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City of Evanston Administration & Public Works Committee met April 28

Here is the agenda provided by the committee:

(I) CALL TO ORDER - COUNCILMEMBER NIEUWSMA

(II) APPROVAL OF VIRTUAL COUNCILMEMBER PARTICIPATION

(III) APPROVAL OF MINUTES OF REGULAR ADMINISTRATION & PUBLIC WORKS COMMITTEE MEETING

M1. Approval of the minutes of the Administration & Public Works Committee meeting of April 14, 2025.

Staff recommends approval of the minutes of the Administration & Public Works Committee of April 14, 2025.

For Action

Administration & Public Works Committee - April 14, 2025 - Minutes

(IV) PUBLIC COMMENT

Those wishing to make public comments at the Administration & Public Works Committee meetings may submit written comments in advance or sign up to provide public comment by phone or video during the meeting by completing the City Clerk's Office's online form at https://www.cityofevanston.org/government/city-clerk/publiccomment-sign-up or by calling/texting 847-448-4311.

Community members may watch the Administration & Public Works Committee meeting online at www.cityofevanston.org/channel16 or on Cable Channel 16.

Members of the public are welcome to speak at Administration and Public Works meetings. As part of the Administration and Public Works agenda, a period for public comments shall be offered at the commencement of each regular Administration and Public Works meeting. Public comments will be noted in the Administration and Public Works Minutes and become part of the official record. Those wishing to speak should sign their name and the agenda item or non-agenda topic to be addressed on a designated participation sheet. If there are more than five speakers, a period of twenty minutes shall be provided for all comments, and no individual shall speak longer than two minutes. The Chair will allocate time among the speakers to ensure that Public Comment does not exceed twenty minutes. The business of the Administration and Public Works shall commence twenty minutes after the beginning of Public Comment. Councilmembers do not respond during Public Comment. Public Comment is intended to foster dialogue in a respectful and civil manner. Any person who makes such remarks, or who utters loud, threatening, personal or abusive language, or engages in any other disorderly conduct which disrupts, disturbs or otherwise impedes the orderly conduct of a meeting shall, at the discretion of the mayor or presiding officer, be barred from further participation during that meeting.

Public comments are requested to be made with these guidelines in mind.

(V) CONSENT CALENDAR

A1. Approval of the City of Evanston Payroll, Bills List, and Credit Card Activity

Staff recommends that the City Council approve the City of Evanston's payroll from March 24 to April 6, 2025, for $3,904,669.36, and the Bills List for April 29, 2025, for $2,913,061.39, and credit card activity for the period ending February 26, 2024, for $258,522.33.

For Action

Approval of the City of Evanston Payroll, Bills List, and Credit Card Activity

A2. Approval of BMO Harris Amazon Credit Card Activity

Staff recommends that the City Council approve the City of Evanston’s BMO Harris Amazon Credit Card Activity for the period ending February 26, 2025, for $24,176.77.

For Action

Approval of BMO Harris Amazon Credit Card Activity

A3. Approval of Contract Award for the Parks and Recreation Department 2025 Summer Bus Transportation (Bid #25-12)

Staff recommends that the City Council authorize the City Manager to execute a contract with First Student Transportation (5701 Oakton St, Skokie, IL 60077) in an amount not to exceed $94,440.00. First Student Transportation was the lowest responsive bidder for the Parks and Recreation Department's 2025 Summer Bus Transportation bid. They submitted a base bid of $89,440.00 and a cost of $65.00 per hour for any additional trips that may be necessary.

An allocation for transportation funding is budgeted in the following Business Units:

For Action

Approval of Contract Award for the Parks and Recreation Department 2025 Summer Bus Transportation (Bid #25-12)

A4. Approval of the Agreement with Evanston Township High School to Supply Lunches for the 2025 Summer Food Program

Staff recommends that the City Council authorize the City Manager to execute an agreement with Evanston Township High School (ETHS) (1600 Dodge Ave, Evanston, IL 60201) to provide lunch meals for the 2025 Summer Food Program in the not-to-exceed amount of $3.75 per meal (Tuesday, Thursday, and Friday) and $4.00 on Monday and Wednesday and $4.25 for special diet meals.

This is a reimbursement program in which the total amount of reimbursement the City receives is solely dependent on the number of meals served and varies depending on the level of participation. The city’s estimated reimbursement is calculated using the highest daily participation level stated in our application. Funding for this program is budgeted in Business Unit 100.30.3050 across various line items.

Projected expenses for food costs are $165,000, and projected revenue reimbursement is $195,000.

For Action

Approval of the Agreement with Evanston Township High School to Supply Lunches for the 2025 Summer Food Program

A5. Approval of a Purchase of Thirteen (13) Pieces of Fleet Equipment for use in the Evanston Fire Department, Evanston Police Department, and Motor Pool

Staff recommends the City Council authorize the City Manager to enter into a purchase agreement with Currie Motors (9423 W Lincoln Highway, Frankfort, Il 60423) for twelve (12) 2025 Ford Hybrid Police Interceptors as the replacement for existing vehicles #340 and #347 for the Evanston Fire Department operations; replacement for existing vehicles #2, #35, #42, #45, #49, #50, #53, #68, #69, #79 for the Evanston Police Department operations and one (1) 2025 Ford Hybrid Escape as a replacement for existing vehicle #775 for the City’s Motor Pool which is operated by Facilities & Fleet Management.

Funding for the purchase of thirteen (13) vehicles will be from the Equipment Replacement Fund (601.19.7780.65550) in the amount of $652,017, which has a FY 2025 budgeted amount of $5,296,912.

For Action

Approval of a Purchase of Thirteen (13) Pieces of Fleet Equipment for use in the Evanston Fire Department, Evanston Police Department, and Motor Pool

A6. Approval of Contract Award with Joel Kennedy Constructing Corp. for 2025 Water Main Improvements and Street Resurfacing Project (Bid No. 25-08)

Staff recommends that the City Council authorize the City Manager to execute an agreement with Joel Kennedy Constructing Corp. (40 Noll Street, Waukegan, IL 60085) for the 2025 Water Main Improvements and Street Resurfacing Project (Bid No. 25-08) in the amount of $6,826,213.37.

Funding is provided from the Water Fund in the amount of $6,811,213.37 and from the Sewer Fund in the amount of $15,000.00.

A detailed funding analysis is included in the memo below.

For Action

Approval of Contract Award with Joel Kennedy Constructing Corp. for 2025 Water Main Improvements and Street Resurfacing Project (Bid No. 25-08)

A7. Approval of a Contract Award with Water Resources, Inc. for Water Meter and Meter Interface Unit (MIU) Changeout Project Services (RFP #24-38)

Staff recommends that the City Council authorize the City Manager to execute an agreement with Water Resources, Inc. (390 Sadler Ave., Elgin, IL. 60120) to provide water meter and MIU changeout services in the amount of $3,226,639.00.

Funding is provided by the Water Fund, Water Depreciation Improvement & Extension Business Unit (510.40.7330.65515 - 725007), which has a FY 2025 budget amount of $36,625,905 and a YTD balance of $18,056,002.90.

For Action

Approval of a Contract Award with Water Resources, Inc. for Water Meter and Meter Interface Unit (MIU) Changeout Project Services (RFP #24-38)

A8. Approval of Amendment No. 2 to the Contract with Lakeshore Recycling Systems for Condominium Refuse Franchise Staff recommends that the City Council authorize the City Manager to execute Amendment No. 2 to the contract with Lakeshore Recycling Systems (LRS) (6132 W Oakton Street, Morton Grove, IL 60053) for the Condominium Refuse Franchise.

Funding is provided from the Solid Waste Fund (Account 520.40.4310.62390), which has a fiscal year 2025 budget of $493,138.

FY2026 has a projected budget of $523,668.

For Introduction

Approval of Amendment No. 2 to the Contract with Lakeshore Recycling Systems for Condominium Refuse Franchise

A9. Resolution 31-R-25 Authorizing the City Manager to Execute an Intergovernmental Agreement with the Illinois Department of Transportation for the Central Street Roadway Improvement Project

Staff recommends that the City Council adopt Resolution 31-R-25, authorizing the City Manager to execute an Intergovernmental Agreement with the Illinois Department of Transportation for the Central Street Roadway Improvement Project. This project involves critical roadway improvements along Central Street between Ashland Avenue and Asbury Avenue to enhance infrastructure and improve public safety.

The Illinois Department of Transportation provides funding for the initial contract. Funding increases related to the delay in contract implementation will be invoiced to Northwestern University.

For Action

Resolution 31-R-25 Authorizing the City Manager to Execute an Intergovernmental Agreement with the Illinois Department of Transportation for the Central Street Roadway Improvement Project

A10. Resolution 37-R-25, Authorizing the City Clerk to Sign the Illinois Department of Transportation Resolutions for Girard Avenue Resurfacing Project under the Illinois Highway Code 

Staff recommends City Council adoption of Resolution 37-R-25, authorizing the City Clerk to sign an Illinois Department of Transportation Resolution for Improvement under the Illinois Highway Code for the Girard Avenue Resurfacing Project. This will allow the use of Motor Fuel Tax (MFT) funds in the amount of $112,500 for street improvements.

Funding will be provided from Motor Fuel Tax Funds (MFT) in the amount of $112,500 (Account 200.40.5100.65515 – 425002).

For Action

Resolution 37-R-25, Authorizing the City Clerk to Sign the Illinois Department of Transportation Resolutions for Girard Avenue Resurfacing Project under the Illinois Highway Code

A11. Resolution 41-R-25 Authorizing the City Manager to Enter into a Lease Agreement with the Sauna Club located at the Church Street Boat Launch Area

Staff recommends approval of Resolution 41-R-25 Authorizing the City Manager to Enter into a Lease Agreement with Sauna Club (1629 Florence, Evanston, IL, 60201) at the Church St. Boat Launch Area.

Revenues are deposited into the Beaches Business Unit 100.30.3080.53565.

For Action

Resolution 41-R-25 Authorizing the City Manager to Enter into a Lease Agreement with the Sauna Club located at the Church Street Boat Launch Area

A12. Resolution 45-R-25 in Support of Legislation and Associated Funding to Create a Robust, Unified, Efficient, Accessible, and Modern Public Transit System in Evanston and Northeastern Illinois

Staff recommends the approval of Resolution 45-R-25, which expresses support for the 104th General Assembly of the State of Illinois' adoption of legislation to enhance transportation access in Evanston and Northeastern Illinois.

For Action

Resolution 45-R-25 in Support of Legislation and Associated Funding to Create a Robust, Unified, Efficient, Accessible, and Modern Public Transit System in Evanston and Northeastern Illinois

A13. Ordinance 38-O-25, Authorizing the Sale of Aging Surplus Fleet Vehicles and Equipment Owned by the City of Evanston

Staff recommends that the City Council adopt Ordinance 38-O-25, directing the City Manager to offer the sale of vehicles and equipment owned by the City through public auction through GovDeals, an online auction system utilized by government agencies, or any other subsequent America’s Online Auction. These vehicles may be considered surplus as a result of new vehicle replacements being placed into service or vehicles that had to be taken out of service for safety reasons, with the intention of eventual replacement.

N/A

For Introduction

Ordinance 38-O-25, Authorizing the Sale of Aging Surplus Fleet Vehicles and Equipment Owned by the City of Evanston

(VI) ADJOURNMENT

https://cityofevanston.civicweb.net/document/420964/?printPdf=true