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CITY COUNCIL 9-4-01 agendaTHE CITY OF LAKE FOREST COUNCIL AGENDA September 4, 2001 CALL TO ORDER AND ROLL CALL Honorable Howard J Kerr, Mayor Samuel J. Henry, Alderman First Ward Roger J. Mohr, Alderman Third Ward Robert T. E. Lansing, Alderman First Ward Timm Reynolds, Alderman Third Ward Michael J. Burns, Alderman Second Ward James J. Cowhey, Jr., Alderman Fourth Ward S. Michael Rummel, Alderman Second Ward Kimberly G. Moss, Alderman Fourth Ward REPORTS OF CITY OFFICERS 1. Comments by Mayor A. Resolution Approving the Establishment of a 401(a) Plan through ICMA Retirement Corporation On June 21, 2001 the City Council unanimously approved the City Manager’s employment agreement. One component of the Agreement was participation in a 401(a) Plan through ICMA Retirement Corporation. Attached beginning on page 10 is a resolution adopting a 401(a) plan and ICMA Retirement Corporation as the plan administrator. The proposed resolution has been reviewed and approved by the City Attorney. Recommended Action: Approve Resolution Establishing a 401(a) Plan through ICMA Retirement Corporation. 2. Comments by City Manager 3. Comments by Council Members A. Compensation, Personnel and Administration (CPA) Committee Report PRESENTED BY MAYOR HOWARD KERR Resolution Adopting the IMRF Early Retirement Incentive Program Since 1997 the Illinois Municipal Retirement Fund (IMRF), the pension fund for all City employees except sworn fire and police, has offered an early retirement incentive program. Under the program, employees who are at least 50 years old and have a minimum of 20 years of service are eligible to buy up to 5 years of service and/or 5 years of age for their pensions. Individual municipalities must adopt the program, and eligible employees have 12 months after the adoption to retire. The program cannot be offered again by that municipality until the debt incurred from such an offering has been repaid. A number of neighboring communities and school districts have already taken advantage of the program, including the City of Highland Park and School District 115. School District 67 is covered under the City’s IMRF program and is included in our numbers. District 67 has been contacted and is aware of our interest in adopting this program. The City was used as a beta group when the program was initially adopted by the Legislature in 1997. The results were that the City would not save money by offering the program, but would break even. The numbers have been run periodically through the years with the same results. About 10 months ago, we had IMRF run the numbers again, effective 12/31/2001, and found that there was a potential cost saving to the City. We then held meetings with eligible employees to educate them on the program and determine their level of interest in participating in the program. There are 16 City employees who have expressed an interest in taking advantage of the program at this time. When the revised numbers were run, there was still a cost saving to the City, probably due to the mix of positions eligible to participate, from line employees to middle managers to department heads. This program offers a tremendous opportunity to both the employees and the City. The employees are able to add years to their pension by buying additional years of service and retiring at an earlier age, perhaps moving on to another full- or part-time career. The one stipulation is that they are not allowed to work for any agency offering IMRF pensions, either on a part-time or contractual basis. While the City will be paying a portion of the years of service bought by the employees, there can be cost savings realized in the early years by bringing in new employees at lower salaries. Importantly, this gives us the opportunity to take a hard look at our positions that will be opening up. It has long been a City policy to review each position that becomes open to see if it is still a necessary position, if it needs to be eliminated or revamped and what types of skills we need to look for in applicants. Because the group of interested employees includes several department heads, we are presented with a unique opportunity to take a hard look at the overall structure of our departments. A copy of the proposed resolution is attached beginning on page 11. Recommended Action: Approve Resolution approving the IMRF Early Retirement Incentive Program effective December 31, 2001. OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL CONSENT AGENDA 1. Approval of Minutes from the August 6, 2001 Meeting 2. Approval of a Community Event in Market Square A resolution establishing a special events policy in Lake Forest was approved by the City Council at its March 15, 2001 meeting. The new policy requires that groups desiring to hold community events in Market Square must first obtain City Council approval. A request has been received as noted below: Sponsor Event Date Lake Forest Sportscars, Ltd. Ferrari Concours Sunday, October 7, 2001 Expenses incurred by the City for this event, which include the delivery of barricades and litter barrels, will be reimbursed by the event sponsor. This event was successfully held two times previously in the mid 1990’s. The sponsor will also provide the necessary Certificate of Insurance. Attached as page 18 is a copy of the letter from Lake Forest Sportscars, Ltd. requesting use of Market Square for this event. Recommended Action: Approval of the Consent Agenda items as presented. NEW BUSINESS 1. Recommendation of Membrane Manufacturer & Award of Agreement for Design Services for the City’s Water Treatment Plant Rehabilitation Project PRESENTED BY THE SUPERINTENDENT OF PUBLIC WORKS MICHAEL THOMAS (615-4265) I. Recommendation of Membrane Filtration Supplier At the April 19th, 2001 City Council meeting, staff and Carollo Engineers presented the recommendations of the Ad-Hoc Oversight Committee, noting the Committee’s support for membrane filtration. Various questions were raised to include whether or not the IEPA has accepted this new technology. At the May 17th, 2001 City Council meeting, a memorandum was presented from the IEPA noting that membrane filtration is an acceptable means for treating surface water. Based on this information along with recommendations from the Ad-Hoc Committee, City staff, and Carollo Engineers, City Council agreed to support membrane filtration for the water plant rehabilitation project. Please see an attached graph noting the number of membrane installations since 1995 and a graph showing how the costs of these membrane systems have decreased over time. Prior to the May 17th City Council meeting, the Ad-Hoc Oversight Committee met on May 7th and selected three membranes to pilot test: Hydranautics, Zenon, and AquaSource each provided a membrane pilot skid during the month of June. On July 6th, 2001 the Ad-Hoc Oversight Committee and two Alderman who were present, received presentations from each of the three membrane manufacturers. Product qualifications, company financials, and estimated costs of the membranes were presented. The following is a list of the July 6th estimated costs: Membrane Estimated Cost Zenon $3,630,000 AquaSource $3,798,500 Hydranautics $6,385,000 Based upon each company’s presentation and their estimated cost, the Committee decided to continue pilot testing AquaSource & Zenon. Letters were sent to both firms requesting a final price for the system, a detailed scope of supply, and a proposed contract for future membrane replacement; all items were submitted on July 30th. On August 7th, 2001 the Ad-Hoc Committee reconvened and reviewed each firm’s final proposal. The final costs are as follows: Membrane Final Cost AquaSource $3,435,322 Zenon $3,840,000 Based on a better quality membrane, final costs, membrane experience within the U.S., product support, and a review of the parent company’s financial documents, the Ad-Hoc Oversight Committee, City staff, and Carollo Engineers recommend City Council endorse AquaSource as the membrane supplier for the water plant’s rehabilitation project. Included in this packet is a listing of those municipalities and water districts that are currently utilizing the AquaSource membranes. Additionally a document noting staff’s reasons for recommending the AquaSource membrane is also included. II. Design Services *Please note that a copy of Carollo Engineer’s proposal detailing the following three items is included in this packet. A. Alternative Analysis / Membrane Filtration Conceptual Design Since January 19th, 2001, the Ad-Hoc Oversight Committee has been investigating the use of membrane filtration. Both Carollo Engineers and Dillingham Construction have provided various cost analysis and developed a RFP sent to each of the current six membrane manufacturers. Information received from the RFP process was tabulated and summarized for the Ad-Hoc Oversight Committee. For consideration at this evening’s meeting is an invoice in the amount of $97,971 for professional services rendered by Carollo for 10% design of the membrane filtration system. This invoice was reviewed and approved by the Ad-Hoc Oversight Committee at their August 7th meeting. (An invoice has been received from Dillingham Construction in the amount of $169,000 for their related services. Once the invoice and services received have been completely vetted by both City staff and the Committee, a recommendation will be presented at a future City Council meeting.) Specific tasks completed during this period included: Carollo Engineers reviewed construction cost estimates of the base project to investigate ways to reduce this project’s construction estimate. Met with the IEPA to research permitting procedures for the design and construction of a membrane filtration plant. Carollo Engineers developed and solicited a RFP from several membrane suppliers. Results from the RFP process were reviewed and summarized by Carollo Engineers. Carollo Engineers developed a conceptual level design of a membrane filtration plant. This was done to assist Dillingham Construction in developing their cost estimates. Carollo Engineers updated the membrane filtration section in the August, 1997 Pre-Design Report. The update provided the basis for the City to consider membrane filtration as an alternative to the base design. Prepare for and attend four Ad-Hoc Committee meetings. Prepare and present a PowerPoint presentation at a Public Informational and City Council meetings. The Ad-Hoc Oversight Committee and City staff recommend that The City of Lake Forest pay Carollo Engineers for the services provided as noted above in the amount of $97,971. B. Pilot Testing Services At its May 7th meeting when it selected a membrane manufacturer, the Ad Hoc committee requested a proposal from Carollo to monitor their testing program. The proposed services would include supervising the pilot testing program and submitting all data, reports, and design criteria, to the IEPA for review and approval. More specifically this task includes developing and submitting the protocol for pilot testing to the IEPA for approval (completed), assisting the City in analyzing submittals from the various membrane suppliers (completed), and monitoring the pilot for an approximate fifty week period (underway). Finally progress meeting with plant staff and the IEPA will occur to review pilot test results and discuss any needed changes in operating procedures. The Ad-Hoc Oversight Committee and City staff recommends that The City of Lake Forest enter into an agreement with Carollo Engineers to oversee the membrane pilot tests in an amount not to exceed $48,600. C. Preparation of Plans & Specifications Between 12/17/97 through 10/23/00, $762,080 was paid to Carollo Engineers for the design of what has been termed, “The Base Project”. In 2000, Dillingham Construction was brought on to provide a construction cost estimate for this project. Once the Ad-Hoc Committee recognized that the construction estimate for the base project were similar to those for a membrane filtration plant, the decision was made to focus all efforts on state-of-the-art technology versus the 50-year old sand filtration system. Although a significant portion of the design the for the base project cannot be utilized, items such as equipment specifications (pumps, generators, etc), the civil engineering base sheets, and Carollo’s thorough knowledge of the plant’s inter-workings are all beneficial for this new design. A detailed listing of the man-hours required for this new design may be found in the attached chart entitled, “WTP Membrane Filtration Project – Estimated Engineering Cost Analysis”. Design documents will be developed for award of a single contract under the conventional “design / bid / build” method. Specifically design will focus on modifying the following facilities: Raw water pumping station modifications Membrane filtration facility Existing finished water reservoir modification and membrane backwash pumping system Finished water pumping station modifications Membrane washwater facilities In comparing engineering fees with other City capital improvement projects, a range between 5%-10% of the total project cost has been common; the design fee for this project is 6.2%. For clarification purposes, a line graph is attached entitled, “Design Fee vs. Construction Cost” which shows how the fee from Carollo Engineers compares to that of recent water plant improvement projects. From a percentage standpoint, the proposed fee falls under those fees assessed in the Kenosha, Appleton, JAWA, and the City’s 1983 plant improvement projects. The Ad-Hoc Oversight Committee and City staff recommends that The City of Lake Forest enter into an agreement with Carollo Engineers to provide 100% design documents in an amount not to exceed $891,000. Finally attached for your review is a proposed design and construction schedule for the water plant rehabilitation project. Recommended Actions: 1. The Ad-Hoc Oversight Committee and City staff recommend that The City of Lake Forest pay Carollo Engineers for the services provided as noted above in the amount of $97,971. 2. The Ad-Hoc Oversight Committee and City staff recommends that The City of Lake Forest enter into an agreement with Carollo Engineers to oversee the membrane pilot tests in an amount not to exceed $48,600. 3. The Ad-Hoc Oversight Committee, City staff, and Carollo Engineers recommend City Council endorse AquaSource as the membrane supplier for the water plant’s rehabilitation project. See attached document noting staff’s reasons for recommending the AquaSource membrane. 4. The Ad-Hoc Oversight Committee and City staff recommends that The City of Lake Forest enter into an agreement with Carollo Engineers to provide 100% design documents in an amount not to exceed $891,000. 2. Award of Contract for Restoration of Barrell Memorial Gateway at Lake Forest Cemetery PRESENTED BY DEPUTY DIRECTOR OF PUBLIC WORKS KEN LEONE (615-4300) The gateway at the entrance to Lake Forest Cemetery was constructed in 1919 in memory of the son of the Finley Barrell's, John, who drowned accidentally in the Illinois River. As a lasting memorial to their son and a gift to The City of Lake Forest, Grace Barrell commissioned Chicago architect James Roy Allen to design the stone structure. Allen selected the gothic revival style in order to provide a spiritual character to the portal; the pale gray stone archway is made of striated limestone, set in an ashlar pattern. The date and initials of the donor can be found in plaques on the stone. The young Oak tree above the portal appears to have been cut off, possibly symbolizing the early death of John Barrell. The renowned artist, blacksmith Samuel Yellin of Philadelphia, Pennsylvania, created the intricate wrought iron gates within the arch. He was one of the most prominent metal craftsmen in America. Three images are depicted on the gates – the Angel of Truth, the Angel of Light and St. Peter, whose figure serves as the doorknocker. The Cemetery Commission gathered two studies on the condition of the gateway. One was provided by the engineering firm, Wiss, Janey, Elstner Associates, Inc. (WJE), the other by a conservator of sculpture, Andrzej Dajnowski, Director of Conservation of Sculpture and Objects Studio, Inc. Each firm reported similar findings. The Barrell Gateway is structurally stable and in fair to good condition. Problem areas that need to be addressed before structural damage occurs are: 1.) Deicing salt has damaged the stone and mortar, and has caused corrosion of the iron gates, 2.) Re-pointing is needed to correct the improper tuck-pointing that was done in the 1980’s and 3.) Contaminants, which can damage the stone, should be removed. Due to the historic and aesthetic significance of the arch and gates, recognizing how they help define the character and ambience of the Cemetery, restoration was approached as a preservation project rather than a simple repair to stone and metal. Accordingly, four highly regarded and specialized firms were asked for proposals: Wiss, Janney, Elstner Associates, Inc. Northbrook, Illinois WJE proposed to write specifications, hire a skilled contractor and oversee the work for: $ 47,138.00 The estimate of repair costs was: $104,750.00 Estimated Total: $151,888.00 Conservation of Sculpture and Objects Studio, Inc. Chicago, Illinois CSOS proposed to do all work for: $100,000.00 and rent scaffolding for: $ 20,000.00 Total: $120,000.00 (Since CSOS does conservation and restoration all over the United States, it does not own or transport scaffolding.) Berglund Maintenance Company Chicago, Illinois Berglund specializes in masonry restoration. Total Cost to Repair: $95,329.00 Christopher Botty Studios Chicago, Illinois Mr. Botty is a conservator of sculpture and stone. No Proposal Submitted These three proposals were presented to the Cemetery Commission on August 22, 2001 for discussion and evaluation. Commission Members felt the fair to good structural condition of the arch made it unnecessary to hire WJE, an engineering firm, to oversee the work. Despite Berglund’s experience with restoration of stone structures, they felt the firm’s lack of a conservator and the intention to use power grinding tools and to replace rather than repair damaged limestone disqualified the company. Conservation of Sculpture and Objects Studio, Inc. was the unanimous choice of the Commission. Members wish to treat the Barrell Arch and Gate as significant sculpture, worthy of the best conservation efforts available. They were impressed with CSOS’s proposal because all work will be done with hand tools, under the supervision of a renowned conservator. Mr. Dajnowski restored Buckingham Fountain in Chicago, Tyler Davidson Fountain in Cincinnati, Ohio and Howard Van Doren Shaw’s Market Square Fountain in Lake Forest. The restoration process will involve the least invasive and most conservative techniques possible to achieve lasting results. Selection of a conservator instead of a mason was deemed to be consistent with the Cemetery’s recent designation on the National Register of Historic Places. The Commission was also influenced by the good working relationship that developed between CSOS and City Staff during the Market Square project. The FY2002 Cemetery Budget for this restoration is $150,000.00. An additional $12,000.00 in accrued interest is available from the Barrel Fund, which was established by the Barrel Family as an endowment in 1919 when the gateway was constructed. Recommended Action: Due to the skilled nature of the work and the diversity of contractors considered, the Cemetery Commission recommends the waiving of the bid process and award a contract for restoration of the Barrell Memorial Gateway at Lake Forest Cemetery to Conservation of Sculpture and Objects Studio in the amount of $120,000.00. 3. Award of Contract for Grading and Seeding of Play Field at Elawa Farm PRESENTED BY DEPUTY DIRECTOR OF PUBLIC WORKS KEN LEONE (615-4300) The project consists of the grading and seeding of 4.75 acres of play field, located north of the Middlefork Savanna access trail, at Elawa Farm (see map on page 57). This portion of the neighborhood park, which in recent years has grown field crops, is currently covered with weeds and wild grasses. The improvement will provide proper drainage for the play area and will create a level turf covered play surface suitable for field sports and informal neighborhood use. Work is scheduled to be completed by October 31. The following bids were received on August 30th: Lenny Hoffman Excavating, Inc. Wilmette, Illinois 60091 $ 77,690.00 Lake County Grading Co. Libertyville, Illinois 60048 $ 83,632.00 DK Contractors, Inc. Pleasant Prairie, Wisconsin 53158 $ 110,760.00 Recommendation: On the basis of low bid and good work on previous projects for the City’s Engineering Department, that a contract for Elawa Farm Grading Improvements be awarded to Lenny Hoffman Excavating, Inc. in the amount of $77,690.00. An additional cost of $7,400.00 for engineering services has already been incurred. Funding is available from the Park and Public Land Fund. APPROVAL OF AUTHORIZED INVOICES AND PAYROLLS During the month of August, the following amounts were disbursed from the Cashier’s Account: GENERAL FUND, IMRF, & CAPITAL IMPROVE. WATER TOTALS INVOICES 619,508.68 73,387.56 692,896.24 PAYROLL 931,251.34 113,634.04 1,044,885.38 TOTALS 1,550,760.02 187,021.60 1,737,781.62 AUTHORIZATION OF TREASURER’S WARRANTS TO MEET EXPENSES OF SEPTEMBER, 2001 The motion to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the September, 2001 audited accounts. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION EXECUTIVE SESSION ADJOURNMENT Office of the City Manager August 31, 2001 The City of Lake Forest is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are required to contact City Manager Robert R. Kiely, Jr., at (847) 234-2600 promptly to allow the City to make reasonable accommodations for those persons. September 4, 2001 Agenda Page 9