Lake County Finance and Administrative Committee votes on marine patrol boat purchase

By Philip Gonzales

Feb 8, 2017

Lake County Finance and Administrative Committee met at 1 p.m. Wednesday, Feb. 8.

Here is the agenda as provided by Lake County:

Lake County Illinois

Lake County Courthouse and Administrative Complex 18 N. County Street Waukegan, IL 60085-4351

Agenda Report - Final

Wednesday, February 8, 2017

1:00 PM

Assembly Room, 10th Floor

Financial and Administrative Committee

1. Call to Order

2. Pledge of Allegiance

3. Approval of Minutes

3.1 17-0182

Executive Session minutes from January 11, 2017.

4. Addenda to the Agenda

5. Public Comment

6. Chairman's Remarks

7. Old Business

8. New Business

CONSENT AGENDA (Items 8.1 - 8.5)

8.1 17-0156

Joint resolution accepting the MacArthur Foundation Grant Innovation Fund, a contract with NICASA Behavioral Health Services, Round Lake, Illinois, for jail diversion case management, and authorizing an emergency appropriation in the amount of $50,000.

• The Lake County Sheriff’s Office applied to participate in the Urban Institute Innovation Fund Competition hosted by the John D. and Catherine T. MacArthur Foundation.

• The Sheriff’s Office has been awarded an Innovation Fund Jail Diversion Case Management Grant in the amount of $50,000.

• The Sheriff’s Office serves as the lead agency on this grant, which will work to reduce the incarceration of persons who are from low-income or minority communities; as well as protected class individuals.

• The Jail Diversion Case Management Program will provide extensive case management services to the community listed above to divert these individuals from the criminal justice system.

• Grant funds will be used to provide intensive case management services to 30 individuals identified as high jail utilizers.

• The services that will be provided will foster health and literacy among high jail utilizers, with the goal of eliminating or reducing the re-arrest of these individuals, and providing them with what they need to become self-sufficient.

• The Sheriff’s Office identified NICASA Behavioral Health Services, Round Lake, Illinois, as the organization that is more qualified to provide the intensive case management services that meet grant requirements and will be required to provide and meet performance measurement and reporting standards.

• Pursuant to Article 6, Section 102, the Purchasing Agent convened an ad hoc review group that approved a bid exemption on the basis that there exists a long standing, successful relationship with NICASA Behavioral Health Services for professional services.

• This resolution authorizes professional services contract with NICASA Behavioral Health Services to provide Jail Diversion Case Management in a not to exceed amount of $50,000.

Attachments: 17042 Bid Exemption Recommendation 8.2 17-0171

Joint resolution authorizing an agreement with EJM Engineering Inc., Chicago, Illinois, at a maximum cost of $107,825.01, for the study and design of light emitting diode (LED) lighting on various County highways, appropriating $130,000 of 1/4% Sales Tax for Transportation funds, and designated as Section 16-00999-27-TL.

• LED Lighting Upgrade: Consultant Agreement and Appropriation.

• The consultant will be tasked with studying and developing plans for upgrading to LED lighting at various locations on the County Highway System.

• Lake County has selected EJM Engineering Inc., Chicago, Illinois, under the Local Government Professional Services Selection Act, for these engineering services.

• This study is included in the Highway Improvement Program.

Joint committee action item approving Change Order Number Four, consisting of an increase of $17,273.67, for additions to the Wilson Road and Nippersink Road, Phase II design engineering services, and designated as Section 03-00070-06-CH.

• Wilson Road and Nippersink Road, Phase II Design Engineering Services: Change Order Number Four.

• Change Orders need to be approved by the standing committees for cumulative net increases over 10 percent.

• The Lake County Board approved the contract with TranSystems Corporation, Schaumburg, Illinois, in the amount of $782,372.98. This was a budgeted project.

• Change Order Number One in the amount of $6,736.07 was for geotechnical work for a culvert near the wetlands. Change Order Number Two in the amount of $51,899.74 extended the shared-use path on the south side of Nippersink Road. Change Order Number Three in the amount of $8,303.02 resurfaced approximately 700 feet of Wilson Road from the current project limit.

• Additional engineering services have been identified in the property acquisition phase and are being requested for several revisions to the original scope of work as detailed in the attached Change Order Number Four.

Attachments: 17-0166 Wilson at Nippersink Change Order Number Four.pdf 8.4 17-0153

Joint resolution authorizing separate agreements with Antioch, Avon, Fremont, Grant, Lake Villa and Wauconda Townships providing the terms and conditions for the receipt of Township funds for the “Ride Lake County West” and “Ride Lake County Central” services, and designated as Sections 09-00280-01-ES and 16-00280-04-ES.

• Antioch, Avon, Fremont, Grant, Lake Villa and Wauconda Townships: Paratransit Contribution Agreements.

• The Townships of Antioch, Avon, Fremont, Grant, Lake Villa, and Wauconda desire to provide additional local funding toward the “Ride Lake County West” service (previously Lake County Northwest Demonstration Project) to extend the use of the project’s awarded federal funding from January 1, 2017, to December 31, 2017.

• The Townships of Antioch, Avon, Grant and Lake Villa have agreed to contribute $8,000 each for the “Ride Lake County West” service.

• The Townships of Fremont and Wauconda have agreed to contribute $4,000 each for the “Ride Lake County West” service.

• Avon Township has also agreed to reimburse fares of specified riders for the “Ride Lake County West” service for trips the Township desires to subsidize.

• Fremont Township desires to provide the $150 local match to the Pace funding for the existing Fremont Township dial-a-ride service that has been folded into the “Ride Lake County Central” service.

• All six Townships presented the agreements to their Boards and all agreements were approved by the six Townships in January, 2017.

8.5 17-0179

Tax Abatement Ordinance for Special Service Area Number (SSA #) 16 tax levy.

• SSAs are created to allow improvements to be made and debt to be issued to pay for these improvements. The debt service is then paid for by a special tax levy.

• Each year, a separate tax is levied on the properties within the designated area to pay the debt service issued to pay for the improvements.

• This SSA provides funds for the repayment of bonds issued for construction of water supply improvements and extensions to provide access to Lake Michigan Water through the existing system of the Central Lake County Joint Action Water Agency (CLCJAWA).

• In the case of the SSA #16 Series 2016 bonds, there were reimbursements received from CLCJAWA. These funds can then be used to help pay the debt for the Series 2016 Bonds. Each year, part of those funds is used to lower the tax levy.

• This ordinance authorizes the taxes to be abated.

REGULAR AGENDA

LAW & JUDICIAL

8.6 17-0157

Joint resolution authorizing the purchase of a Lake County Sheriff’s Office marine patrol boat from Brunswick Commercial and Government Products Inc. of Edgewater, Florida, in an estimated total amount of $134,149.

• On September 3, 2016, there was a boat crash involving a Lake County Sheriff’s Office marine patrol boat and a vessel operated by a private citizen.

• The Risk Division evaluated the situation and determined the boat was beyond repair and needed to be replaced.

• Funding for the replacement of the marine patrol boat will be provided by the Risk Division.

• Pursuant to Article 10-101 of the Lake County Purchasing Ordinance, Cooperative Purchasing, Lake County may participate in a cooperative purchasing agreement for the procurement of goods with one or more public procurement units in accordance with an agreement entered into between the participants.

• Lake County Sheriff’s Office identified a cooperative purchasing contract with Brunswick Commercial and Government Products Inc. of Edgewater, Florida, through General Services Administration (GSA) to procure the marine patrol boat that was competitively solicited and awarded.

8.7 17-0145

Joint resolution authorizing a contract with Stuckey Construction Company Inc. of Waukegan, Illinois, for general contracting services required for construction of the Lake County Multi-Departmental Storage Facility in the amount of $3,139,000.

• There is a need to construct a storage building on Lake County’s Libertyville Campus that can be utilized by a variety of different County departments.

• This new 20,000 square feet (SF) facility has been designed for the Sheriff’s Office, Clerk of the Circuit Court, Environmental Health Services, Emergency Management, and Facility Operations.

• Funding for the project was previously approved by the County Board through the Capital Improvement Program (CCIP) process, and the cost is within the 2017 budgeted amount.

• An invitation to bid was issued and extended to 327 vendors and sealed bids were received from 11 general contractors ranging from $3,139,000 to $4,558,820.

• Stuckey Construction Company Inc. of Waukegan, Illinois, was determined to be the lowest responsive and responsible bidder who best meets the needs of the County in the amount of $3,139,000

8.8 17-0144

Joint resolution authorizing a contract with Bradford Systems of Bensenville, Illinois, for the purchase of a high-density mobile storage system for the new Lake County Multi-Departmental Storage Facility project in the amount of $473,555.

• There is a need to provide and install a high-density mobile storage system for the new Lake County Multi-Departmental Storage Facility project.

• The solution includes pass-thru lockers, shelving sections, powered mobile carriages, and space saving rail systems which will efficiently secure various evidence and property items being stored by the Sheriff’s Office and Clerk of the Circuit Court.

• Funding for the project was previously approved by the County Board through the Corporate Capital Improvement Program (CCIP) process, this specific expense was expected and is included within the project’s overall budget.

• Bradford Systems of Bensenville, Illinois, is identified as a national cooperative purchasing contractor through the National Intergovernmental Purchasing Alliance (IPA) to procure the high-density mobile storage solutions at a contract price that was competitively solicited and awarded.

PUBLIC WORKS & TRANSPORTATION

8.9 17-0147

Joint resolution authorizing an agreement for professional engineering services with Bollinger, Lach & Associates Inc., Itasca, Illinois, for Phase II design engineering services for the resurfacing of Darrell Road, from Illinois 176 to South of Burnett Road, and Bonner Road, from Darrell Road to US Route 12/Illinois Route 59, at a maximum cost of services described as $168,797.54, appropriating $205,000 of Matching Tax funds for these engineering services, and designated as Section 17-00999-29-RS.

• Darrell Road and Bonner Road Resurfacing Phase II: Consultant Agreement and Appropriation.

• Darrell Road, from Illinois 176 to South of Burnett Road, and Bonner Road, from Darrell Road to US Route 12/Illinois Route 59, will be resurfaced.

• These resurfacing improvements have been identified within the County’s pavement management system and are included in the Highway Improvement Program.

• An engineering consultant firm will be used for the Phase II design engineering for this improvement.

• In accordance with the Local Government Professional Services Selection Act, the recommended firm is Bollinger, Lach & Associates Inc., Itasca, Illinois.

Attachments: 17-0147 Darrell Road and Bonner Road Consultant Agreement Draft.pdf 8.10 17-0148 Joint resolution authorizing an agreement for engineering consultant services with Gewalt Hamilton Associates Inc., Vernon Hills, Illinois, for Phase II design engineering services for the resurfacing of Fairfield Road, from Lake Villa Township Line south to Illinois Route 134, at a maximum cost of $87,818.38, appropriating $110,000 of Matching Tax funds, and designated as Section 17-00104-09-RS.

• Fairfield Road Resurfacing Phase II: Consultant Agreement and Appropriation.

• Fairfield Road is in need of resurfacing.

• This resurfacing improvement has been identified within the County’s pavement management system, and is included in the Highway Improvement Program.

• An engineering consultant firm will be used for the Phase II design engineering for this improvement.

• In accordance with the Local Government Professional Services Selection Act, the recommended firm is Gewalt Hamilton Associates Inc., Vernon Hills, Illinois.

• This resolution authorizes the execution of a professional services agreement with Gewalt Hamilton Associates Inc., Vernon Hills, Illinois, at a maximum cost of services described as $87,818.38 and appropriates $110,000 of Matching Tax funds for these services.

Attachments: 17-0148 Fairfield Road Resurfacing Consultant Agreement Draft.pdf 8.11 17-0150

Joint resolution authorizing an agreement for professional engineering services with McClure Engineering Associates Inc., Waukegan, Illinois, for Phase II design engineering services for the resurfacing of Hunt Club Road, from Washington Street to North of Dada Drive, and York House Road, from Illinois Route 131 to Lewis Avenue, at a maximum cost of services described as $155,242.26, appropriating $190,000 of Motor Fuel Tax funds for these engineering services, and designated as Sections 17-00095-18-RS and 17-00143-14-RS.

• Hunt Club Road and York House Road Resurfacing Phase II: Consultant Agreement and Appropriation.

• Hunt Club Road, from Washington Street to North of Dada Drive, and York House Road, from Illinois Route 131 to Lewis Avenue, will be resurfaced.

• These resurfacing improvements have been identified within the County's pavement management system, and are included in the Highway Improvement Program.

• An engineering consultant firm will be used for the Phase II design engineering for this improvement.

• In accordance with the Local Government Professional Services Selection Act, the recommended firm is McClure Engineering Associates Inc., Waukegan, Illinois.

Attachments: 17-0150 Hunt Club Road and York House Road Resurfacings Agreement Draft.pdf 8.12 17-0168

Joint resolution authorizing an agreement with AECOM Technical Services Inc., Chicago, Illinois, for the Butterfield Road Adaptive Traffic Signal Control Study and Design, at a maximum cost of $148,475.25, appropriating $180,000 of 1/4% Sales Tax for Transportation funds, and designated as Section 16-00142-08-TL.

• Butterfield Road Adaptive Traffic Signal Control Study and Design: Consultant Agreement and Appropriation.

• The consultant will be tasked with studying and developing plans for advanced Adaptive Traffic Signal Control technology, a system that adjusts the timing of traffic signals to accommodate changing traffic patterns and ease traffic congestion, on Butterfield Road, from Allanson Road to Illinois Route 137.

• Lake County has selected AECOM Technical Services Inc., Chicago, Illinois, under the Local Government Professional Services Selection Act, for these engineering services.

• This study is included in the Highway Improvement Program.

Attachments:

17-0168 Butterfield Road Adaptive Agreement Draft.pdf

17-0168 Butterfield Road Adaptive Traffic Control Attachment A.pdf

8.13 17-0149

Joint resolution appropriating $985,000 of County Bridge Tax funds for the construction and acquisition of necessary right-of-way, by agreement or condemnation, and other right-of-way costs associated with the Gilmer Road retaining wall maintenance and culvert replacement, and designated as Section 14-0000-07-GM.

• Gilmer Road Retaining Wall Maintenance and Culvert Replacement: Appropriation with Condemnation Authority.

• A culvert replacement and retaining wall maintenance are required on Gilmer Road and Sequoia Road and are included in the Highway Improvement Program.

• Preliminary plans and specifications for this improvement have been prepared.

• Before a construction letting and right-of-way acquisitions can proceed, authority for appropriation and condemnation is necessary.

• An appropriation of $985,000 of County Bridge Tax funds is required.

8.14 17-0151

Joint resolution authorizing an agreement with the State of Illinois/Illinois Department of Transportation (IDOT) for the Illinois Route 131 at Kenosha Road intersection improvement, appropriating $1,295,000 of 1/4% Sales Tax for Transportation funds, and designated as Section 17-00125-06-CH, and State Job Number C-91-124-16.

• Illinois Route 131 at Kenosha Road Intersection Improvement: IDOT Agreement and Appropriation.

• Illinois Route 131 at Kenosha Road will be improved with widening, resurfacing, realigning the intersection and traffic signal installation.

• This intersection improvement is included in the Highway Improvement Program.

• The County’s portion of this improvement is for the realignment of Kenosha Road, at its intersection with Illinois Route 131, and a portion of the new traffic signal.

Attachments: 17-0151 Kenosha Road at Greenbay Road IDOT Agreement Draft.pdf 8.15 17-0154

Joint resolution appropriating $1,650,000 of Motor Fuel Tax funds for the resurfacing of Russell Road, from I-94 northbound ramp to Kilbourne Road, and designated as Section 16-00078-16-RS.

• Russell Road Resurfacing: Construction Appropriation.

• Russell Road, from I-94 Northbound Ramp to Kilbourne Road, is in need of resurfacing.

• This resurfacing improvement has been identified within the County’s pavement management system, and is included in the Highway Improvement Program.

• Before a project letting can be held, an appropriation of $1,650,000 of Motor Fuel Tax funds is necessary.

8.16 17-0170

Joint resolution authorizing an agreement with Northern Illinois Gas Company (NICOR) to relocate a gas main along Nippersink Road, west of Wilson Road, appropriating $9,615,000 of 1/4% Sales Tax for Transportation funds and $480,000 of County Bridge Tax funds for the roadway construction improvement and gas main relocation, and designated as Section 03-00070-06-CH.

• Wilson Road at Nippersink Road Improvement: NICOR Agreement and Construction Appropriation.

• The intersection of Wilson Road at Nippersink Road, will be improved including: soil stabilization, correction of super elevation, adding retaining walls, reconstruction, resurfacing and the addition of traffic signals and multi-use paths.

• This improvement is included in the Highway Improvement Program.

• Before a project letting can be held, an appropriation of funds is necessary.

• NICOR has a gas main along Nippersink Road within an easement that must be relocated to accommodate the upcoming highway improvement.

• The relocation of the gas main is proposed to be done before the construction of the highway improvement.

• It will be necessary for the County to reimburse NICOR for the cost of relocation, estimated to be $120,000.

Joint committee action item approving Change Order Number One, consisting of an increase of $20,241.47, for corrections to the consultant contract for the Lake County Division of Transportation (LCDOT) Ordinance Revision and Consolidation Project, and designated as Section 16-00999-24-ES.

• LCDOT Ordinance Revision and Consolidation Project: Change Order Number One.

• Revisions to the “Lake County Highway Access Regulation Ordinance”, Chapter 90 of the Lake County, Illinois, Code of Ordinances (Access Ordinance) and the “Lake County Highway Temporary Closure and Utility and Facility Placement Ordinance”, Chapter 91 of the Lake County, Illinois, Code of Ordinances (Utility Ordinance) are needed.

• The Lake County Board approved the contract with Alfred Benesch & Company Inc., Chicago, Illinois, in the amount of $84,758.53.

• Change Orders need to be approved by the standing committees for cumulative net increase over 10 percent.

• Change Order Number One is the correction of a calculation error by the consultant for the overhead rate. The correction of this error will increase the contract by $20,241.47, or 23.9 percent.

• The contract for this budgeted project is based upon the actual number of hours needed to perform the work, not a lump sum amount.

8.18 17-0169

Ordinance requesting the conveyance of a parcel of land from the Lake County Forest Preserve District (LCFPD) to Lake County, relating to the LCFPD construction of a dog park along York House Road.

• York House Road Land Transfer Ordinance, Lake County Forest Preserve District.

• The LCFPD will be constructing a dog park along York House Road adjacent to Lake County’s right-of-way.

• This requires a land conveyance from LCFPD to extend the right-of-way to accommodate access to the dog park and meet Lake County’s requirements.

• An ordinance is required to request conveyance of parcels of land from the LCFPD to Lake County.

FINANCIAL & ADMINISTRATIVE

8.19 17-0172

Resolution authorizing a contract with Ayres Associates Inc., Madison, Wisconsin, for digital orthoimagery for Lake County for a one-year period, with renewal options, in an amount not to exceed $48,616.

• Lake County desires to enter into a contract for digital orthoimagery.

• Lake County issued a joint request for proposal (RPF) with Kane and McHenry Counties.

• An RFP was extended to 27 vendors, sealed proposals were received from seven vendors, and interviews were held with three firms.

• The Department of Information Technology (IT) budgeted $167,543 for this services in fiscal year 2017.

• The reduced cost is due to the change in procurement methods from removing Cook County from the scope of work, caused in part by the unique complexity of Chicago’s downtown business district.

• An evaluation committee comprised of Lake County’s IT, Division of Transportation, and Stormwater Management Commission, Kane County, and McHenry County selected Ayres Associates Inc., Madison, Wisconsin, as the most favorable proposal, based on the criteria set forth in the RFP.

Attachments: 17001 Award Recommendation.pdf 8.20 17-0175

Resolution authorizing a contract with 720 Worldwide Inc., Chicago, Illinois, for staff augmentation services for system programming and computer operations for Lake County for a one-year period in an amount not to exceed $455,682.50.

• Lake County desires to enter into a contract for staff augmentation services for system programming and computer operations for Lake County.

• Three longtime employees that support the mainframe criminal justice applications will be retiring. The technology these staff members have supported is an old legacy system and finding persons still in the workforce with these skills is problematic. Staff conducted an extensive search to locate firms who could supply candidates with the specialized skill set. Lake County’s Information Technology (IT) recommends this staff augmentation contract for 12 months to continue maintenance, support and operations. Salary savings from the vacant positions in the IT budget will be used to offset the expense of the contract.

• A Request for Proposal (RFP) was extended to 90 vendors, sealed proposals were received from 13 vendors, and interviews were held with two firms.

• The recommended firm is 720 Worldwide Inc., Chicago, Illinois, who has identified three qualified candidates to fill the roles and responsibilities of the three retiring employees.

• At this time, IT recommends staff augmentation versus filling the full-time employee positions. Lake County IT is in the process of migrating to a new database platform to support the criminal justice system and will assess whether these skills will still be required following that migration.

• This contract will cost the County an amount of $455,682.50.

• A line item transfer is required in the amount of $383,130 for the remainder of fiscal year 2017.

Committee action approving Change Order Number One, for Agreement Number 16167, consisting of an increase of $171,720, for the DB2/VM Database Administration service with The Fillmore Group Inc., Towson, Maryland.

• In August 2016, Lake County entered into a contract to provide DB2/VM Database Administration and System Programming Support for various Lake County applications.in the amount not to exceed $486,500.

• Since 2016, the existing DB2 Server for VM database is rapidly reaching its 64GB limit.

• The remaining major milestones in the project are, parallel testing, performance tuning, backup/restore, disaster recovery, production cutover and CRIMPROD/ARCHPROD consolidation.

• The proposal submitted by the Fillmore Group Inc., Towson, Maryland, in response to Lake County’s RFP number 16167 was an estimate based on an assessment conducted onsite in Waukegan, Illinois, early spring 2016.

• During the DB2 migration project, the Fillmore Group Inc. discovered several unanticipated challenges which resulted in a change in the project scope. These findings could not have been foreseen.

• The analysis and findings revealed differences in database security, archive processes, and out of service software needing to be upgraded.

• Change Order Number One increases the amount of the contract by $171,720, for a total contract amount not to exceed $658,220.

• In accordance with Article 8, Section 101 (1) of the Lake County Purchasing Ordinance it is hereby requested that the County Board Chair be authorized to enter into Contract Modification Number One.

8.22 17-0158

Resolution authorizing emergency appropriations for fiscal year (FY) 2017 in various funds for certain projects, items, and activities budgeted in the prior year and not completed.

• This resolution authorizes the carryover, or reauthorization, of certain FY 2016 activities.

• These activities were not included in the FY 2017 budget; to have include them would have hindered the proper scrutiny of the new FY 2017 budget.

• Without this action, these projects and/or items will not have the budget authority required.

Attachments: FY17 Carryovers - Feb 2017 - FINAL 8.23 17-0160

Ordinance amending the Lake County Employee Policies and Procedures Ordinance, Section 10.9 Travel and Business Expense Reimbursement.

• It is the goal of the County to provide accountability for the use of county funds to reimburse employees or officials for expenses incurred in the performance of their duties.

• Pursuant to the new Local Government Travel Expense Control Act, 50 ILCS 150/1, portions of this policy have been revised to comply with the new regulations placed on the reimbursement of travel expenses.

• In compliance with the Act, the policy has been revised as follows:

o Defines maximum allowable reimbursements for travel, meal, and lodging

expenses. o Specifies required information for documentation of expenses. o Requires the use of a standardized form. o Requires a roll call vote at an open meeting of the County Board for approval. o Non-reimbursable expenses are expanded to include the Act’s definition of

entertainment.

Attachments:

Employee Reimbursement Policy 2017

Expense Reimbursement Report 2017

9. Executive Session

9.1 17-0180

Executive Session to discuss imminent litigation pursuant to 5 ILCS 120/2(c)11.

10. County Administrator's Report

10.1 17-0183

Presentation on the 9-1-1 Consolidation Study.

11. Members Remarks

12. Adjournment