North Cook News

City of Evanston Administration & Public Works Committee met July 14

Here is the agenda provided by the committee:

(I) CALL TO ORDER - COUNCILMEMBER SUFFREDIN

(II) APPROVAL OF VIRTUAL COUNCILMEMBER PARTICIPATION

(III) 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.

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

M1. Approval of the minutes of the Administration & Public Works Committee meeting of June 23, 2025.

Staff recommends approval of the minutes of the Administration & Public Works Committee of June 23, 2025.

For Action

Administration & Public Works Committee - June 23, 2025 - Minutes

(V) CONSENT CALENDAR

A1. Approval of the City of Evanston Payroll and Bills List

Staff recommends that the City Council approve the City of Evanston's payroll for the period from June 2 to June 15, 2025, for $4,405,845.97, from June 16 to June 29, 2025, for $4,500,483.06, and the Bills List for July 15, 2025, for $4,650,112.11.

For Action

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

A2. Approval of Contract with Terra Engineering, Ltd., to Provide Engineering Services for the Ridge Avenue and Central Street Traffic Signal Modernization Project

Staff recommends that City Council authorize the City Manager to execute a contract with Terra Engineering, Ltd. (225 W. Ohio Street, 4th Floor, Chicago, IL 60654) in the amount of $293,500.00 to provide engineering services for the Ridge Avenue and Central Street traffic signal modernization project.

The project will be funded from the Capital Improvement Fund 2025 General Obligation Bonds (originally allocated for the Central & Central Park Traffic Signal – Phase III Engineering and Construction). A detailed funding summary is provided in the memo below.

For Action

Approval of Contract with Terra Engineering, Ltd., to Provide Engineering Services for the Ridge Avenue and Central Street Traffic Signal Modernization

A3. Approval of Contract Award to Propviser for Putting Assets to Work Innovative Finance & Asset Concession Grant Implementation Services - Reevaluated RFP 25-02

Staff recommends that the City Council reauthorize the agreement with Propviser (2205 S 1000 E, Salt Lake City, UT 84106) in an amount not to exceed $900,000 for the Putting Assets to Work Innovative Finance & Asset Concession Grant Implementation (Bid No. 25-02).

The U.S. Department of Transportation Build America Innovative Finance & Asset Concession Grant awarded the City of Evanston $985,000, of which $85,000 covers the cost of administering the grant.

For Action

Approval of Contract Award to Propviser for Putting Assets to Work Innovative Finance & Asset Concession Grant Implementation Services

A4. Approval of a Contract with LRS for Residential Refuse & Yard Waste Franchise (RFP #25-04)

Staff recommends that the City Council authorize the City Manager to negotiate and execute a five-year agreement with LRS for the Residential Refuse & Yard Waste Franchise (RFP #25-04) for an initial annual total of $3,146,772, with optional renewals. Unit prices will increase by 4% annually.

Funding for Residential Refuse will be from the Solid Waste Fund (Account 520.40.4310.62415), which has a FY2025 budget of $1,791,947. Funding for Yard Waste Services will be from the Solid Waste Fund (Account 520.40.4310.62417), which has a FY2025 budget of $743,130.

For Action

Approval of a Contract with LRS for Residential Refuse & Yard Waste Franchise (RFP #25-04)

A5. Approval of Play Equipment Purchase with Landscape Structures for the Twiggs Park Playground Improvement Project

Staff recommends that the City Council authorize the City Manager to execute a Sourcewell purchase with Landscape Structures (601 7th Street South, Delano, MN 55328) for the Twiggs Park Playground Improvement Project in the amount of $327,623.00.

Funding is provided from CDBG and CDBG-CV Grants (Account numbers 215.21.5170.65515-525029 and 215.21.5266.65515- 525029). A detailed summary is included in the memo below.

For Action

Approval of Play Equipment Purchase with Landscape Structures for the Twiggs Park Playground Improvement Project

A6. Approval of a Sole-Source Purchase Order to Increase for Game Time Kids LLC

Staff recommends that the City Council approve the City Manager to sign a sole source agreement and increase Purchase Order 2025-251 by $40,000 for recreational programming at the Chandler-Newberger Community Center, increasing the total to $49,800. Requires twothirds (2/3) vote of the Councilmembers.

Revenue from program registrations is deposited into the General Fund Account: Chandler-Newberger Center Business Unit 100.30.3035.53565. Instructional expenses are paid from ChandlerNewberger Business Unit 100.30.3035.62505, which has a $500,000 budgeted allocation. Compensation for the vendor is based on the following amount of revenue collected:

Program Vendor Revenue City Revenue Camps and Classes 70% 30%

The additional revenue will offset the additional expenses.

For Action

Approval of a Sole-Source Purchase Order to Increase for Game Time Kids LLC

A7. Approval of a Five-Year Sole Source Software as a Service Database and Business Licensing Agreement Renewal with Accela

Staff recommends that the City Council authorize the City Manager to execute a five-year, sole-source agreement with Accela (2633 Camino Ramon, Suite 500, San Ramon, CA 94583) totaling $849,894.44, to be paid in annual installments. The renewal agreement covers the Software as a Service (SaaS) subscription, the database, and business licensing used by Public Works, Health & Human Services, Fire, Economic Development, Law, and Community Development. Requires two-thirds (2/3) vote of the Councilmembers.

Funding is from the IT - Computer Software Account (GL# 100.19.1932.62340) with a FY25 budget of $1,752,000.00 and a yearto-date balance of $678,209.00

For Action

Approval of a Five-Year Sole Source Software as a Service Database and Business Licensing Agreement Renewal with Accela

A8. Approval of a Sole-Source Purchase with Spring City Electrical Manufacturing for Tallmadge Street Light Poles

Staff recommends that the City Council authorize the City Manager to execute a sole-source purchase with Spring City Electrical Manufacturing (One South Main Street, Spring City, PA,19475) of 40 Tallmadge street light poles and LED luminaire fixtures under the existing sole-source agreement for a total cost of $200,000.00.

Requires two-thirds (2/3) vote of the Councilmembers.

Funding for this purchase will come from the Motor Fuel Tax Fund (Account 200.40.5100.65515 - 425010), which has an FY 2025 budget of $350,000 for streetlight pole and fixture replacements, all of which is remaining.

For Action

Approval of a Sole-Source Purchase with Spring City Electrical Manufacturing for Tallmadge Street Light Poles

A9. Approval of a One-Year Renewal of ArcGIS Software with Esri, Inc.

Staff recommends the City Council authorize the City Manager to execute a sole source agreement for the annual support and licensing renewal of the Esri ArcGIS Desktop, Enterprise and Online software products with Esri, Inc. (380 New York Street, Redlands, CA 92373) for $37,006.85 A sole-source approval requires a 2/3 vote of Councilmembers.

The total cost of this renewal is $37,006.85. Funding in the amount of $24,072.00 will be charged to IT Computer Software (Account 100.19.1932.62340), which has a FY 2025 budgeted amount of $1,752,000.00 and a year-to-date balance of $678,209.61. The remaining balance of $12,934.85 will be split among the following GL Accounts; $2,836.00 to Public Works General (Account 100.40.4400.62340), $3,205.85 to Public Works - Water (Account 510.40.4225.62340), $684.00 to the City Manager’s Office - Sustainability (Account 100.15.1535.62490), $1,418.00 to Public Works - Sewer Maintenance (Account 515.40.4530.62340), $1,368.00 to Police (Account 100.22.2205.62490), $636.00 to Economic Development (Account 100.15.5300.62649), $391.00 to Fire (Account 100.23.2305.62335), $2,200.00 to Property Standards (Account 100.21.2126.62236), and $196.00 to Planning (Account 100.21.2105.62360)

For Action

Approval of a One-Year Renewal of ArcGIS Software with Esri, Inc.- 2025

A10. Approval of Change Order No. 3 to the Contract with Bodala, Inc. d.b.a. Central Rug & Carpet for the Ecology Center Renovation (Bid 23-55)

Staff recommends the City Council authorize the City Manager to execute Change Order No. 3 to the agreement with Bodala, LLC d.b.a. Central Rug & Carpet (3006 Central Street, Evanston, Illinois 60201) for the Evanston Ecology Center Renovation (Bid 23-55) to extend the completion date by 42 calendar days from July 18 to August 29, 2025.

The contract amount will remain $3,433,396.00.

This project is funded through the Capital Improvement Fund 2024 General Obligation Bonds. No additional funding is required for this Change Order.

For Action

Change Order No. 3 to the Contract with Bodala, Inc. d.b.a. Central Rug & Carpet for the Ecology Center Renovation (Bid 23-55)

A11. Approval of Change Order No. 1 to the Agreement with Schroeder & Schroeder, Inc. for Sidewalk Improvement Program (Bid No. 25- 09)

Staff recommends that the City Council authorize the City Manager to execute Change Order No. 1 to the agreement with Schroeder & Schroeder, Inc. (7306 Central Park, Skokie, IL 60076) for the Sidewalk Improvement Program (Bid No. 25-09) in the amount of $57,270.00. Funding is provided from the 2025 General Obligation Bond Fund (Account 415.40.4125.65515 – 425012) in the amount of $57,270.00.

This account has a FY 2025 budget of $350,000.00, of which $57,270.00 is remaining.

For Action

Approval of Change Order No. 1 to the Agreement with Schroeder & Schroeder, Inc. for Sidewalk Improvement Program (Bid No. 25-09)

A12. HR Digitization Project - Change Order Request

The City Clerk’s Office is requesting City Council approval for a change order related to the ongoing HR digitization project.

Funding will be provided by City Clerk - Service Agreements and Contracts (100.14.1400.62509), which currently has a balance of $82,694.

For Action

HR Digitization Project – Change Order Request

A13. Resolution 59-R-25, Authorizing the City Clerk to Sign an Illinois Department of Transportation MFT Resolution for Improvement under the Illinois Highway Code for the Green Bay Road Project

Staff recommends City Council adoption of Resolution 59-R-25, authorizing the City Clerk to sign an Illinois Department of Transportation MFT Resolution for Improvement under the Illinois Highway Code for the Green Bay Road Project. This will allow the use of Motor Fuel Tax (MFT) funds in the amount of $2,609,650 to provide the City matching funds for the Green Bay Road Project.

Funding will be provided from Motor Fuel Tax Funds (MFT) in the amount of $2,609,650.00 (Account 200.40.5100.65515 – 425002), which was approved as part of the FY 2025 budget.

For Action

Resolution 59-R-25, Authorizing the City Clerk to Sign an Illinois Department of Transportation MFT Resolution

(VIII) ADJOURNMENT

https://cityofevanston.civicweb.net/document/425464/?printPdf=true