The city of Evanston Administration and Public Works Committee met March 13 to extend a pavement patching contract.
Here is the meeting's agenda, as provided by the committee:
City of Evanston Administration and Public Works Committee is located at 2100 Ridge Ave. Evanston.
ADMINISTRATION & PUBLIC WORKS COMMITTEE Monday, March 13, 2017 6:00 p.m.
Lorraine H. Morton Civic Center, 2100 Ridge Avenue, Evanston James C. Lytle Council Chambers
AGENDA
I. DECLARATION OF A QUORUM: ALDERMAN BRAITHWAITE, CHAIR
II. PRESENTATION OF THE CERTIFICATE OF ACHIEVEMENT FOR EXCELLENCE IN FINANCIAL REPORTING AWARD BY THE GOVERNMENT FINANCE OFFICERS ASSOCIATION
III. APPROVAL OF MINUTES OF REGULAR MEETING OF FEBRUARY 27, 2017
IV. ITEMS FOR CONSIDERATION
ADMINISTRATION & PUBLIC WORKS COMMITTEE
(A1) Payroll – February 6, 2017 through February 19, 2017 $ 3,007,215.30
(A2) City of Evanston Bills – March 14, 2017 $ 3,315,207.85
For Action
(A3.1) Fourth Quarter Financial Report for Fiscal Year 2016
Staff recommends City Council accept and place the Fourth Quarter Financial Report for FY 2016 on file. For Action: Accept and Place in File
(A3.2) Self-Contained Breathing Apparatus Purchase with Municipal Emergency
Services Inc. Staff recommends City Council approval for the purchase of 38 Self-Contained Breathing Apparatus from Municipal Emergency Services Inc., (124 East First Street, Deer Park, IL 61733). The cost of the purchase is $243,200. The funding will come in part from a grant competition through which the Fire Department won an award of $221,091 from the Department of Homeland Security’s Assistance to Firefighters Grant Program. The City of Evanston is responsible for 10% of that amount ($22,109) under the terms of the grant. The grant match funding source will come from funds budgeted to 100.23.2305.62670. For Action
(A3.3) Professional Service Agreement with Connelly’s Academy for Martial Arts
Instruction at the Levy Center Staff recommends that City Council authorize the City Manager to execute a sole source agreement with Connelly’s Academy (9750 Karlov Avenue, Skokie, IL) through December 2018 for a martial arts program services at the Levy Senior Center. Revenue from program registrations are deposited into the General Fund Account, Levy Senior Center 100.30.3055.53565 and expenses for instruction paid from 100.30.3055.62505. Compensation for the vendor is based on the following percentages of revenue collected: 60% Vendor Revenue, 40% City Revenue. Staff projects total 2017 expenditure payments to Connelly’s Academy at $32,400 and revenues of $54,000.00, based on anticipated participation. For Action
(A3.4) Single Source Purchase of Ford Original Equipment Manufacturer Parts
and Vehicle Service from Golf Mill Ford Staff recommends City Council approval of a single source purchase of Original Equipment Manufacturer (OEM) parts and service with Golf Mill Ford Inc. (9401 N. Milwaukee Avenue, Niles, IL) in the amount of $86,500 through March of 2018. In April of 2012, the City went out for bid and Golf Mill Ford was selected as the lowest and only responsive bidder. Golf Mill Ford is the closest OEM dealer and will provide the City with a 30% discount off list price for parts. Funding for this purchase will be from the Major Maintenance, Materials to Maintain Autos Fund (Account 600.26.7710.65060), with a breakdown as follows: $69,500 for FY 2017 (with a budget of $1,050,000), and $17,000 for January – March 2018. For Action
(A3.5) Contract Renewal for Tire Repair and Recap Services from Wentworth Tire
Service Staff recommends City Council approval for the City Manager to authorize a one (1) year renewal for tire repair and recap services in the amount of $24,672 with Wentworth Tire Service (300 North York Road, Bensenville, IL). In April 2016, staff solicited bids for tire mounting, dismounting, and recapping services for a one (1) year period, with the right to extend the agreement for up to two (2) one- year periods. This will be the first one (1) year request for renewal. Funding will be from the Tires and Tubes Fund (Account 600.19.7710.65065) with a budget of $100,000. For Action
(A3.6) Contract with Christopher B. Burke Engineering, Ltd. For Engineering
Services for Phase 3 of the Fountain Square Renovation Project Staff recommends City Council authorize the City Manager to amend an existing engineering services contract for Phase 3 of the Fountain Square Renovation Project (RFP No. 15-68) with Christopher B. Burke Engineering, Ltd (9575 W. Higgins Road, Suite 600, Rosemont, IL 60018), in the amount of $345,634.01. This will modify the existing agreement amount from $401,897.88 to $747,531.89 and extend the contract deadline from June 30, 2017 to June 30, 2018. Funding is available from multiple funds as identified in the 2017 Capital Improvements Plan and as noted: $180,000 from the Washington National TIF (Account 415.40.4217.62145 – 516004) with a FY 2017 Budget of $180,000; and $165,634.01 from the 2017 GO Bond in the Capital Improvements Fund (from other project savings on Sheridan Rd/Chicago Ave project) (Account 415.40.4117.62145 – 516004) with a FY 2017 Budget of $200,000. No other project will be deferred as a result of the use of the Sheridan/Chicago Avenue cost savings. For Action
(A3.7) Contract with Copenhaver Construction for Fountain Square Renovations
Staff recommends City Council authorize the City Manager to execute a contract for the Fountain Square Renovation Project with Copenhaver Construction (75 Koppie Drive, Gilberts, Illinois) in the amount of $5,900,266.70. Funding is available from multiple funds as identified in the 2017 Capital Improvements Plan and as noted: $4,740,000 from the Washington National TIF (Account 415.40.4217.65515 – 516004) with a FY 2017 Budget of $4,740,000; $262,960.00 from the 2017 GO Bond in the Capital Improvements Fund (for Alt #7 - Sheridan Road lighting) (Account 415.40.4117.65515 – 415450) with a FY 2017 Budget of $290,000; and $897,306.70 from the 2017 GO Bond in the Capital Improvements Fund (from other project savings) (Account 415.40.4117.65515 – 516004) with a FY 2017 Budget of $1,000,000. For Action
(A3.8) Contract with Landscape Concepts Management Inc. for 2017 Green Bay
Road Landscape Maintenance Staff recommends City Council authorize the City Manager to execute a contract for the 2017 Green Bay Road Landscape Maintenance contract to the low bidder, Landscape Concepts Management Inc., (31745 Alleghany Rd., Grayslake, IL, 60030) in the amount of $24,966.90. Funding for this project is included in the proposed FY 2017 General Fund budget (Account 100.40.4330.62195), which has a total allocation of $142,000.00. For Action
(A3.9) Contract with Schroeder & Schroeder Inc. for the 50/50 Sidewalk
Replacement Project Staff recommends City Council authorize the City Manager to execute a contract for the 2017 50/50 Sidewalk Replacement Project (Bid No. 17-12) with Schroeder & Schroeder Inc. (7306 Central Park Avenue, Skokie, IL 60076) in the amount of $208,900.00. Funding will be provided from the Capital Improvement Program (CIP) General Obligation Bonds (Account 415.40.4117.65515 – 417021) in the amount of $150,000 and from estimated private funds in the amount of $58,900. This project is budgeted at $150,000 for FY 2017. For Action
(A3.10)Contract Extension for Pavement Patching with J.A. Johnson Paving
Company Staff recommends that City Council authorize the City Manager to execute a one year contract extension for pavement patching with J.A. Johnson Paving Company (1025 E. Addison Ct., Arlington Heights, IL) in the amount of $600,000.00. This contract award is part of a bid let by the Municipal Partnering Initiative. Funding for this service will be from the Capital Improvement Fund (Account 415.40.4116.65515 - 417023) which has $600,000 budgeted for the supplemental patching program in 2017. For Action
(A3.11)Sole Source Purchase of Concrete from Ozinga Ready Mix Concrete Inc.
Staff recommends the City Council authorize the City Manager to execute a one- year single source contract for the purchase of concrete and flowable fill with Ozinga Ready Mix Concrete Inc. (2222 South Lumber Street, Chicago, IL) in the amount of $42,100. Funding will be provided as follows: General Fund (Account 100.40.4510.65055 with a budget of $100,000) in the amount of $26,900; Water Fund (Account 510.40.4540.65051 with a budget of $27,600) in the amount of $7,600; Sewer Fund (Account 515.40.4530.65051 with a budget of $10,000) in the amount of $7,600. For Action
(A3.12)Contract with Hoerr Construction for the 2017 CIPP Contract A
Staff recommends that City Council authorize the City Manager to execute a contract for the 2017 CIPP Sewer Rehabilitation Contract A (Bid No. 17-15) with Hoerr Construction Inc. (1601-D W. Luthy Drive, Peoria, IL) in the amount of $210,088.00. Funding for this project is from Sewer Fund, Account 515.40.4535.62461 - 417010, which has a FY 2017 budget of $665,000. For Action
(A3.13)Howard Street Theatre Architectural Services Contract with Ross Barney
Architects, LLC Staff recommends that City Council authorize the City Manager to execute a contract to provide architectural services for the Howard Street Theatre with Ross Barney Architects, LLC (10 W. Hubbard, Chicago, IL) in the amount of $150,455. Funding for this project will be provided from Capital Improvement Program (CIP) Howard-Ridge TIF funds (Account 415.40.4116.62145 – 617016), which has an FY 2017 budget allocation of $1,400,000. The Howard Ridge TIF will issue debt and will pay the debt service costs for the architectural and construction costs for this project. For Action
(A3.14)Howard Street Corridor Improvement Project Engineering Services
Contract with Christopher B. Burke Engineering, Ltd. Staff recommends that City Council authorize the City Manager to execute a contract to provide Phase I Engineering Services for the Howard Street Corridor Improvement Project with Christopher B. Burke Engineering, Ltd. (9575 W. Higgins Road, Suite 600 Rosemont, IL 60018) in the amount of $289,820.70. This project will be funded from the City’s Capital Improvement Program (CIP) 2017 General Obligation Bonds (Account No. 415.40.4117.65515-417002), which has an FY 2017 budget of $300,000. For Action
(A3.15)Report Regarding Northwestern University’s Voluntary Annual Payments
Referenced in its January 31, 2017 Letter to the City Staff recommends City Council receive this report regarding a recent Northwestern University property acquisition of 1840 Oak Avenue and a status report on the remaining properties owned by Northwestern in the Research Park district. For Action: Accept and Place on File
(A4) Resolution 23-R-17, Affirming the City of Evanston’s Commitment to Reimburse District 65 and District 202 Their Respective Shares of Northwestern University’s Payment in Lieu of Taxes Staff recommends City Council adopt Resolution 23-R-17 memorializing the City’s commitment to reimburse Evanston/Skokie School District 65 and Evanston Township High School District 202 their respective shares of Northwestern University’s voluntary annual payments to the City. For Action
(A5) Resolution 24-R-17, Authorizing the City Manager to Sign an Illinois Department of Transportation Resolution for Improvement to Various Evanston Streets Staff recommends City Council adoption of Resolution 24-R-17 authorizing the City Manager to sign an Illinois Department of Transportation Resolution for improvement by municipality under the Illinois Highway Code for Improvements to various Evanston streets. This will allow the use of Motor Fuel Tax Funds in the amount of $1,400,000 for street resurfacing. Funding will be provided from the Motor Fuel Tax Fund (Fund 200) which has a total FY 2017 budget allocation of $1,391,000 and charged to Account 415.40.4217.65515 – 417004. For Action
(A6) Ordinance 23-O-17, Lease of City-Owned Property Located at 721-723
Howard Street to Theo Ubique Staff recommends that City Council adopt Ordinance 23-O-17, authorizing the City Manager to execute a lease of City-owned real property located at 721-723 Howard Street with Theo Ubique. The lease would be for ten years and includes four, five-year options for additional lease periods. Rent is proposed to be $3,500 per month or $42,000 annually for the first three years. Theo Ubique will make six payments totaling $204,450 to the City to cover a portion of the costs associated with renovating the building. A two-thirds majority of City Council is required to adopt Ordinance 23-O-17. For Introduction
V. ITEMS FOR DISCUSSION
V. COMMUNICATIONS
VI. ADJOURNMENT
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