CITY COUNCIL 4-7-08 council agendaTHE CITY OF LAKE FOREST
COUNCIL AGENDA
Monday, April 7, 2008 7:30 p.m.
City Council Chambers
CALL TO ORDER AND ROLL CALL 7:30 p.m.
Honorable S. Michael Rummel, Mayor
Tom E. Swarthout, Alderman First Ward Thomas H. Morsch, Jr., Alderman Third Ward
David D. Grumhaus, Jr., Alderman First Ward Greg C. Hanrahan, Alderman Third Ward
Stuart M. Widman, Alderman Second Ward John A. Looby III, Alderman Fourth Ward
Robert C. Elliott, Alderman Second Ward Deborah T. Haddad, Alderman Fourth Ward
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS 7:30 p.m.
1. Comments by Mayor
A. Proclamation for Lake Forest Day Centennial Celebration
A copy is attached as page 14.
B. Resolution Creating the Ad Hoc Lake Forest Day Foundation Committee
A copy is attached as page 15.
2. Comments by Acting City Manager 7:40 p.m.
A. Community Spotlight – Ragdale Foundation, presented by
Executive Director Susan Tillett
3. Comments by Council Members 7:50 p.m.
4. Council Committee Reports 7:55 p.m.
A. Finance Committee Report
1. Consideration Of An Ordinance Authorizing The Issuance Of $9,750,000 General Obligation Bonds, Series 2008, Of The City Of Lake Forest, Illinois (Final Approval)
PRESENTED BY FINANCE COMMITTEE CHAIRMAN ALD. GRUMHAUS
This ordinance authorizes the issuance of $9,750,000 General Obligation Bonds, Series 2008 of The City of Lake Forest, Illinois.
A draft ordinance is attached beginning on page 22. The bid opening is April 7, 2008 at 11:00 A.M. The final ordinance will be provided at the April 7 meeting.
Recommended Action: Grant final approval to the ordinance authorizing the issuance of $9,750,000 General Obligation Bonds, Series 2008, of The City of Lake Forest, Illinois. (Staff
Contact person: Kathy Reinertsen 615-4222)
B. Public Works Committee Report 8:00 p.m.
PRESENTED BY PW COMMITTEE CHAIRMAN ALD. SWARTHOUT &
CITY ENGINEER KEN MAGNUS (847-615-4329)
1. Recommendation from the Public Works Committee to Award a Contract for the Western Avenue Improvements Phase II Design Project
As part of the Western Avenue Improvements (WAI) - Infrastructure and Streetscape Enhancements Phase I planning, a preliminary scope of the project was developed. The project evolved
through a series of public meetings where valuable ideas and concepts were discussed. Most of these constructive dialogues led to implementing a satisfying streetscape appearance for
this core business corridor project. The scope entailed high priority infrastructure elements with an alternate for medium priority and low priority streetscape enhancements. The high
priority infrastructure elements, estimated to be $7 million, consist of pavement rehabilitation (part reconstruction and part resurfacing); Western and Woodland realignment; street
light improvements; sidewalk replacement; storm sewer upgrades; watermain replacement; sanitary sewer lining; traffic light controllers/cabinets upgrade and electrical improvements;
basic streetscape/landscape elements enhancements and decorative pavers crosswalks upgrades at four intersections.
In order to provide a quaint character to the business corridor, two alternate bids to supplement the high priority infrastructure elements were also considered as part of WAI Phase
I planning process. The first alternate would be decorative pavers inside the Market Square area, Bank Ln (from Deerpath to Westminster), Southgate, Northgate, and along Western Ave,
from Deerpath to Westminster. The estimated cost of decorative pavers upgrade alternate is $1.5 million. The second alternate would be the medium priority streetscape enhancements, estimated
at $525,000, entailing irrigation system at key parkway areas; tapered planter areas with new parkway trees and perennials; and beautification of the landscape area on the east side
of Western Avenue. The medium priority streetscape elements will provide a subtle enhancement to the existing historic appearance of the business area.
And the third alternate would be the low priority streetscape, estimated at $300,000, involving improvement of the two underpass areas, one at Woodland and the other at Illinois. As
part of WAI Phase III construction, the low priority streetscape improvements are not being considered at this stage of the project. The construction of low priority streetscape improvements
will not interfere with the high priority infrastructure construction and can be considered for implementation in the future.
The next step would be to transfer the preliminary illustrative plans of the project to a practical constructability design drawings. The Phase II design engineering services will provide
detailed right-of-way information in relation to location of infrastructure and streetscape enhancements. The Phase II design will also entail value engineering on the preliminary project
scope costs. The WAI Phase III construction staging as well as the plans and specifications will be finalized as part of Phase II design engineering services contract. The Phase II scope
will involve public meetings with the residents, businesses, and the focus group for finalizing streetscape details.
The current Phase III construction timeline calls for infrastructure improvements including pavement rehabilitation between Laurel and Wisconsin to be completed in 2009 and the remainder
of the WAI project scope will be completed in 2010.
To keep the WAI project on schedule, the design engineering is planned to take place in 2008. For project scope continuity and utilizing the experiences gained during Phase I discussions,
the staff recommends approving the Phase II design engineering services contract to Engineering Resource Associates, Inc (ERA). Hitchcock Design Group, Hugh Lighting Design LLC, and
Business Districts, Inc. will be working in collaboration and act as sub-consultants to ERA. The total Phase II design contract amount of $447,209 and additional 5%, if necessary are
within the FY 09 budgeted amount of $500,000. The total amount is $469,569 which is in line with engineering costs incurred on similar large projects (between 6%-7% of estimated construction
costs). This contract will be financed through the storm sewer bond fund, capital fund, water and sewer fund, and private contributions.
Recommended Action: Award the WAI - Infrastructure and Streetscape Enhancements project Phase II design engineering services contract to Engineering Resource Associates, Inc. for $447,209
to include authorization to expend, if necessary, an additional amount not to exceed 5% of the contract award for unforeseen change orders that may occur during the administration of
this project.
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON 8:10 p.m.
NON-AGENDA ITEMS
CONSENT AGENDA 8:15 p.m.
1. Approval of the Minutes of the March 17, 2008 Regular Council Meeting
A copy of the minutes is attached beginning on page 48.
2. Approval of Authorized Invoices and Payrolls
During the month of March the following amounts were disbursed from the Cashier’s Account:
GENERAL FUND WATER TOTALS INVOICES $518,735.86 $75,880.50 $594,616.36 PAYROLL $1,068,574.47 $132,893.77 $1,201,468.24 TOTALS $1,587,310.33 $208,774.27 $1,796,084.60
The motion is for the approval of Authorized Invoices and Payrolls for March 2008.
3. Authorization of Treasurer’s Warrants to Meet Expenses of April, 2008
The motion is to authorize the Mayor and City Clerk to sign such warrants as may be necessary to meet the April 2008 audited accounts.
4. Award of Contract for the 2008 Alley Resurfacing Project
Bids for the 2008 Alley Resurfacing Project were received and opened on March 20, 2008. This project includes removal and resurfacing of approximately 2000 feet of alleys at the locations
listed below:
Sunset Place Alley (from Green Bay Road to Summit Avenue)
Sunset Place Alley (from Summit Avenue to Oakwood Avenue)
Sunset Alley Spur (from Sunset Place Alley to north end)
Grandby Alley (from Grandby Road to Wisconsin Avenue)
Grandby Alley Spur (from Grandby Alley to Grandby Road)
The bids received are summarized as follows:
BIDDER BID AMOUNT Chicagoland Paving $54,180.00 Peter Baker & Son $59,080.00 Greg Greenhill Construction $63,272.50 Accu Paving $63,785.00 Meridian Construction $70,847.50 Maneval
Construction $91,166.50 Engineers Estimate $60,000.00
The low bidder, Chicagoland Paving, has previously worked in Lake Forest. Although their end product is acceptable they do need extraordinary supervision compared to other contractors.
This project will be closely supervised by the City Engineering staff.
Chicagoland Paving bid was under the Engineer’s Estimate and the City staff believes this bid to be fair. If awarded, the project would commence in May and completed within 30 days of
start of construction. The winning bid amount of $54,180 and an additional 5%, if necessary are within the FY 09 budgeted amount of $60,000. This project will be financed through the
capital fund.
The recommended action is to award the contract for the 2008 Alley Resurfacing Project to Chicagoland Paving in the amount of $54,180 to include authorization to expend, if necessary,
an additional amount not-to-exceed 5% of the contract award for unforeseen change orders that may occur during the administration of this project.
5. Award of Contract for the 2008 Annual Pavement Seal Coating Project
Bid for the 2008 Annual Pavement Seal Coating Project were received and opened on March 20, 2008. The application of a pavement seal coat to a recently resurfaced street extends the
pavement life by filling in the pores inhibiting the intrusion of water into the pavement structure that leads to the raveling of the pavement surface which has been more prevalent in
recent years. The concept is similar to the residential driveway seal coating. The Annual Pavement Seal Coating is applied to the 3-yr old resurfaced curbed streets. The streets to be
treated are:
Barat Court
Rockefeller Road (Westleigh Rd to McCormick Dr)
Douglas Drive
Hilldale Road (Waveland Rd to Green Bay Rd)
Glenwood Road (W of Waveland Rd to Green Bay Rd)
Cherokee Road (Waveland Rd to Green Bay Rd)
Greenwood Avenue (Waveland Rd to Green Bay Rd)
Oakdale Avenue
Linden Avenue (E Skokie Ditch to W End and Waveland Rd to Green Bay Rd)
Waveland Road (Green Bay Rd to N End)
North Avenue
Stone Avenue
Louis Avenue
Marion Avenue
Niles Avenue (Buena Rd to Valley Rd)
Maywood Road
Winston Road
Wooded Lane
Ivy Court
Green Briar Lane (Maywood Rd to Ringwood Rd)
Greenview Place
Northmoor Road
Highview Terrace
A total of three potential contractors picked up the bids and a lone bid was received. The bidder was American Road Maintenance and the bid received was in the amount of $55,601.60,
which is under the Engineer’s Estimate of $60,000. American Road Maintenance has extensive experience in the application of GSB-88 Asphalt Pavement Rejuvenating Material in the Chicagoland
area. The Villages of Carol Stream and Carpentersville as well as Addison, Downers Grove, Libertyville, Lemont and Campton Townships have been using this contractor for the past few
years and are all very satisfied with the contractor as well as the product. The product was applied to a street section in Lake Forest last year. The product has been performing as
intended and feedback from area residents has been positive. Their bid price of $0.76/SY is “in line” with the bid prices realized by the aforementioned agencies.
This type of approved material provides a lessened construction hindrance to the residents of the applied street. After the application of the bonding material, the streets are reopened
within an hour on a sunny day. The residents will be notified of the construction schedule. If awarded, the project would commence in May and completed within 30 days of start of construction.
The winning bid amount of $55,601.60 and an additional 5%, if necessary are within the FY 09 budgeted amount of $60,000. This project will be financed through the capital fund.
The recommended action is to award the contract for the 2008 Annual Pavement Seal Coating Project to American Road Maintenance in the amount of $55,601.60 to include authorization to
expend, if necessary, an additional amount not-to-exceed 5% of the contract award for unforeseen change orders that may occur during the administration of this project.
6. Proclamation of April 25, 2008 as Arbor Day
Lake Forest, with its environment of natural areas, is particularly dedicated to the observance of Arbor Day. The concern for preservation of natural flora of Lake Forest is evident
in the ordinances enacted by the City Council. Citizen groups and local institutions have actively supported preservation efforts and the renewal of natural areas through tree planting
and landscape projects. The City has been named Tree City USA by the National Arbor Day Foundation for twenty-seven consecutive years. The Mayor will proclaim Friday, April 25, 2008,
as Arbor Day and will encourage all citizens to join in the celebration ceremonies, which will be held at 9:00 a.m. at Triangle Park (located between Deerpath and Walnut Road). A Winter
King Hawthorne will be planted. A copy of the proclamation is attached beginning on page 52.
Recommended Action: Approval of the Consent Agenda as presented.
ORDINANCES 8:20 p.m.
The following two agenda items are related to the proposed Barat Woods Development.
1. Consideration of a Recommendation from the Plan Commission in Support of Final Approval of a Plat of Subdivision and Approval of a Special Use Permit, in the Form of a Final Development
Plan Ordinance, for Barat Woods. The Site Proposed for Development is the Former Barat Campus Located at Westleigh and Sheridan Roads. (First Reading of the Final Development Plan Ordinance
Incorporating Final Plat Approval for Barat Woods)
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK (847-615-4299)
On March 13, 2008 the Plan Commission held a public hearing to consider a request for final approval of the Barat Woods plat of subdivision and the associated Special Use Permit. At
the conclusion of that hearing, the Plan Commission voted unanimously to recommend final approval of the Barat Woods development to the City Council.
The Plan Commission began its review of Barat Woods over a year ago, in January 2007. Since that time, the Commission has heard presentations on this petition, received public testimony
and has had extensive discussions of various aspects of this project at five separate meetings. As a follow up to each Commission meeting, staff met with the petitioners numerous times
and staff from various City departments reviewed multiple plans and documents. After each staff review, comments and requests for changes and additional materials were forwarded to
the petitioner. Further staff review occurred with each new submittal. The review process for this project to date has been lengthy, but very comprehensive.
Barat Woods is now before the City Council for first reading of an Ordinance granting final approval of the development. The Council last saw this project in December, 2007 and at that
time, based on a unanimous recommendation from the Plan Commission, granted tentative approval of the development. The overall site plan and maximum density of the project remains much
the same as that approved during the tentative phase, however, various details of the plan have been refined. The Plan Commission report to the Council reviews the issues that have
been addressed as this final plan has developed.
A series of conditions of approval, carefully crafted by the Plan Commission, are incorporated as part of the Commission’s unanimous recommendation in support of this project. The conditions
have been reviewed and refined by the City Attorney as deemed appropriate for clarity and consistency with previous City Council discussions. These conditions address not only aspects
of the plan itself, but also the phasing of construction and some operational aspects of the development. These conditions are reflected in the Final Development Plan Ordinance.
The Final Development Plan Ordinance also incorporates the recommendation from the Housing Trust in support of the inclusion of a minimum of eight affordable housing units in the Barat
Woods development and satisfaction of the full requirements of the Inclusionary Housing Ordinance through either additional on site affordable units or payment in lieu of on site units
consistent with the provisions of the Ordinance.
The Final Development Plan Ordinance and other background materials are provided under separate cover as an addendum to the Council packet.
Recommended Action: Grant First Reading of a Final Development Plan Ordinance Approving the Barat Woods Development and the Final Plat of Subdivision.
2. Consideration of an Ordinance Proposing the Establishment of a Special Service Area for the Barat Woods Development Located at Westleigh and Sheridan Roads and Providing for a Public
Hearing and Other Procedures in Connection Therewith. (First Reading and if desired by the Council, Final Approval)
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK (847-615-4292)
The Plan Commission has held numerous public hearings to consider the proposed Barat Woods development. On March 13, 2008, the Plan Commission concluded its review of the project and
voted unanimously to recommend approval of Barat Woods to the City Council. In preparation for final consideration of this project by the City Council, the Council is being asked to
approve the Proposing Ordinance for a Special Service Area that would be established for this development to support District 67 facilities.
Since the enactment of an intergovernmental agreement between the City and School District 67 in 1994, Special Service Areas have been established to support school facilities in conjunction
with several significant developments including the Middlefork Farm and Stonebridge subdivisions, Regents Row, Amberley Woods and Willow Lake Farm. The assessments resulting from the
Special Service Areas support the District’s Facility Development Fund and are based on the density of the individual developments and the anticipated impact each will have on the public
schools.
As has occurred with all of the previous developments, School District representatives met with the developer of Barat Woods to discuss the proposed development and its likely impacts
on the District. The two parties have reached agreement on the particulars of the Special Service Area for this development. The City is not involved in these negotiations, but provides
the mechanism for establishing the Special Service Area consistent with the agreement reached.
If the City Council approves the Proposing Ordinance, City staff will proceed with the required legal notice and will work with District representatives to finalize the Establishing
Ordinance and bring it to the Council for public hearing and action at an upcoming meeting. The Special Service area will not be established prior to final approval of the development
by the City Council.
The Proposing Ordinance for the Special Service Area for Barat Woods is included in the council packet beginning on page 53.
Recommended Action: Grant first reading of the Proposing Ordinance for the Special Service Area for Barat Woods.
3. Consideration of a Report and Recommendation from the Historic 8:50 p.m.
Preservation Commission to Designate 1536 S. Estate Lane as a
Local Historic Landmark (First Reading and, if desired by the City Council,
Final Approval)
PRESENTED BY SENIOR PLANNER PETER COUTANT (604-5655)
On February 27, 2008, the Historic Preservation Commission held a public hearing to consider the Local Landmark nomination of the residence at 1536 S. Estate Lane. Nominations must
meet at least one of the ten criteria from the Historic Preservation Ordinance to qualify as a Local Landmark.
The nominating report provided by the petitioner accurately and completely discusses the historic and architectural context and significance for the development and evolution of the
residence, beginning with its construction in 1926. Based on this information, the residence qualifies for designation under criteria 1, 2 and 7 of the ordinance.
Criteria 1: The Lasker Estate Milk House is an architecturally significant example of the French Eclectic style and is distinguished by overall quality of design, detail, materials,
and craftsmanship.
Criteria 2: The Lasker Estate Milk House is identified as the work of David Adler, a nationally significant architect whose individual work is significant in the history and development
of the City of Lake Forest, the State of Illinois, and the United States.
Criteria 7: The Lasker Estate Milk House is associated with Albert D. Lasker (1880-1952), a pioneer in the advertising business and a person who contributed to the historic and cultural
development of the City of Lake Forest, the State of Illinois, and the United States of America.
The Historic Preservation Commission voted unanimously to recommend approval of 1536 S. Estate Lane as a Local Landmark. There were no objections from surrounding property owners to
this request. The ordinance amending the Historic Preservation Ordinance accordingly and the nominating report are included in the packet beginning on page 61.
Recommendation: Waive first reading and grant final approval of an amendment to Chapter 51, Historic Preservation, of the Lake Forest City Code designating 1536 S. Estate Lane as a Local
Landmark.
4. Consideration of an Ordinance Amending the City Code to Add a 9:00 p.m.
New Chapter 53 Establishing the City Administrative Hearing System
(First Reading)
PRESENTED BY ALD. STUART WIDMAN &
POLICE CHIEF JOE BUERGER (847-615-4242)
Attached beginning on page 92 is a copy of a draft ordinance that would establish the City’s Administrative Hearing System. This ordinance has been drafted based on an extensive study,
review and recommendation by the Police Department and City staff, as well as the City’s Legal Committee. It was been recommended that the adoption of an administrative hearing system
for the enforcement of certain City ordinances and regulation will benefit City residents by providing an effective and efficient alternative to prosecuting Code violations in the Lake
County Circuit Court. This ordinance is also similar to the regulations that have been in place at the City of Highland Park.
Recommended Action: Grant first reading approval of an ordinance amending the City Code to add a new Chapter 53, Establishing the City Administrative Hearing System.
NEW BUSINESS
1. Award of Contract for Purchase of Beach Cleaner 9:15 p.m.
PRESENTED BY SUPERINTENDENT OF PARKS
DAN REEVES (847-615-4207)
The original Beach Cleaner was purchased in 1985 from Cherrington Enterprises in Minnesota. The unit is self-propelled and sifts debris from the sand. The current machine processes
sand slowly and the failure of the machine to sift out completely all the good sand often results in lots of sand being dumped with the spoils; breakdowns are frequent and result in
weekends where we are unable to clean the beach. Because of the age of this equipment, the inefficiencies in its processing of sand and the condition of this unit we are looking to replace
it.
Last year, I called Cherrington Enterprises to see if they had made any changes to the unit and explained the problems we were having with our Beach Cleaner. They were surprised that
our unit was still operational. Cherrington Enterprises has made significant changes to all the areas in which we have experienced problems. Additionally, they have tripled the speed
of the machine and added a beach drag to smooth out the sand as the unit passes. Currently, beach cleaning and beach dragging are done by two employees with two separate pieces of equipment.
The new machine allows both of these tasks to be completed at the same time by one employee. Furthermore, the new unit has a smaller screen for sifting, which will remove debris as
small as cigarette butts from the sand. The sifter shakes the sand and allows dust to blow off of it, reducing bacteria growth in the sand.
Cherrington Enterprises was the only bidder in 1985 because they are the only manufacturer of this product type. We researched finding other machines capable of doing this task, but
were unable to find any. Upon speaking with the owner of Cherrington Enterprises about placing this item out to bid, we were told that he has no competitors who manufacture this unit.
He is unfamiliar with any other company who produces a beach cleaner and he has not been bid against in openings all over the country. We also spoke to Tom Naatz, Director of Public
Works, who purchased the original Beach Cleaner. We have repeated the efforts of Tom Naatz and found no other vendors. We also have a letter from Cherrington; certifying they are the
sole provider for this type of equipment in the United States
We currently budgeted $85,000, which was the cost of the unit. Through negotiations we have been able to get $9,000 for trade in and got the supplier to eliminate the $7,000 price increase
for purchases after May1. In addition to this savings, the delivery fee of $1,600 has been waived because the company will already have a trailer on-hand to pickup the trade-in unit.
Therefore, the total cost of the Beach Cleaner will be $67,400.
Recommended Action: Staff is recommending city Council to waive the bid process and offer the contract to Cherrington Enterprises as the sole vendor for the production of a new Beach
Cleaner in the amount of $67,400.
2. Award of Bid for the Annual Sanitary & Storm Sewer Manhole Lining Project 9:25 p.m.
PRESENTED BY SUPERINTENDNET OF PUBLIC WORKS
MICHAEL THOMAS (847-615-4265)
The City of Lake Forest has had over 130 sanitary manholes lined in the past five years. During large rain storms, the sanitary sewer system experiences increased flows which at times
have caused NSSD’s pumping station to overflow.
It is estimated that the City’s sewer pipes and manholes contribute 30%-50% of the total infiltration into the sanitary sewer system. The manholes needing repairs can be replaced or
rehabilitated by lining. Having a manhole lined provides the City with virtually a new manhole without the cost and inconvenience related to excavating and repairing the road.
Entering the fifth year of this program, the following bids were received at a per foot cost:
Company Bid Amount per Foot Advanced Underground $80.80 Paradise Eco Solutions $82.00 National Power Rodding $100.96 Kim Construction $114.00 Visu-Sewer $119.00 Infrastructure
Technologies $124.00 Red Horse, Inc. $268.00
The City of Lake Forest has used both Advanced Underground and Visu-Sewer in the past; both companies did an excellent job. The City’s Water & Sewer Section has inspected the manholes
that were lined last year by Advanced Underground and did not find any problems.
Recommended Action: Based on the lowest responsible bidder, staff recommends that Advanced Underground be awarded the bid for a per foot installation price of $80.80 with a not-to-exceed
amount of $55,000. This should result in approximately 650 feet or 75 manholes to be lined.
4. Award of Bids for Modifications to Bluff’s Edge & Southwest Sewer 9:35 p.m.
Lift Stations
PRESENTED BY SUPERINTENDNET OF PUBLIC WORKS
MICHAEL THOMAS (847-615-4265)
Bluff’s Edge Lift Station
Bluffs Edge Sewer Lift Station is a small lift station built in 1967 to provide sanitary service for four homes on Bluffs Edge Drive. The station pumps sanitary from a low area by the
ravine to a gravity sanitary system at the end of Circle Drive. This station has a receiving tank and two rotary compressors which discharge the sanitary flow into the gravity system.
The equipment is contained in an 8 ft. diameter concrete vault. Over the past years, significant cracks have developed in the ceiling, and concrete is beginning to fall off, exposing
the reinforced steel rods.
The design includes the removal of the roof on the concrete vault, install a packaged sump pump system, and cover it with a hatch cover for maintenance purposes. This will avoid any
major excavation on the easement of the property. This station is consistent with industry standards. Due to the age and condition of this station, replacement is necessary.
During FY 2008, staff engaged McMahon Associates to develop a design for the replacement of the station. The design has been completed and the following three bids were received on
March 14th:
Item Keno & Sons Construction Meccon Industries Moselle & Assoc. Bluff’s Edge $49,647 $61,000 $61,900
Southwest Sewer Lift Station
Southwest Sewer Lift Station pumps sanitary flows from the southwest part of the City. It covers the area from Everett Road to the north, Wedgewood area to the south, and all the area
from the Toll Road east to Waukegan Road. The station built and placed into service in 1973 and has served the City well for 34 years.
All of the original equipment is still in the building and needs to be upgraded and replaced in order to maintain regular pumping of the sanitary flows. The generator has been worked
on over the past ten years, and as for the last five years, parts are no longer available. Twice now, plant staff has had to have parts fabricated to keep the system working. Patten
Equipment, the generator maintenance company, recommended two years ago that the unit be replaced due to the unavailability of parts.
The two Fairbanks Morse sewer pumps have also been worked on over the years and are in need of replacement. The motor control center and transfer switch (needed to transfer power from
ComEd to generator power during an outage) is also showing signs of wear and needs to be replaced.
The upgraded SCADA (Supervisory Control and Data Acquisition) and PLC (Programmable Logic Control) system which runs the lift station needs to be relocated into the new equipment. This
was installed in 1999 and continues to control and monitor the station without any problems.
The equipment at this station has worked well for many years but has been showing its age for the past five years and needs to be replaced. As with Bluff’s Edge lift station, McMahon
Associates developed a design for the replacement equipment. The design has been completed and the following three bids were received on March 14th:
Item Keno & Sons Construction Meccon Industries Moselle & Assoc. SW Sewer $224,763 $296,000 $321,900
Recommended Action: Based on the lowest responsible bidder, staff recommends that Keno & Sons Construction be awarded the bid for both lift station projects for the total amount of
$274,410; this is $590 under the budget amount of $275,000.
5. Award of Contract for Bus Transportation Services for the City’s 9:45 p.m.
Annual Programming
PRESENTED BY RECREATION PROGRAM MANAGER
JOE MOBILE (847-615-4247)
The City of Lake Forest currently has several departments, Parks & Recreation, CROYA and the Senior Center, that utilize various bus companies for program transportation. Under the
new financial policies and in an attempt to lower operational costs for these various city departments the bus transportation needs were put through the formal bid process for the first
time in March.
The City of Lake Forest’s bussing needs include the need for school buses and charter buses throughout the year. The school busses are needed by the Parks & Recreation Department for
their summer camps and by CROYA for their monthly trips and retreats. The summer camps provide daily transportation to all Lake Forest residents enrolled in Superstars or McCormick
Day Camps as well as a daily afternoon swim shuttles and field trip bussing. This type of bussing has cost us approximately $58,000 per year over the past three years. CROYA has used
school busses for monthly field trips and retreats throughout the year for middle school and high school students as part of their programming. They spent $6,900 last year and have
used several different bus companies. The Senior Center uses a 28 passenger charter bus for four trips each month to various attractions and shows throughout the Chicago and Milwaukee
areas. This service will cost the Senior Center approximately $20,000 for the current fiscal year as well.
In February, staff began the bidding process by preparing the information for the summer camp bussing needs. Upon completion of the first draft staff was directed by City Manager Kiely
to include the bussing needs for CROYA and The Senior Center as part of the bid process as well. Public notice to solicit bids was provided on March 13th with a bid opening date of
March 28th. The chosen timetable was driven by the summer camp schedule to prepare the routes for the upcoming camp programs and distribute them to our participants.
Funding for camp bussing is a Parks & Recreation Department program expense and is budgeted in the FY2009 operating budgets. This cost of bussing is covered by program fees. Funding
for CROYA and the Senior Center also come out of their FY2009 program budgets. In addition to the newspaper legal notice, bid packets were mailed to five school bus companies and two
charter bus companies in the area. However, staff only received two (2) bids for the annual program bus service. Bid results were as follows.
P & R Camp Bussing Olson Transportation $40,973.00
First Student $58,975.84
CROYA Trip Bussing Olson Transportation $9,595.00
First Student $5,984.00
Senior Trip Bussing Olson Transportation $575.00 per trip
First Student doesn’t provide this service
These two bid proposals and references were reviewed by staff. Both summer camp bids are below the Parks & Recreation FY2009 budgeted amount of $59,972.00 for bussing. The CROYA bids
are split with one above and one below the FY2008 actual expenditures. The Senior Center bus bid is higher than what was spent annually in both FY2007 & FY2008.
The Senior Center currently contracts with "Sleepless in the City" for most day trips because of their flexible scheduling and penalty-free cancellation policy. The cost per/trip is
also lower than the bid from Olsen.
Recommended Actions:
Staff recommends award of the summer camp bussing to the lowest bidder, Olson Transportation in the amount of $40,973.00 to be paid from the FY 2009 program operating budgets. Further
staff recommends award of the CROYA trip bussing to the lowest bidder, First Student in the amount of $5984.00. Finally, staff recommends rejecting the sole bid for the Senior Center
trip bussing since it is higher than what is currently being paid through the Senior Center budget.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
ADJOURNMENT 9:55 p.m.
Office of the City Manager
April 3, 2008
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) 615-4271 promptly to allow the City to make reasonable accommodations for those -persons.
April 7, 2008 Agenda Page 9