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CITY COUNCIL 9-16-04THE CITY OF LAKE FOREST COUNCIL AGENDA Thursday, September 16, 2004 7:30 p.m. City Council Chambers CALL TO ORDER AND ROLL CALL 7:30 p.m. Honorable John E. Preschlack, Mayor Tom Swarthout, Alderman First Ward Roger J. Mohr, Alderman Third Ward John A. Andersen, Alderman First Ward Timm R. Reynolds, Alderman Third Ward Michael J. Burns, Alderman Second Ward James J. Cowhey, Jr., Alderman Fourth Ward S. Michael Rummel, Alderman Second Ward John Looby III, Alderman Fourth Ward PLEDGE OF ALLEGIANCE 7:30 p.m. REPORTS OF CITY OFFICERS 7:35 p.m. 1. Comments by Mayor A. United Way Proclamation – Report from Jack Edwards 7:40 p.m. 2. Comments by City Manager A. Resolution of Appreciation for Fire Chief Mike Beatty Fire Chief Michael Beatty is retiring on September 20, 2004 after 29 years of service with the City. A copy of the resolution is attached beginning on page 7. B. Report on a $95,000 Grant received to replace the 9-1-1 Equipment by Director of Public Safety Michael Hosking 3. Comments by Council Members 8:00 p.m. 4. Council Committee Reports 8:05 p.m. A. Finance Committee Report: 1. Overhead Study and Community Development Cost of Service Study PRESENTED BY KATHLEEN REINERTSEN, DIRECTOR OF FINANCE AND CATHERINE CZERNIAK, DIRECTOR OF COMMUNITY DEVELOPMENT At the September 7, 2004 Finance Committee meeting, discussion took place regarding the performance of an overhead study and a cost of service study for Community Development services. A cost of service study would provide invaluable information to the City in terms of cost recovery. The Council would have the information to determine if certain services should be charged at 100% of cost or if subsidizing certain services with other revenues is more appropriate. This is most important in times of slow revenue growth. The Finance Committee is recommending that the City retain Maximus to perform the A-87 overhead study and the Community Development cost of service study which would include engineering services as it relates to development. The not to exceed price is $20,723. If it is determined that Fire September 16, 2004 Agenda Page 2 Department plays a key role in development, an additional $2,500 would be required. The City Council contingency budget will be used to fund this study. Staff provided Maximus with an initial list of 15 Community Development services. Maximus will study unlimited Community Development services for the same price. Due to the quick turnaround time from the Finance Committee meeting to the packet deadline, the service list and contract will be provide at the City Council meeting. Recommended Action: Approval of a contract with Maximus, Inc. at a cost not to exceed $20,723. B. Public Works Committee Report 1. Award of Bid for the Replacement of the Water Plant’s Roof 8:15 p.m. PRESENTED BY SUPERINTENDENT OF PUBLIC WORKS MICHAEL THOMAS (615-4265) The water plant project is nearing completion with all requirements of Phase II to be completed by October 31st. Current work includes final connections of the back-up electrical generators and boiler systems. Once this work has been completed, as part of J.J. Henderson’s contract, the entire water plant driveway will be resurfaced and striped. Before this work proceeds, staff is recommending that the roof on the existing water plant building be torn off and replaced. Staff has budgeted for this specific item in the Water Fund’s Capital Improvement Program since F.Y. 1997. Expecting that Spruce Avenue would need resurfacing after construction, staff budgeted $140,000 in this year’s C.I.P. Surprisingly the road surface handled the construction traffic extremely well and consequently, the City Engineer feels that the resurfacing is not needed. Staff is therefore recommending that those funds be used for re-roofing the water plant. The roof is over 25 years old and has surpassed its expected useful life. It has been repaired by both private contractors and plant staff in recent years. Staff contracted with Illinois Roof Consulting Association to inspect the roof and develop bid specifications. Last year IRCA performed a comprehensive analysis of the roofs on City-owned buildings. While IRCA was inspecting the water plant’s built-up roof, they found the area underneath to be saturated with water. As they noted, this could cause significant damage to the building’s structure. Recognizing the construction and disposal equipment needed to re- roof the water plant; staff is recommending this project occur before the driveway is resurfaced. Therefore on August 26th, The City of Lake Forest received the following six bids to replace the water plant roof: Contractor / Location Bid Amount A-1 Roofing, Elk Grove Village $139,988 American Roofing & Repair, West Chicago $146,859 Riddiford Roofing Co., Arlington Heights $147,286 Knickerbocker Roofing, Harvey $165,100 Prate Installations, Wauconda $165,643 L. Marshall Roofing, Glenview $187,000 September 16, 2004 Agenda Page 3 This issue was reviewed by the Public Works Committee at their September 8th meeting and received unanimous approval. Recommended Action: Based on the lowest responsive bidder, staff is recommending City Council award the water plant re-roofing bid to A-1 Roofing in the amount of $139,988. C. Planning and Preservation Committee 8:25 p.m. 1. Policy Recommendation for the Inventory, Sale, Lease and Retention of Public Property The City of Lake Forest is the owner of real property that is used for various purposes. As public service needs change, the requirements for these properties may be revised, and on occasion certain parcels may be found to be in excess of the City's current and future needs. The purpose of this policy/process is to establish a procedure whereby unused or marginally used City-owned real estate is reviewed for its potential public or private use. The Planning and Preservation Committee created this Policy over several meetings and in context with a review of all city owned parcels (not including rights-of-way). The Committee believes that the attached policy will provide the staff, Council and residents with the direction necessary to properly managed City owned properties. The Policy includes the following key elements: • Annual inventory and designation of all City owned property. • “Notice of Intent” for whenever the Council chooses to sell city property. • Provisions for determining value and negotiating the sale of city property. • Provisions for vacating City property • Direction for the leasing of City Property The Policy will be included in the City’s Administrative Directives once approved by the City Council. This item was discussed in detail at the Committee of the Whole prior to the Council meeting. OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL 8:30 p.m. CONSENT AGENDA 8:35 p.m. 1. Approval of the Minutes of the September 7, 2004 City Council Meetings: A copy of the minutes will be distributed under separate cover. 2. Deerpath Golf Course - Professional Irrigation Design Services The City Council recently approved moving forward with irrigation, infrastructure and related site improvements at Deerpath Golf Course. Professional services contracts for master planning, civil and environmental engineering have already been approved. Additionally, the City will require the services of a firm specializing in golf course irrigation design to complete the project team. September 16, 2004 Agenda Page 4 Bid Summary and Evaluation On August 23rd, staff released a Request For Proposals (RFP) for professional services associated with golf course irrigation system design and field services. Subsequently, four (4) qualified firms conducted on-site or telephone interviews with Craig Joscelyn as requested in the RFP. All four firms submitted sealed proposals for professional irrigation design and field services on or before the September 2nd, deadline. The results were as follows: Ph I Ph II Ph III Ph IV Total Irrigation Designs 3,700 10,950 2,350 15,950 32,950 E.C. Design 3,325 3,825 5,975 15,875 29,000 A.S. Altum 1,000 7,500 500 18,500 27,500 T.J. Emmerich 4,000 6,500 2,000 16,000 28,500 Staff conducted a thorough review and analysis of all four proposals received. In addition, staff contacted A.S. Altum & Associates for a post-proposal interview to verify scope of services, design fees, project budget and timetable. In all cases A.S. Altum responded favorably to our questions and will exceed our minimum scope for field layout and site visits. Craig Joscelyn has met with staff at Shore Acres, Knollwood and Exmoor Country Clubs to discuss Altum & Associates’ involvement with those projects. Additionally, Deerpath Golf Course has previously worked with Altum on modifications to our current system and was pleased with the results and level of service. Finally, staff believes the pre-proposal interview process favored A.S. Altum & Associates. Based on the written proposals received, bid assessment, pre and post bid interviews; staff believes it is in the best interests of the City to accept the proposal submitted by A.S. Altum & Associates. Therefore, it is staff’s recommendation that the City Council award a contract for irrigation design services to A.S. Altum & Associates in the amount of $27,500 plus $1,500 in reimbursable expenses. The total contract shall not exceed $29,000. Background materials are attached beginning on page 9. 3. Award of Contract for the Rehabilitation of the Elm Tree Bridge Recent inspection of the Elm Tree Road Pedestrian Bridge has determined that this structure is in need of rehabilitation at this time. Discussion involving how to fund the needed rehabilitation was undertaken over three (3) Finance Committee Meetings held in November 2003, June 2004and September 2004. The consensus reached by the Committee was to proceed with the rehabilitation of the bridge and that private donations were to be sought to finance the deck replacement portion of this project estimated at $26,925. The City has been working with the engineering firm Wiss, Janney, Elstner Associates in assessing the condition of the bridge as well as offering rehabilitation alternatives. Wiss, Janney, Elstner Associates has submitted a design-build proposal to undertake the rehabilitation of the bridge at a cost of $294,000. Wiss, Janney, Elstner Associates is the same engineering firm that successfully worked with the City to rehabilitate the Bluff’s Edge Bridge. The recommendation is to award a design-build contract to Wiss, Janney, Elstner Associates for the rehabilitation of the Elm Tree Road Bridge for a cost of $294,000. September 16, 2004 Agenda Page 5 4. Acquisition of New Copier for City Hall The City has received proposals from four vendors (see chart below), for the purchase of a copier machine for City Hall over the past year, and has tested various demonstration models for fit and functionality. Staff has determined that the Cannon Image Runner C6800 best matches the operational needs of City Hall, and recommends that Gordon Flesch, the vendor that provided the current Cannon machine for City Hall, is awarded the contract. The Cannon C6800 can produce sixty-eight black and white copies per minute, sixteen color copies per minute, and receive print commands directly from PCs. The C6800 is also able to hole punch, create booklets, tabs, and store print jobs/documents in one hundred digital mail boxes. Compared to the other proposed machines, the C6800 has the largest memory and hard drive capacity, as well as the ability to hold over 4,000 pieces of paper without an additional, external paper box. Most importantly however, the Cannon C6800 fits in the space allocated in City Hall for copying. Not all of the other proposed machines would fit, and those that could, had a much smaller internal paper supply and far fewer features. Below is the bid tabulation. The recommended action is to reject low bid and award the copier bid to Gordon Flesch in the amount of $20,857.26; this is $4,142.74 under the budgeted amount of $25,000. Company Model Cost Gordon Flesch Cannon IR C6800 $20,857.26 Imagetec Konica 7185 $30,529.85 Interact Business Solutions Kyocera KM-C3130 $19,090.00 Interact Business Solutions Kyocera KM-6330 $16,726.00 Konica Minolta Business Solutions Konica/Minolta CF 5001 $25,169.00 Konica Minolta Business Solutions Konica/Minolta Di7210 $15,779.00 Océ Océ 3275 $23,921.00 Recommended Action: Approval of the Consent Agenda as presented. NEW BUSINESS 1. Award of Contract for the 2004 Sidewalk Replacement Program 8:40 p.m. PRESENTED BY CITY ENGINEER KEN MAGNUS (615-4329) On August 31, 2004, bids were received and opened on the 2004 Sidewalk Replacement Program. This is an annual program that replaces defective sections of sidewalk and curb and gutter. A summary of the bids received are as follows: Contractor Amount of Bid Suburban Concrete $28,678.50 Meridian Construction $32,766.50 Alliance Contractors $54,400.45 The low bidder, Suburban Concrete, has experience working in Lake Forest where their work has been acceptable. Their bid is $3,678.50 over the budget amount of $25,000. Since the September 16, 2004 Agenda Page 6 quantity of sidewalk to be removed and replaced can be adjusted it would be recommended that the project proceed with an upper limit of $25,000. Work on this project is expected to be undertaken during the month of October. Recommended Action: Award the Contract for the 2004 Sidewalk Replacement Program to Suburban Concrete for the not-to-exceed amount of $25,000. ADDITIONAL ITEMS FOR COUNCIL DISCUSSION 8:50 p.m. EXECUTIVE SESSION FOR PURPOSES OF DISCUSSING PENDING LITIGATION 8:50 p.m. ADJOURNMENT 9:30 p.m. Office of the City Manager September 9, 2004 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.