The city of Evanston Administration and Public Works Committee met Jan. 23 to authorize a parking system change order.
Here are the meeting's minutes, as provided by the committee:
City of Evanston Administration and Public Works Committee is located at 2100 Ridge Ave. Evanston.
Administration and Public Works Committee Meeting
Minutes of January 23, 2017
James C. Lytle Council Chambers – 6:00 p.m.
Lorraine H. Morton Civic Center
MEMBERS PRESENT: P. Braithwaite, A. Rainey, M. Wynne, D. Holmes,
B. Miller
STAFF PRESENT: E. Storlie, D. Stoneback, W. Bobkiewicz, G. Farrar, E.
Thomas-Smith, R. Voss, S. Flax, S. Levine, L. Biggs, E.
Sanchez, A. King, A. Villamin, DC Barnes, Chief Scott, I.
Ogbo
STAFF ABSENT: M. Lyons, J. Maiworm, Chief Eddington, G. Gerdes, M.
Muenzer, K. Knapp, S. Ciolek K. Jensen, P. D’Agostino, T.
Nunez, DC Parrott, D. King, L. Hemingway, K. DanczakLyons,
B. Dorneker, S. Nagar, K. Richardson, J. Leonard
PRESIDING OFFICIAL: Ald. Braithwaite
I. DECLARATION OF A QUORUM: ALDERMAN BRAITHWAITE, CHAIR
A quorum being present, Ald. Braithwaite called the meeting to order at
6:13p.m.
II. APPROVAL OF MINUTES OF REGULAR MEETING OF JANUARY 9, 2017
Ald. Miller moved to accept the Minutes of January 9, 2017 A&PW meeting
as submitted, seconded by Ald. Wynne.
The Minutes of the January 9, 2017 A&PW meeting were approved
unanimously 5-0.
III. PUBLIC COMMENT
Junad Rizki spoke about the water tank engineering capital project. He would like
to know how this will be funded. He also spoke regarding the Robert Crown
project. The projected cost is approximately $17 million. He has heard two
different proposals, one regarding renovation of the current building and the other
proposing a new building. He asked for a construction estimate.
Dan Stein, Friends of Robert Crown, spoke in favor of the Crown project.
Hank Goldman, 807 Davis Condo President, spoke in favor of Item A3.4
Sherman Plaza.
IV. ITEMS FOR CONSIDERATION
(A1) Payroll –December 26, 2016 through January 8, 2017 $ 2,699,942.49
(A2) Bills List – January 24, 2017
APPROVED
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Fiscal Year 2016 $ 2,897,320.70
Fiscal Year 2017 $ 177,193.38
For Action
Ald. Miller moved to recommend approval of the City of Evanston Payroll
through January 8, 2017, FY 2016 and 2017 City of Evanston bills through
January 24, 2017, seconded by Ald. Rainey.
The Committee voted unanimously 5-0 to approve the payroll and bills.
(A3.1) Change Order No. 1 for the Treated Water Storage Replacement Project
with CDM Smith
Staff recommends that City Council authorize the City Manager to execute
Change Order No. 1 for the Treated Water Replacement Project (RFP15-55) with
CDM Smith (125 South Wacker Drive, Suite 600, Chicago, IL) in the amount of
$95,113.00. This will increase the total contract amount from the original contract
price of $1,174,685.00 to $1,269,798.00. Funding will be from the Water Fund,
Capital Improvement Account 513.71.7330.62145 -733107, which has a FY2017
budget allocation of $3,920,000 for this project.
For Action
Ald. Rainey moved to recommend City Council authorize the City Manager
to execute Change Order No. 1 for the Treated Water Replacement Project
(RFP15-55) with CDM Smith in the amount of $95,113.00 increasing the total
contract amount from the original contract price of $1,174,685.00 to
$1,269,798.00, seconded by Ald. Holmes.
The Committee voted unanimously 5-0 to approve the change order.
(A3.2) Single Source Purchase of One Recycling Vehicle from R.N.O.W
Incorporated
Staff recommends that the City Council approves the purchase of one (1)
recycling vehicle from R.N.O.W. Incorporated (8636R W. National Avenue, West
Allis, WI 53227) in the amount of $254,836 for 2017. Staff is recommending the
purchase of a recycle vehicle as a replacement for a like vehicle involved in a
crash in October of 2016 and has been subsequently determined to be a total
loss. Funding for the vehicle will be from the Insurance Fund (Account
605.99.7800.62260).
For Action
Ald. Holmes moved to recommend that City Council approves the purchase
of one (1) recycling vehicle from R.N.O.W. Incorporated in the amount of
$254,836 for 2017, seconded by Ald. Rainey.
The Committee voted unanimously 5-0 to approve the purchase.
(A3.3) Approval of Payment to Duncan Solutions Inc. for City’s Parking Meter and
Pay By Cell Operations
Staff recommends the City Council authorize expenditure to Duncan Solutions,
Inc. (633 W. Wisconsin Ave., Milwaukee, WI) and its third party vendor, Passport
Parking, to cover the fees associated with parking meter and pay by cell
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operations in the amount of $214,000. The new parking meters have a monthly
fee for back office support of $7.25 that is estimated to be a monthly charge of
$12,586 based on a current inventory of 1736 parking meters. Passport Parking
is the third party vendor for Duncan Solutions Inc. for pay-by-cell activity, and
charges a $.35 per transactions fee for processing. The current 5-year
agreement with Duncan Solutions Inc. was approved by City Council on July 15,
2013. Funding will be from Account 505.19.7015.65070 with a budget of
$230,000.
For Action
Ald. Wynne moved to recommend City Council authorize expenditure to
Duncan Solutions Inc. and its third party vendor, Passport Parking, to
cover the fees associated with parking meter and pay by cell operations in
the amount of $214,000, seconded by Ald. Holmes.
At Ald. Wynne’s inquiry, Parking/Fleet Manager Rickey Voss confirmed that the
pass-through charges are an industry–wide standard. Pay-by-cell activity has
spiked and a lot of residents opt to pay for the 2 hour maximum when they park.
As a result, there has been a drop in parking tickets.
The Committee voted unanimously 5-0 to approve the expenditure.
(A3.4) Change Order No. 2 to Parking Access and Revenue Control System
Contract with Automated Parking Technologies
Staff recommends that City Council authorize the City Manager to execute
Change Order No. 2 to the Parking Access and Revenue Control System
(PARCS) contract with Automated Parking Technologies, L.L.C. (APT) (500 W.
18th Street, Suite 301, Chicago, IL) to provide transponders to Sherman Plaza
residents for access to the Sherman Plaza Parking Garage. This change order
includes installation of garage access readers and equipment plus transponders
for residents in the total amount of $140,292.47. Funding for the project will be
provided by the FY2017 Parking Fund Capital Improvement (Account
505.19.7005.65515) with a budget $3,020,000.
For Action
Ald. Miller moved to recommend City Council authorize the City Manager to
execute Change Order No. 2 to the Parking Access and Revenue Control
System (PARCS) contract with Automated Parking Technologies, L.L.C.
(APT) to provide transponders to Sherman Plaza residents for access to
the Sherman Plaza Parking Garage, which includes installation of garage
access readers and equipment plus transponders for residents in the total
amount of $140,292.47, seconded by Ald. Rainey.
Ald. Fiske explained that residents were promised nested parking. Although
complaints have decreased recently there needs to be a resolution to this
frustrating issue. The proposal includes lowering the technology to accommodate
the error. Ald. Holmes voiced concern about the cost of the proposed solution
given that it may not fix all the issues.
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At Ald. Miller’s inquiry, Mr. Gulman explained that residents have experienced
issues since the beginning of the installation. Monthly parkers utilize a proximity
cards while residents with access to the nested parking rely on license plate
recognition (LPR) to enter the area. The garage previously used a transponder
system. There are approximately 500 residents with 300 vehicles.
At Ald. Wynne’s inquiry, Parking/Fleet Manager Rickey Voss explained that the
cost of the LPR and warranty was $1.378 million for all 3 garages. He deferred
further questions to the vendor present.
The vendor explained that they have identified issues with the manufacturer. He
is confident that an operating system update (available from the manufacturer
next week) should fix most, if not all of the problems. He noted that the system
works per the industry standard of 95%.
Ald. Rainey asked the representative if the vendor would be willing to pay for the
cost of the change given the magnitude of the issues the Sherman Plaza
residents are experiencing. He agreed to speak to his business associates.
Ald. Rainey recommending approving the item and hoping the updates fix the
problems. Ald. Holmes moved to hold the item in Committee until the February
13th meeting and waiting for an update that the issue has been resolved,
seconded by Ald. Wynne.
The Committee voted 2-3 with Alds. Wynne, Braithwaite and Holmes
opposed to approving the change order. This item will be held in
Committee until February 13, 2017.
(A3.5) Change Order to the Sikich LLC 2015 Audit Contract
Staff recommends approval of a Change Order to the Sikich, LLC Audit contract
for $41,000, increasing the original contract from $83,250 to $124,250. This
change order stems from two main contract changes, the completion of the
actual Comprehensive Annual Financial Report by Sikich ($12,000) and support
services above the contract limits in the absence of the City’s Accounting
Manager/Controller. Funding is provided as follows: $100,000 from Account
#100.15.1570.62110, Auditing, with a budget of $100,000, and $25,000 from
Account #100.15.1570.61010, Regular Pay, with a budget of $473,693.00.
For Action
Ald. Rainey moved to recommend City Council authorize the City Manager
to approve a Change Order to the Sikich, LLC Audit contract for $41,000,
increasing the original contract from $83,250 to $124,250 stemming from
two main contract changes, the completion of the actual Comprehensive
Annual Financial Report by Sikich ($12,000) and support services above
the contract limits in the absence of the City’s Accounting
Manager/Controller, seconded by Ald. Wynne.
The Committee voted unanimously 5-0 to approve the change order.
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(A3.6) Northeastern Illinois Public Safety Training Academy 2017 Membership
Dues
Staff recommends approval of payment of the 2017 Northeastern Illinois Public
Safety Training Academy (NIPSTA) membership fees in the amount of
$23,545.00 for the Fire Department and Public Works Agency. The City of
Evanston became a member in 2006 and has used many of the training
opportunities and services they offer. The City’s 2017 membership costs will be
$1,497 less than 2011 because the City has been a member for over five
consecutive years. Funding for both the Fire and Public Works Departments’
memberships will be from Fire Department Account 100.23.2305.62360, with a
budget of $44,800.
For Action
Ald. Holmes moved to recommend City Council approval of payment of the
2017 Northeastern Illinois Public Safety Training Academy (NIPSTA)
membership fees in the amount of $23,545.00 for the Fire Department and
Public Works Agency, seconded by Ald. Rainey.
The Committee voted unanimously 5-0 to approve the payment.
(A3.7) Agreement with Smithereen Pest Management Services for City Wide
Rodent Control
Staff recommends City Council authorize the City Manager to sign an agreement
with Smithereen Pest Management Services (7400 N. Melvina, Niles, IL 60714)
for the provision of rodent control services for residential properties and public
places in the City of Evanston. The amount indicated for these services is
$30,000 for a period of February 1, 2017 to February 1, 2018. Staff also
recommends a 2 year extension at the expiration of the agreement and an
additional one year option to renew. Funding is provided by Account
100.24.2435.62605, Licensed Pest Control Services, with a budget of $22,800
for FY2017.
For Action
Ald. Wynne moved to recommend City Council authorize the City Manager
to sign an agreement with Smithereen Pest Management Services for the
provision of rodent control services for residential properties and public
places in the City of Evanston in the amount indicated of $30,000 for a
period of February 1, 2017 to February 1, 2018. Staff also recommends a 2
year extension at the expiration of the agreement and an additional one
year option to renew, seconded by Ald. Holmes.
At Ald. Rainey’s inquiry, Health and Human Services Director Evonda ThomasSmith
explained that she respects the integrity of the purchasing/RFP process.
She is confident in the ability of the response and level of service from
Smithereen. However, they will not be working independently. Their services will
be just one component of the comprehensive pest management program.
City Manager Wally Bobkiewicz suggested the City can go back out for RFP, but
cautioned that bids could come in higher.
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Ald. Wynne directed staff to go back out for RFP. She noted quality control
issues in various wards. Ald. Rainey acknowledged that staff has done a great
job, but suggested this item be held until the next meeting. Public Health
Manager Ike Ogbo confirmed that the current vendor will continue to provide
services on a month-to-month basis until the Council is satisfied to move forward.
Director Thomas-Smith offered to have representatives from Smithereen present
at the next Council meeting to answer any questions from the Committee.
Ald. Rainey moved to hold this item in Committee until February 13, 2017,
seconded by Ald. Miller.
The Committee voted unanimously 5-0 to hold this item in Committee.
(A3.8) Contract with Woodhouse Tinucci Architects, LLC to Provide
Architectural/Engineering Services for the Robert Crown Community
Center, Ice Complex and Library
Staff recommends that City Council authorize the City Manager to execute a
contract to provide architectural/engineering services for the Robert Crown
Community Center, Ice Complex and Library with Woodhouse Tinucci Architects,
LLC (230 W. Superior St., 6th Floor, Chicago, IL) in the amount of $497,500. This
fee is to provide the programming/investigation and schematic concept design
services only. Funding for this project will be provided from Capital Improvement
Program (CIP) 2016 General Obligation Bonds (Account 415.40.4116.62145 –
616017) in the amount of $600,000. Additional project funding is also available
from the 2017 General Obligation Bonds in the amount of $900,000 to be utilized
for future project costs.
For Action
Ald. Miller moved to recommend City Council authorize the City Manager to
execute a contract to provide architectural/engineering services for the
Robert Crown Community Center, Ice Complex and Library with
Woodhouse Tinucci Architects, LLC in the amount of $497,500, seconded
by Ald. Rainey.
The Committee voted unanimously 5-0 to approve the contract.
(A4) Resolution 7-R-17, Authorizing Payments Relating to the FY 2017 Capital
Improvement Plan Projects be Reimbursed by the Subsequent 2017
General Obligation Bond Issuance
Staff recommends City Council adoption of Resolution 7-R-17 authorizing that
payments relating to FY 2017 Capital Improvement Plan project expenditures up
to $14,195,000 be reimbursed by the subsequent 2017 General Obligation bond
issuance.
For Action
Ald. Rainey moved to recommend City Council adopt Resolution 7-R-17
authorizing that payments relating to FY 2017 Capital Improvement Plan
project expenditures up to $14,195,000 be reimbursed by the subsequent
2017 General Obligation bond issuance, seconded by Ald. Holmes.
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The Committee voted unanimously 5-0 to adopt the resolution.
(A5) Ordinance 5-O-17, Water Sales Agreement with Morton Grove and Niles
Staff recommends that the City Council adopt Ordinance 5-O-17, authorizing the
City Manager to execute a Water Supply Agreement with the Villages of Morton
Grove and Niles. The initial term of the agreement is for 40 years with two 10
year extension provisions at the discretion of Morton Grove and Niles.
For Introduction
Ald. Holmes moved to recommend City Council adopt Resolution 5-O-17,
authorizing the City Manager to execute a Water Supply Agreement with
the Villages of Morton Grove and Niles with an initial term of 40 years with
two 10 year extension provisions at the discretion of Morton Grove and
Niles, seconded by Ald. Wynne.
At Ald. Rainey’s inquiry, Public Works Agency Director Dave Stoneback
confirmed that there is an existing meter vault at Emerson and McCormick. He
anticipates construction to work on the 36 inch diameter water main to supply
Morton Grove and Niles to begin in 2018.
The Committee voted unanimously 5-0 to adopt the resolution.
V. ITEMS FOR DISCUSSION
V. COMMUNICATIONS
VI. ADJOURNMENT
Ald. Rainey moved to adjourn the meeting at 7:34pm.
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