrian bridges on the Robert McClory Bike Path in downtown Lake Forest along the west side of McKinley Road. One bridge spans Illinois Road to the south and the other spans Woodland Road to the north, to enhance pedestrian travel along the corridor; WHEREAS, an Illinois Transportation Enhancement Program (ITEP) Grant will fund 80% of the preliminary engineering, design, and construction for the project with 20% to be paid for with local funds; WHEREAS, the CITY does hereby commit funds in the amount of $180,000 to cover its share of the preliminary engineering, design, and construction expenses; NOW, THEREFORE, be it resolved by the CITY: FIRST: The findings made in the prefatory portion of this Resolution are herby adopted. SECOND: The City does hereby commit the approximate amount of $180,000 plus any additional amounts as may be required for the CITY’s share of the project costs. ADOPTED this 19th day of October, 2020 pursuant to a roll call vote as follows: AYES: NAYS: ABSENT: APPROVED by me this 19th day of October, 2020. _______________________________ Mayor ATTEST: ________________________________ City Clerk ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE SENIOR CENTER HVAC PROJECT BID SENIOR CENTER HVAC PROJECT BID •FY 21 Project Budget -$174,000 •Replacement of two inline duct furnaces with a hot water heat system located at the Senior Center •Includes two boilers, circulation pumps, and heating coils •Current system is 20 years old and is prone to maintenance issues, mostly from cracked heat exchangers •Not designed to control the heating to specific areas of the building causing an imbalance in temperature control •New system design will ensure the building will never be without heat and new building automation control system for greater efficiency and temperature control •Public bid process: •Staff recommends PW Committee approval to the City Council award of bid to Cyril Regan Heating, Inc. for the Senior Center HVAC Replacement Project in the Amount of $155,380.00 with a 10% or $15,538 Contingency for a total of $170,918 Company Name Dollar Amount Bid Cyril Regan Heating, Inc.$155,380 Oak Brook Mechanical $187,265 Amber Mechanical $228,000 Award of Proposal to Cyril Regan Heating, Inc. for the Senior Center HVAC Replacement Project in the Amount of $155,380.00 with a 10% or $15,538 Contingency STAFF CONTACT: Dan Martin, Superintendent of Public Works (847-810-3561) PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff request City Council approval to award a proposal to replace the two inline duct furnaces with a hot water heat system, including two boilers, circulation pumps, and heating coils located at the Senior Center Building to Cyril Regan Heating Inc. BACKGROUND/DISCUSSION: In May of 2020, staff enlisted the services of WT Group Engineering to evaluate and redesign the twenty year old heating system at the Senior Center. The current heating system consists of two inline duct furnaces, which have been prone to maintenance issues, mostly from cracked heat exchangers. In addition, the HVAC system was not designed to control the heating to specific areas of the building causing an imbalance in temperature control. The newly designed heating system will consist of two boilers, two circulation pumps, one main heating and cooling coil in the air handler unit and six smaller hot water coils in each of the separate supply ductwork zones. The system was designed with two boilers for redundancy, thus insuring the building will never be without heat. Also, the project includes providing a new building automation control system for greater efficiency and temperature control for the six zones. PROJECT REVIEW/RECOMMENDATIONS: Reviewed Date Comments Public Works Committee 9/23/2020 Reviewed and Recommended Approval BUDGET/FISCAL IMPACT: The project followed the public proposal process and was advertised in the paper on August 14, 2020. Invitations were also sent to HVAC contractors that have done favorable work on past projects. A mandatory pre- proposal meeting was held on August 21, 2020. Six contractors attended the pre- proposal meeting and three submitted proposals. Has City staff obtained competitive pricing for proposed goods/services? Yes On September 4, 2020, staff received the following proposals to replace the boilers and circulation pumps: Company Name Dollar Amount Bid Cyril Regan Heating, Inc. $155,380.00 Oak Brook Mechanical $187,265.00 Amber Mechanical $228,000.00 2 Upon review of the submitted proposals and references, staff and the consulting engineer, WT Group Engineering recommends proceeding with the lowest responsible proposal received by Cyril Regan Heating, Inc. Cyril Regan Heating, Inc. has done comparable HVAC projects for Lake Bluff Middle School, Moraine Valley Community College and Wentworth Garden Apartments. Below is an estimated summary of project budget: FY2021 Capital Funding Source Amount Budgeted Amount Requested Budgeted? Y/N 311-1503-467-67-76 $174,000.00 $170,918.00 Y COUNCIL ACTION: Award of Proposal to Cyril Regan Heating, Inc. for the Senior Center HVAC Replacement Project in the Amount of $155,380.00 with a 10% or $15,538 Contingency ACTION ITEM: REVIEW AND RECOMMEND APPROVAL TO CITY COUNCIL THE FIRE SPRINKLER INSPECTION AND MAINTENANCE SERVICES CONTRACT PROPOSAL FIRE SPRINKLER INSPECTION AND MAINTENANCE SERVICES CONTRACT •Building Maintenance Section managed contract for certified / specialized inspections of 16 City building fire sprinkler systems •City is required to have licensed vendor to inspect, test and repair all fire sprinkler systems annually •Must meet all standards outlined in the National Fire Prevention Agency Code (NFPA 25) which is part of the City’s Building Code •Public proposal process: •Contract is funded through multiple Building Maintenance Section Operating Building Accounts •Staff recommends PW Committee approval to the City Council award of contract to A & A Sprinkler Company, Inc. for a Three-Year Fire Sprinkler Inspection & Maintenance Agreement in the amount of $43,133.28 Company FY2021 FY2022 FY2023 Total A & A Sprinkler Company, Inc.$14,094.00 $14,375.88 $14,663.40 $43,133.28 Automatic Fire Systems, Inc.$17,616.00 $17,968.32 $18,327.69 $53,912.01 F.E. Moran Fire Protection $28,930.00 $29,508.60 $30,098.77 $88,537.37 Cintas Fire Protection $41,972.00 $42,811.44 $43,667.69 $128,451.13 Award of Proposal to A & A Sprinkler Company, Inc. for a Three-Year Fire Sprinkler Inspection & Maintenance Agreement in the amount of $43,133.28 STAFF CONTACT: Dan Martin, Superintendent of Public Works (810-3561) PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff are requesting City Council approval to award a proposal for Fire Sprinkler Inspection & Maintenance agreement to A & A Sprinkler Company, Inc. PROJECT REVIEW/RECOMMENDATIONS: Milestone Date Comments Public Works Committee 9/23/2020 Reviewed and Recommended Approval BACKGROUND/DISCUSSION: An important role provided by the Building Maintenance Section is to hire and oversee contractors that are certified or licensed to perform specialized inspections, testing or maintenance to various facility operating components mandated by Federal, State or local codes. These systems include, but are not limited to elevators, lifts, overhead cranes, backflow preventers, boilers, fire alarms and fire sprinkler systems. The City currently has sixteen buildings that have fire sprinkler systems that require a qualified third party contractor to inspect, test and repair annually. The project specifications required all interested parties submitting proposals to meet all standards outlined in the National Fire Prevention Agency Code (NFPA 25) which is part of the City’s Building Code. BUDGET/FISCAL IMPACT: The Fire Sprinkler Inspection & Maintenance Request for Proposals (RFP) followed the public process. The City of Lake Forest advertised the RFP in the newspaper and contacted multiple companies to notify them of the RFP. The City received four responses which were evaluated by staff. A & A Sprinkler Company, Inc. was determined to be the lowest qualified bidder. A & A Sprinkler has performed Fire Sprinkler testing in The City of Lake Forest for the past fifteen years. Has competitive pricing been obtained for proposed goods/services? Yes On August 25, 2020, staff received the following proposals for this contract: Company FY2021 FY2022 FY2023 Total A & A Sprinkler Company, Inc. $14,094.00 $14,375.88 $14,663.40 $43,133.28 Automatic Fire Systems, Inc. $17,616.00 $17,968.32 $18,327.69 $53,912.01 F.E. Moran Fire Protection $28,930.00 $29,508.60 $30,098.77 $88,537.37 Cintas Fire Protection $41,972.00 $42,811.44 $43,667.69 $128,451.13 Fire Sprinkler Inspection/ Maintenance Contract: FY2021 -2023 Funding Source Amount Budgeted Amount Requested Budgeted Y / N Operating Budget Multiple Accounts $43,133.28 Y COUNCIL ACTION: Award of Proposal to A & A Sprinkler Company, Inc. for a Three-Year Fire Sprinkler Inspection & Maintenance Agreement in the amount of $43,133.28 PUBLIC COMMENT NEXT MEETING OCTOBER 21 (if needed) ADJOURNMENT