CITY COUNCIL 4-24-08 council agendaTHE CITY OF LAKE FOREST
COUNCIL AGENDA
Thursday, April 24, 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. Recognition of William LeVert as Mayor For A Day
B. Proclamation Recognizing 50th Anniversary of the Lake Forest Swim Club
A copy of the Proclamation is attached beginning on page 19.
2. Comments by City Manager 7:35 p.m.
3. Comments by Council Members 7:40 p.m.
4. Council Committee Reports 7:45 p.m.
A. Finance Committee Report
PRESENTED BY FINANCE COMMITTEE CHAIRMAN
ALDERMAN DAVID GRUMHAUS
1. Approval of a Resolution Reallocating 2008 Volume Cap to the Village of Buffalo Grove, Illinois
This is the third year under home rule status that the City has been allocated volume cap. This equates to $85.00 per resident of the City, or $1,812,200 for the issuance of tax exempt
private activity bonds. The City may, prior to May 1, 2008, reallocate to other home rule units of government its volume cap.
The City has not used any of the 2008 volume cap. The Lake County Partnership for Economic Development, Inc. has offered Lake County home rule communities the opportunity to participate
in a program to combine their respective volume cap allocations and create a Private Activity Bond Clearinghouse Pool to facilitate the issuance of tax-exempt private activity bonds
to finance industrial, manufacturing, and commercial projects in Lake County, Illinois, for economic development purposes.
The Village of Buffalo Grove agreed to host the Pool, to reserve its own volume cap, and accept volume cap reallocated to Buffalo Grove by other home rule units of government.
Buffalo Grove has requested, as this was approved by the City Council for the first time last year, that the City reallocate $1,812,200 of its 2008 volume cap to Buffalo Grove to be
used for the issuance of tax-exempt private activity bonds placed through the Pool to finance eligible projects. A copy of the resolution is attached beginning on page 20.
Recommended Action: Approval of the resolution reallocating 2008 volume cap to the Village of Buffalo Grove, Illinois.
OPPORTUNITY FOR PUBLIC TO ADDRESS THE CITY COUNCIL ON NON-AGENDA ITEMS
CONSENT AGENDA 7:50 p.m.
1. Approval of the Minutes of the April 7, 2008 Regular Council Meetings
A copy of the minutes is attached beginning on page 24.
2. Resolution Supporting ITEP for Train Station
A copy of the resolution is attached beginning on page 36.
3. Consideration of an Ordinance Amending the City Code to Add a New Chapter 53 Establishing the City Administrative Hearing System (Final Approval)
Attached beginning on page 37 is a copy of the 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.
The recommended action is to grant final approval of an ordinance amending the City Code to add a new Chapter 53, Establishing the City Administrative Hearing System.
Recommended Action: Approval of the Consent Agenda as presented.
ORDINANCES
1. Consideration of a Recommendation from the Plan Commission in 7:55 p.m.
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. (Final Approval)
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK (847-615-4299)
On April 7, 2008 the City Council granted first reading of an Ordinance approving the final plat of subdivision and Special Use Permit for Barat Woods. The Council’s approval was based
on a unanimous recommendation from the Plan Commission.
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. The review process for this project to date has been lengthy, but very comprehensive.
Since the City Council’s discussion, clarifications have been made to the Ordinance regarding the timing for the demolition of the Thabor wing, and the preservation of the City triangle
parcel as open space in perpetuity, except for a bike and pedestrian path that will be accessible to the public. At the April 7th meeting, the City Council clarified that the current
Master Plan for South Park incorporates the 2.8 acre wooded parcel, adjacent to Barat Woods, as part of the park. For the record, a copy of that Master Plan is included in the Council
packet. The Council directed that any changes to the future use of the wooded parcel should be considered by the City’s Park and Recreation Board. Finally, the Council requested a
timeline showing the expected buildout of the various components of the development. The timeline is also included in the Council packet.
Barat Woods is now before the City Council for final approval. The Final Development Plan Ordinance and other background materials are provided under separate cover as an addendum to
the Council packet.
Recommended Action: Grant Final Approval of the Final Development Plan Ordinance for Barat Woods which Incorporates Approval of the Special Use Permit and Approval of 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. (Final Approval)
PRESENTED BY DIRECTOR OF COMMUNITY DEVELOPMENT
CATHERINE CZERNIAK (847-615-4292)
At the April 7, 2008 meeting, the Council granted first reading of this Ordinance. As requested by the City Council, the Ordinance has been modified to assure that it is clear that
units in all of the various building types, with the exception of the affordable units provided to satisfy the requirements of the City’s Inclusionary Housing Ordinance, are covered
by this SSA which is established in support of School District 67. The changes are reflected in the Ordinance which is included in the Council packet beginning on page 50.
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.
Consistent 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.
Recommended Action: Grant final approval of the Proposing Ordinance for the Special Service Area for Barat Woods.
NEW BUSINESS 8:10 p.m.
1. Discussion and Consideration of Final Budget Issues relating to the New Municipal Services Building Project
Materials on this issue will be sent out under separate cover.
2. Public Works Committee Report 8:45 p.m.
PRESENTED BY PUBLIC WORKS COMMITTEE CHAIRMAN
ALD. TOM SWARTHOUT
All items listed under the Public Works Committee Report have been reviewed and were unanimously approved for recommendation to the City Council at the April 18th Committee meeting.
A. Approval Of A Supply & Processing Agreement For The City’s Curbside Recycling Program
Attached is a draft agreement between The City of Lake Forest and Resource Management (Chicago Ridge). As was discussed at the June 18th and September 17th, 2007 Finance Committee meetings,
staff is proposing to load the recyclables into a 53’ transfer trailer. The material would be hauled to Resource Management in Chicago Ridge where it would be separated, bailed, and
sold.
Page four of this agreement discusses the various fees, prices, charges, and values set forth in the agreement. In summary, Resource Management will deduct a fee from the price it will
pay for the recyclables, for the transportation of the material to their Chicago Ridge processing plant. The “Material Processing Payment” can be found on page six, Section 5B of the
proposed agreement.
Legal counsel has completed their review of the agreement and attached is the agreement beginning on page 58.
Recommended Action: Approval of the Supply & Processing Agreement between Resource Management and The City of Lake Forest for the processing of the City’s recyclables. Approval of
this agreement is contingent upon notification from the State that the recycling grant has been awarded to the City to construct the transfer ramp.
B. Award Of Bid For The Recycling Transfer Ramp 8:55 p.m.
In late summer or early fall, staff is recommending that the City expand its curbside recycling program. The expansion would include the collection of additional items such as cardboard,
chipboard, phone books, junk mail, etc. In order to accommodate the increase in material, staff is recommending that a transfer ramp be constructed whereby the City’s two recycling
trucks would dump and load the recyclables into a 53’ transfer trailer. The material would then be hauled to Resource Management in Chicago Ridge where it would be separated, bailed,
and sold.
The proposed program has been discussed at the June 18, 2007, September 17, 2007, and March 17, 2008 Finance Committee meetings. On March 14, 2008 staff received the following bids
to construct the transfer ramp:
B & G Services, Inc. Altounian Builders Meridian Construction Riley Construction Landmark Constructions Campanella & Sons, Inc. Dimeo Brothers Lifco Construction
$269,601.90
$325,512.00
$322,179.85
$339,372.42
$367,265.90
$378,353.50
$401,337.00 $481,150.00
B.G. Services is the concrete portion of Greg Greenhill Construction Company located in McHenry. Greg Greenhill has completed work for City in the past and has performed well. The
City applied for a recycling grant in late December and is hoping to receive notification of award in late April or early May. Staff will have an update on the status of the City’s
grant application at tonight’s meeting.
Recommended Action: Award of bid to the lowest bidder, B & G Services in the amount of $269,601.90, contingent upon notification from the State that the recycling grant has been awarded
to the City. This is $398 under the budget amount of $270,000.
C. Award Of Bids For The Fy2009 Capital Equipment Program 9:00 p.m.
The proposed FY2009 Capital Equipment Program was reviewed at both the December 3, 2007 Finance Committee and January 22, 2008 Public Works Committee Meetings. For each unit, staff
presented a maintenance history, proposed replacements, and budget estimates. On April 11, 2008, The City received bids for the equipment documented below. In addition, The City also
received bids for the sale of used City equipment. The bid tabulations and staff recommendations were reviewed at the April 18, 2008 Public Works Committee.
Replacement of Sanitation’s Unit # 190 – 1997 Ford F-250
VENDOR MAKE BID AMOUNT TRADE-IN OF UNIT #190 NET AMOUNT Shepard Chevrolet 2008 Chevrolet $ 32,406.00 $ 2,500.00 $ 29,906.00 Bill Jacobs Joliet LLC 2008 Chevrolet $ 31,947.00
$ 1,505.00 $ 30,442.00 W. Hare & Son, Inc. 2008 Chevrolet $ 33,575.00 $ 1,800.00 $ 31,775.00 Advantage Chevrolet 2008 Chevrolet $ 34,983.00 $ 2,000.00 $ 32,983.00
SALE OF LAKE FOREST UNIT #190 NAME/VENDOR AMOUNT Patricio Camarena $ 2,851.00 Jeff Adams $ 1,000.00 Jack-Son Auto Sales $ 1,000.00 AA Service Co.
$ 950.00 Ski's $ 800.00 *No Name $ 167.00 *No name on bid/envelope.
Recommended Action: Award the bid to the lowest bidder, Bill Jacobs Chevrolet, in the amount of $31,947. In addition, Staff recommends the sale of unit #190 to Patricio Camarena in
the amount of $2,851. The net amount will therefore be $29,096, which is $7,904 under the budget amount of $37,000.
Replacement of Six Police Cars – 2004 Chevrolet Impalas
VENDOR MAKE BID AMOUNT TRADE #55 TRADE #56 TRADE #501 TRADE #502 TRADE #503 TRADE #504 TRADE #508 NET AMOUNT Bill Jacobs Joliet LLC 2008 Impala $ 127,740.00 $ 1,260.00 $
1,585.00 $ 1,610.00 $ 1,605.00 $ 1,480.00 $ 1,280.00 $ 1,425.00 $ 117,495.00 W. Hare & Son, Inc. 2009 Impala $ 143,250.00 $ 2,800.00 $ 2,800.00 $ 2,800.00 $ 2,800.00 $ 2,800.00 $ 2,800.00 $
2,800.00 $ 123,650.00 Advantage Chevrolet 2009 Impala $ 144,660.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 123,660.00
SALE OF LAKE FOREST UNIT #55 SALE OF LAKE FOREST UNIT #56 SALE OF LAKE FOREST UNIT #501 NAME/VENDOR AMOUNT NAME/VENDOR AMOUNT NAME/VENDOR AMOUNT Eliseo Camarena $ 3,350.00
Mariano Gomez $ 3,000.00 Mariano Gomez $ 2,900.00 AA Service $ 3,000.00 Jack-Son Auto $ 2,000.00 Jeff Adams $ 1,751.00 Jack-Son Auto $
2,000.00 Chicago Motors $ 1,805.00 Jack-Son Auto $ 2,001.00 Chicago Motors $ 1,805.00 Jeff Adams $ 1,751.00 Douglas' Automotive $ 1,250.00
Jeff Adams $ 1,751.00 Douglas' Automotive $ 1,250.00 Chicago Motors $ 1,805.00 Bernard Pondexter $ 1,750.00 *No Name $ 267.00 AA Service
$ 2,750.00 Douglas' Automotive $ 1,250.00 *No Name $ 267.00 *No Name $ 267.00 SALE OF LAKE FOREST UNIT #502 SALE OF LAKE FOREST
UNIT #503 SALE OF LAKE FOREST UNIT #504 NAME/VENDOR AMOUNT NAME/VENDOR AMOUNT NAME/VENDOR AMOUNT Jack-Son Auto $ 2,001.00 Mariano Gomez $ 3,300.00 Mariano Gomez
$ 2,600.00 Chicago Motors $ 1,805.00 Emiliano Gomez $ 3,250.00 Miguel Camarena, Sr. $ 2,300.95 Jeff Adams $ 1,751.00 Dan Reeves $ 2,500.00
Jack-Son Auto $ 2,001.00 Douglas' Automotive $ 1,250.00 Jack-Son Auto $ 2,001.00 Chicago Motors $ 1,805.00 *No Name $ 267.00 Chicago
Motors $ 1,805.00 Jeff Adams $ 1,751.00 Jeff Adams $ 1,751.00 Douglas' Automotive $ 1,250.00 Douglas' Automotive $ 1,250.00 *No Name
$ 267.00 *No Name $ 267.00 SALE OF LAKE FOREST UNIT #508 NAME/VENDOR AMOUNT Jack-Son Auto $ 2,001.00 Chicago Motors $
1,805.00 Jeff Adams $ 1,751.00 Douglas' Automotive $ 1,250.00 *No Name $ 267.00 *No name on bid/envelope.
Recommended Action: Award the bid to the lowest bidder, Bill Jacobs Chevrolet, in the amount of $127,740. In addition, staff recommends the sale of the seven Community Development
& Building Maintenance Impalas to the following:
Unit # 55: Eliseo Camarena $3,350 Unit # 56: Mariano Gomez $3,000 Unit # 501: Mariano Gomez $2,900 Unit # 502: Jack-son Auto $2,001 Unit # 503: Mariano Gomez $3,300 Unit #
504: Mariano Gomez $2,600 Unit # 508: Jack-Son Auto $2,001
The net amount will therefore be $108,588, which is $35,412 under the budget amount of $144,000.
Replacement / Upgrade of Police Car # 11 – 2005 Chevrolet Impala
VENDOR MAKE BID AMOUNT TRADE-IN OF UNIT #510 NET AMOUNT Shepard Chevrolet 2008 Tahoe $ 28,000.00 $ 5,000.00 $ 23,000.00 Bill Jacobs Joliet LLC 2008 Tahoe $ 33,078.00 $ 1,805.00 $
31,273.00 Advantage Chevrolet 2009 Tahoe $ 36,328.36 $ 3,500.00 $ 32,828.36 W Hare & Son 2009 Tahoe $ 35,700.00 $ 2,800.00 $ 32,900.00 SALE OF LAKE FOREST UNIT #510
NAME/VENDOR AMOUNT Chicago Motors $ 2,105.00 Jack-Son Auto $ 2,001.00 Jeff Adams $ 1,751.00 Douglas' Automotive $ 950.00 *No Name $ 327.00 *No name on bid/envelope.
The unit Shepard Chevrolet bid is a 2008 Police Package Tahoe with approximately 4,500 miles. The Police Department has looked at the vehicle and said it is in excellent condition and
has their required options. In addition, staff will be trading in a second Chevrolet Impala (unit #512) to Shepard, the value of which will be applied to offset the net cost of the
Fire Department’s Tahoe purchase.
Recommended Action: Award the bid to the lowest bidder, Shepard Chevrolet, in the net amount of $18,000. This is $14,000 under the budget amount of $32,000; however, as previously
noted, $5,000 of this savings will be applied to offset the purchase of the Fire Department’s Chevrolet Tahoes.
Replacement / Upgrade of Fire Department’s Unit # 202 – 2001 Ford Explorer & Unit # 281 – 1999 Chevrolet Lumina
VENDOR MAKE BID AMOUNT (BID TOTAL) TRADE #512 TRADE #202 NET AMOUNT Bill Jacobs Joliet LLC 2008 Tahoe $ 67,734.00 $ 1,750.00 $ 2,055.00 $ 63,929.00 W Hare & Son, Inc. 2009
Tahoe $ 71,500.00 $ 2,800.00 $ 2,500.00 $ 66,200.00 Advantage Chevrolet 2009 Tahoe $ 72,952.00 $ 3,500.00 $ 3,000.00 $ 66,452.00
SALE OF LAKE FOREST UNIT #512 SALE OF LAKE FOREST UNIT #202 NAME/VENDOR AMOUNT NAME/VENDOR AMOUNT Shepard Chevrolet $ 5,000.00 Emiliano Gomez $ 3,575.00 Mariano Gomez $ 3,600.00
Shepard Chevrolet $ 3,500.00 Hirlanda Torres $ 3,575.00 Miguel Camarena $ 3,051.00 Eliseo Camarena $ 3,501.00 Jim Cowhey $ 2,600.00 AA Service $ 2,750.00 Chicago Motors $
2,205.00 Chicago Motors $ 2,405.00 Jeff Adams $ 2,100.00 Jack-Son Auto $ 2,201.00 Pete Abel $ 1,251.00 Jeff Adams $ 1,751.00 Douglas' Automotive $ 1,250.00 Douglas' Automotive $
1,250.00 *No Name $ 567.00 *No Name $ 327.00
With the current mileage of both units (97,000 for the Explorer and 72,000 for the Lumina), Staff is recommending that these two units be transferred to the Engineering Section and Community
Development Department respectively, to be used for an additional year or two.
Recommended Action: Award the bid to the lowest bidder, Bill Jacobs Chevrolet, in the amount of $67,734. As was previously noted, the trade in of unit # 512 to Shepard Chevrolet will
be applied to this purchase, making the net amount $62,734; this is $1,266 under the budget amount of $64,000.
Replacement of Unit # 627 – 1998 One-Ton Dump Truck
W-4500 Chassis
VENDOR MAKE BID AMOUNT TRADE-IN OF UNIT #627 NET AMOUNT Bill Jacobs Joliet LLC 2008 Chevrolet W4500 $32,560.00 $2,605.00 $29,955.00 Bill Jacobs Joliet LLC 2009 Chevrolet W4500 $34,480.00
$2,605.00 $31,875.00 Advantage Chevrolet 2009 Chevrolet W4500 $36,695.00 $5,500.00 $31,195.00 Shepard Chevrolet 2008 Chevrolet W4500 $32,148.00 $8,500.00 $23,648.00 W Hare
& Son 2008 Isuzu/GM W4500 $34,550.00 $3,000.00 $31,550.00 Chicago Truck Sales 2009 Isuzu W4500 $36,872.00 $7,000.00 $29,872.00
SALE OF LAKE FOREST UNIT #627 NAME/VENDOR AMOUNT Jack-Son Auto $9,525.00 Ralph Korb $4,382.00 Patricio Camarena $4,051.00 Ski's Landscaping $3,800.00 Land
& Lakes $3,500.00 Paul Najarro $3,167.00 Jeff Adams $1,100.00 *No Name $667.00
Stainless Steel Dump Body, Trip-Edge Snow Plow, Stainless Steel Tailgate Salt Spreader & Central Hydraulic System for the W-4500 Chassis
VENDOR MAKE BID AMOUNT Lindco Equipment Dump Body, Salt Spreader, Hydraulics, Plow $ 45,603.00
Recommended Action: Award the bid for the chassis to the lowest bidder, Shepard Chevrolet, in the amount of $32,148. Secondly, award the bid for the truck body to the low bidder, Lindco
Equipment Company, in the amount of $45,603. Finally, staff recommends the sale of unit #627 to Jack-Son Auto in the amount of $9,525. The net amount of the replacement truck will
therefore be $68,226, which is $16,774 under the budget amount of $85,000.
Replacement of units # 664 & 365 – 1985 Leaf Vacuums
VENDOR MAKE BID AMOUNT TRADE-IN OF UNIT #664 TRADE-IN OF UNIT #365 NET AMOUNT Arlington Power 2008 Giant Vac $33,000.00 $250.00 $250.00 $32,500.00 J. W. Turf, Inc. 2008
Giant Vac $34,907.16 $100.00 $100.00 $34,707.16 EJ Equipment 2008 Giant Vac $37,864.00 $250.00 $250.00 $37,364.00 Fontana Enterprise 2007 Giant Vac $34,416.08 $0.00 $0.00
$34,416.08 ODB 2008 ODB $30,488.00 $0.00 $0.00 $30,488.00 **Fred's Fastrac Sales 2008 Giant Vac $34,070.00 $300.00 $300.00 $33,470.00 **Russo Power Equip 2008 Giant Vac $33,458.00
$0.00 $0.00 $33,458.00 **Bid received after deadline.
SALE OF LAKE FOREST UNIT #664 SALE OF LAKE FOREST UNIT #365 NAME/VENDOR AMOUNT NAME/VENDOR AMOUNT *No Name $ 127.00 *No Name $ 127.00 *No name on bid/envelope.
Recommended Action: In reviewing the bids received for this item, staff checked references for the lowest bidder and found that many towns have had clutch and vibration problems with
these units. As a result, staff recommends that the City Council (i) reject the low bidder and (ii) award the bid to Arlington Power in the amount of $32,500; this is $1,500 under the
budget amount of $34,000.
New Boom Flail Attachment for the Forestry Section
VENDOR MAKE BID AMOUNT - DEMO BID AMOUNT - NEW EJ Equipment 2008 Trackless $29,377.00 $32,877.00 Best Equipment 2008 Trackless $33,875.00 Fredrickson Supply 2008 Trackless
$35,000.00
The new boom flail will significantly increase safety for mowing and cutting of hills, ditches, and right-of-ways. It will cut material up to 3” in diameter and will be the only rough
cut mower in The City’s fleet.
Recommended Action: Award the bid to the lowest bidder for the demonstration unit to E.J. Equipment Company in the amount of $29,377; this is $623 under the budget amount of $30,000.
New Sidewalk Plow Units
VENDOR YEAR MAKE MODEL BID AMOUNT Atlas Bobcat 2008 Bobcat 5600D $123,224.00
At the December 10, 2007 Public Works Committee Meeting, staff presented the request to purchase new sidewalk plow equipment. The Committee members agreed with the need and directed
staff to find units that were versatile and could be used throughout the year. Staff’s research found that the Bobcat Toolcat provided the most versatility and was narrow enough (56”)
to fit on City sidewalks. In bidding these two units, staff sent bids to numerous Bobcat dealers in Illinois, Indianan, and Wisconsin. However, since Bobcat is territorial in their
sales, only Atlas Bobcat submitted a bid.
Recommended Action: Award the bid to the lowest bidder for two Toolcats to Atlas Bobcat in the amount of $123,224; this is $1,776 under the budget amount of $125,000.
Replacement of Tractors # 374 – 1985 Case and # 309 – 1990 Ransom
VENDOR YEAR MAKE MODEL BID AMOUNT TRADE #374 TRADE #309 NET AMOUNT Burris Equipment 2008 Kubota M6040HDC $33,579.00 $100.00 $250.00 $36,044.00 Town & Country Power 2008 John
Deere 5325 $37,769.00 $150.00 $700.00 $36,919.00
SALE OF LAKE FOREST UNIT #374 SALE OF LAKE FOREST UNIT #309 NAME/VENDOR AMOUNT NAME/VENDOR AMOUNT *No Name $167.00 Rich Paulsen $675.00 Douglas' Automotive $150.00 Ski's Landscaping $600.00
*No Name $307.00 Patricio Camarena $250.99 Larry Kenar $201.00 Douglas' Automotive $200.00 *No name on bid/envelope.
Recommended Action: Award of bid to the lowest bidder for a 4WD tractor from Burris Equipment in $36,044. Staff recommends that the sale of unit # 374 to Douglas Automotive in the
amount of $150 and unit # 309 to Rich Paulsen in the amount of $675. The net amount therefore will be $35,219 which is $219 over the budget of $35,000.
Replacement of Garbage Scooters # 160, 161, 162 – 2004 Cushman Haulsters
VENDOR YEAR MAKE MODEL BID AMOUNT (PER UNIT) BID AMOUNT (TOTAL) **Voss Equipment, Inc. 2008 Cushman 84056 $20,321.80 $60,965.40 J.W. Turf, Inc. 2008 John Deere 2020A $20,332.78
$60,998.34 Burris Equipment 2008 Jacobsen Turf Truckster 84056 $20,800.00 $62,400.00 **Bid received after deadline.
After review of the bids, the Jacobsen Turf Truckster is very similar to the Cushman Haulster. Over the past four years, Fleet Maintenance has been experiencing various problems with
the differentials of the Cushmans. The Jacobsen product has a heavier rated rear axle and it is The City’s Mechanics’ opinion that by using the Jacobsens, the rear end issue may be
eliminated.
Recommended Action: Award of bid to Burris Equipment for three Jacobsen trucksters in the amount of $62,400; this is $15,600 under the budget amount of $78,000.
Sale of Used Refuse Trucks
SALE OF LAKE FOREST UNIT #183 SALE OF LAKE FOREST UNIT #189 NAME/VENDOR AMOUNT NAME/VENDOR AMOUNT Land & Lakes $ 21,000.00 Land & Lakes $ 20,000.00 Tidy Bug Equipment
$ 10,357.00 AA Service $ 8,379.00 Lake County Hose $ 6,000.00 Tidy Bug Equipment $ 5,357.00 AA Service $ 3,750.00 *No Name $
2,607.00 *No Name $ 3,167.00 *No name on bid/envelope.
Recommended Action: Award the bid for the sale of refuse trucks # 183 & 189 to Land & Lakes Company in the amount of $41,000.
It is also recommended that the City Council waive first reading, and if desired by the City Council, grant final approval to an ordinance authorizing the sale of certain surplus personal
property owned by The City of Lake Forest to the successful bidders as listed in Exhibit A of the ordinance. The ordinance is attached beginning on page 71.
D. Award of Bid for the Purchase & Installation of a New HVAC 9:25 p.m.
System for the Recreation Center Gymnasium
The existing HVAC system in the Recreation Center’s gymnasium is over 20 years old and is in poor operating condition. The system is a “split system” comprised of dual air handlers,
heater cabinets, evaporator coils, and condenser units. Originally, the gymnasium only had heat, but was retrofitted at a later date with air conditioning. The duct work that was installed
in order to retrofit the air conditioning was partially the cause of the system not operating as efficiently or reliably as possible. The poorly configured duct work restricted the
air flow causing the equipment to operate longer and work harder to maintain the proper climate control.
The proposed new HVAC system was designed by WCW Engineering in Wooddale, IL. The new design includes installing two new 10-ton roof top units that will replace all of the old equipment.
New commercial duct work will be used to connect the existing branch duct work in the ceiling of the gym to the new roof top units. All of the existing branch duct work will be cleaned
and the entire system will be balanced to achieve optimum efficiency.
On April 11, 2008, staff received the following bids for this work:
Company Bid Amount V.P. Mechanical $52,500 Amber Mechanical $84,420 International Piping Systems $90,000
Six different companies paid and received the complete plan set. In addition, staff sent six Invitations to Bid to local mechanical contractors. After the bid opening, staff contacted
those companies that did not submit a bid and found that a few were only interested in jobs with a higher profit margin (15%+). Others cited the City’s bidding requirements (prevail
wage , insurance requirements, bonds, etc.) as reasons for not submitting their bid.
After a detailed review of the bids, V.P. Mechanical’s proposal was rejected for lack of including the required electrical and roofing work. Amber Mechanical’s proposal met all of the
required specifications and their references gave favorable responses. The funds for the new HVAC System have been budgeted in the F.Y. 2008 Park and Recreation Land Fund Capital Improvement
Budget.
Recommended Action: Award of bid to Amber Mechanical in the amount of $84,420; this is $14,420 over the budget amount of $70,000. Additionally, staff is requesting a 5% contingency
for any unforeseen problems during this project. Both the overage and contingency will be covered by savings in other Park & Public Land Fund capital projects.
E. Award of Bid for the City Hall Exterior Paint Removal & 9:30 p.m.
Painting Project
The City intends to engage the services of a painting contractor to remove all of the old paint and repaint the exterior wood surfaces on both the north elevation and south dormer of
City Hall. These exterior surfaces have not been restored since 1997 when City Hall was renovated. The paint coatings on these exterior wood surfaces are failing. The paint coatings
are cracked and the peeling areas are starting to show unprotected bare wood. These failing conditions have been accelerated due to this past year’s harsh winter.
As part of the on-going maintenance to City buildings, the Building Maintenance Staff inspects exterior surfaces annually and develops a schedule for their restoration. Last year City
Hall’s tower was restored. On April 11, 2008, the following bids were received for this project:
Company Bid Di Vinci Painters $47,220 Soutsos Decorating $47,350
Staff sent seventeen Invitations to Bid to various local painters. After the bid opening, staff contacted a few of the painting companies and the reasons for not providing a bid included:
prevailing wage requirement, insurance requirements, and/or too small of job. Staff had received an estimate to perform the work over one year ago and from that, the budget amount
was established. However over these past twelve months, the City has revised their purchasing directive which this, along with an increase in price of materials, has increased the overall
cost of the project.
The proposal from Di Vinci Painters met all of the required specifications and their references have given favorable responses. Di Vinci Painters has performed many painting projects
for the City in the past and has done above satisfactory work. Funds for this project are budgeted in the F.Y. 2008 Capital Improvement Budget.
Recommended Action: Award of bid to Di Vinci Painters in the amount of $47,220; this $17,220 over the budgeted amount of $30,000. The overage will be paid from remaining funds in Building
Maintenance’s operating capital account.
F. Award of Contract for the 2008 Annual Street Resurfacing Program 9:35 p.m.
On April 7, 2008 bids were received and opened on the 2008 Annual Street Resurfacing Program. This year’s original street resurfacing program involves the resurfacing of approximately
4 miles of streets. The following is a list of the original streets included in the 2008 program:
Street From To Circle Ln Westleigh South End Deerpath Rd Mckinley Lake Gavin Ct Waukegan Rd Cul-De-Sac Loch Ln Circle Ln Mccormick Dr Lowell Ln Old Mill Rd Cul-De-Sac Mccormick
Dr Westleigh 170' E. of Douglas Dr. Melody Rd Waukegan Rd Rue Foret Pine Croft Ln Waukegan East End Rue Foret Melody Rd Dead End Turicum Rd Westleigh Dead End Westminster Green
Bay Western
The bids received are summarized as follows:
Bidder Bid Amount
1. Peter Baker & Son Company $938,099.82
2. Curran Contracting $1,032,453.90
3. Greg Greenhill Construction $1,087,601.35
4. Johnson Paving $1,109,218.75
Engineer's Estimate $995,772.06
The low bidder, Peter Baker & Son, has considerable experience working in Lake Forest. Their low bid of $938,099.82 is lower than the Engineer’s Estimate of $995,772.06 and is within
the budgeted amount of $1,000,000.00 that was being recommended in the upcoming FY’09 budget. City staff believes this bid to be fair and recommends that it be accepted. If awarded,
the project would commence in May and completed in July. This project is being funded through the MFT Fund.
As part of the road rehabilitation program funding at the March 17, 2008 Finance Committee meeting, the City Council authorized $420,000 to resurface few additional streets. These additional
streets were identified to be in poor condition outside of the 5-yr pavement resurfacing program. These streets have deteriorated beyond the maintenance repairs performed by in-house
staff. The streets added to the resurfacing program involve the resurfacing of approximately 2 miles of streets. The additional streets to be resurfaced are:
Street From To Conway Rd Telegraph Stablewood Rosemary Rd Illinois Washington Rd Ryan Pl Western Washington Rd Sheridan Rd Westminster Woodland Walnut Rd Deerpath Sheridan Washington
Cir Ryan Pl Woodlawn Washington Rd Deerpath College Wildwood Illinois Ryan Pl
The past two season’s extreme free-thaw cycles combined with lack of proper drainage have caused these pavements to crack and causing inconvenience to the motorists. This additional
street resurfacing work is being funded through the Capital Fund. Based on the prices received, the cost of the additional streets resurfacing project is $398,541.03 and is within the
Engineer’s Estimate of $420,000. In order to maximize savings for the City and take advantage of bidding prices, staff recommends approving the additional streets work to Peter Baker
& Son Company
A copy of a map detailing the street resurfacing program is attached as page 74.
Recommended Action: Award a contract for the 2008 Street Resurfacing Project to Peter Baker & Son in the amount of $938,099.82 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. This portion of the project will be funded through
the MFT Fund.
Add to the above contract for the Additional Street Resurfacing in the amount of $398,541.03 to include authorization to expend, if necessary, an additional amount not to exceed 5% of
the additional contract award for unforeseen change orders that may occur during the administration of this project. This portion of the project will be funded through the Capital Fund.
G. Award of Contract for Design Engineering Services related to 9:45 p.m.
the Ahwahnee Road Watermain Replacement Project
As part of this year’s emergency road rehabilitation program, few water main replacement projects that were in the current 5-yr CIP have been adjusted for a holistic approach to do infrastructure
projects. The Ahwahnee Road water main, from Michgamme Ln to Deerpath, was scheduled for replacement in FY’11. The past two winters and following freeze-thaw cycles has deteriorated
the Ahwahnee Rd pavement beyond the scope of the in-house staff maintenance responsibilities. In order to accomplish both the pavement resurfacing aspect and the watermain replacement
aspect, the 5-yr watermain replacement schedule has been revised accordingly. Such adjustment will be beneficial to the City in terms of savings in infrastructure maintenance but more
importantly the residents will be inconvenienced for a shorter duration.
The Ahwahnee Rd watermain replacement project revision, along with other 5-yr CIP watermain replacement projects, were discussed at March 17, 2008 Finance Committee meeting. The City
Council approved the revised 5-yr CIP watermain replacement projects along with providing additional funding for the emergency road rehabilitation program. The next step in this watermain
replacement process is to procure the services of an engineering firm to perform detailed design engineering including preparation of the plans and the specifications. The engineering
firm being recommended to undertake these services is Bleck Engineering Company, Inc. (Bleck) who has previously worked with the City in a satisfactory manner and are capable of undertaking
this project. As part of the design services Bleck will complete the Ahwahnee Rd watermain design work including securing the required outside agency permits in order to have the project
ready for construction in August. The tentative completion date is late October.
The design contract amount of not-to-exceed $35,000 is included in the revised FY’ 09 budgeted amount of this project. The design amount of $35,000 is within the 6%-7% range of the estimated
construction cost of this project at $803,000. This contract will be financed through the water and sewer fund.
Recommended Action: Staff recommends awarding the Ahwahnee Road watermain replacement design services contract to Bleck Engineering Company, Inc. for a not-to-exceed amount of $35,000.
H. Award of Contract for Street Patching 9:55 p.m.
PRESENTED BY SUPERINTENDENT OF PUBLIC WORKS
KEN LEONE (847-615-4300)
Bids for contractual patching of streets were received on Thursday, April 17, 2008.
The patching work consists of:
2” milling and 2” resurfacing or
10” removal and 10” repaving, depending upon the extent of damage
Bids:
Vendor 2” Mill 10” Deep Base
Superior Paving $25.70/square yard $61.30/square yard
Pave Tech $27.90/square yard $77.40/square yard
Meridian Construction $26.60/square yard $109.60/square yard
Peter Baker & Son $33.35/square yard $106.50/square yard
American Asphalt $95.15/square yard $151.65/square yard
A-Lamp Construction $126.00/square yard $270.00/square yard
Chicagoland Paving incomplete bid: No bid sheet
This pricing is below the engineer’s estimates of $30 per square yard for 2” milling/resurfacing and $75 per square yard for 10” deep base repair.
Recommendation: Award a street patching contract to Superior Paving, Inc. of Fox Lake, IL for a combination of 2” surface milling, 2” surface replacement, and 10” deep base repair for
an amount not to exceed $240,000.
The FY2009 Capital Improvement Budget contains $100,000 for this work and the City Manager and City Council have authorized an additional $140,000 for this year’s patching. Winter conditions
have caused unusually severe damage to The City’s streets; a great deal of patching needs to be done.
Work will be performed this spring and early summer, with an August 1 completion date.
In addition to this contractual work, which will deal with the larger areas requiring patching, City crews have begun to work on the smaller areas of damaged and deteriorating pavement.
Recommended Action: Award of contract to Superior Paving, Inc. for street patching services as discussed in the amount not to exceed $240,000.
ADDITIONAL ITEMS FOR COUNCIL DISCUSSION
ADJOURNMENT 10:05 p.m.
Office of the City Manager
April 18, 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) 234-2600 promptly to allow the City to make reasonable accommodations for those persons.
April 24, 2008 Agenda Page 16