City of Lake Forest City Council met Feb. 21.
Here is the agenda provided by the council:
CALL TO ORDER AND ROLL CALL 6:30 p.m.
Honorable Mayor, George Pandaleon
James E. Morris, Alderman First Ward
Jim Preschlack, Alderman Third Ward
Nancy P. Novit, Alderman First Ward
Ara Goshgarian, Alderman Third Ward
Melanie Rummel, Alderman Second Ward
Raymond Buschmann, Alderman Fourth Ward
Edward U. Notz, Jr., Alderman Second Ward
Eileen Looby Weber, Alderman Fourth Ward
PLEDGE OF ALLEGIANCE
REPORTS OF CITY OFFICERS
1. COMMENTS BY MAYOR
2. COMMENTS BY CITY MANAGER
A. Community Spotlight
- Dr. Jill Baren, President Lake Forest College
3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL
4. COMMITTEE REPORTS
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of February 6, 2023, City Council Meeting Minutes
A copy of the minutes can be found beginning on page 16
COUNCIL ACTION: Approval of February 6,2023, City Council Meeting Minutes
2. Approval of an Illinois Department of Transportation Resolution Appropriating $1,500,000 in Motor Fuel Tax (MFT) Funds to be used for the 2023 Annual Pavement Resurfacing Program
STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555)
PURPOSE AND ACTION REQUESTED: The Illinois Highway Code requires each municipality to submit a City Council Resolution appropriating MFT funds for local street maintenance projects. Staff requests approval of a resolution appropriating $1,500,000 in MFT funds to be used for the 2023 Annual Pavement Resurfacing Program.
BACKGROUND/DISCUSSION: Typically, the City appropriates accumulated MFT funds for street maintenance projects every three years. While these projects will be bid and managed in house, the City is required to follow IDOT guidelines in terms of project contract specifications, documentation, and project close-out procedures.
The Illinois Motor Fuel Tax (MFT) Fund is derived from a tax on the privilege of operating motor vehicles upon public highways and of operating recreational watercraft upon the waters of this State, based on the consumption of motor fuel.
The motor fuel taxes that are deposited in the Illinois MFT Fund are: (a). 19.0 cents per gallon (b). 7.5 cents per gallon on diesel fuel in addition to the tax in (a) above.
The Department of Transportation allocates these monies according to the provisions outlined in the MFT fund distribution statue, 35 ILCS 505/8 and initiates the process for distribution of motor fuel tax to the counties, townships, and municipalities. Each month a warrant is issued to each municipal treasurer in the amount of the municipality’s share of Motor Fuel Tax Fund collected for the preceding month. Monthly distributions are posted on the department’s website.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Finance Committee | 11/14/2022 | Included in Capital Plan |
| Public Works Committee | 02/6/2023 | Reviewed & Recommended City Council Approval |
| FY 2024 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted
Y/N |
| 202-3703-439.76-72 | $1,500,000 | $1,500,000 | Y |
Has City staff obtained competitive pricing for proposed goods/services? N/A.
The City will competitively bid the project in March after receiving approval appropriating the MFT funds. Award of the construction low-bid is tentatively scheduled for the April 3, 2023, City Council meeting.
COUNCIL ACTION: Approval of an Illinois Department of Transportation Resolution Appropriating $1,500,000 in Motor Fuel Tax (MFT) Funds to be used for the 2023 Annual Pavement Resurfacing Program
3. Approval of a Public Works Committee Recommendation for an Award of Bid to Efraim Carlson & Son for the Police Department Break Room Renovation Project in the Amount of $88,825 to Include a Project Contingency in the Amount of $11,175, for a Grand Total Amount of $100,000
STAFF CONTACT: Jim Lockefeer, Assistant to the Director of Public Works (810-3542)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and City staff request City Council award of bid to Efraim Carlson & Son for the Police Department Break Room Renovation Project in the amount of $88,825 to include a project contingency in the amount of $11,175, for a grand total amount of $100,000.
BACKGROUND/DISCUSSION: The Public Safety Building’s (PSB) Police Department break room was last renovated in 1996. Located in the lower level of the PSB, the room is a small, 350 square foot area, that Police Department staff can use for meals and breaks. Many of break room’s current infrastructure and assets are well beyond their useful life which includes the carpet, cabinets, counters, appliances, and other room furnishings.
The Public Safety Building operates around-the-clock. At any time, the room could be used for a staff person’s break or meal. As a direct result of the age, use, and current condition of the break room space, many Police Department staff no longer use the room. Once the project is completed, use and functionality of the space are anticipated to greatly increase.
To support this renovation project, the City entered into an architectural design agreement with a professional design services firm, Larson and Darby, in July of 2022. The Larson & Darby team met multiple times with both Public Works and Police Department staff throughout the design process to ensure the design would support staff needs from both the use and maintenance perspectives.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 2/6/2023 | Reviewed and Recommended
Approval |
BUDGET/FISCAL IMPACT: On January 10, 2023, City staff initiated the public bidding process for this project. On January 26, 2023, the City received six sealed bids as outlined below.
Has City staff obtained competitive pricing for proposed goods/services? Yes
| Firm Name | Bid Total |
| Efraim Carlson & Son | $88,825 |
| LZ Design Build Group | $93,000 |
| Red Feather Group | $111,159 |
| Boller Construction | $113,100 |
| Bee Liner Lean Services | $130,000 |
| Stenstrom | $154,700 |
Efraim Carlson & Son has considerable municipal building construction project experience. The firm has completed numerous local Police and Fire Department projects. All firm reference checks were very positive.
Below is an estimated summary of Project budget:
| Funding Source | Amount Budgeted | Amount
Requested | Budgeted? Y/N |
| FY23 Capital Fund
311-1503-467-67-10 | $100,000 | $100,000 | Y |
If approved, project construction will begin March of 2023 with project construction anticipated to be completed by June of 2023.
COUNCIL ACTION: Approval of a Public Works Committee Recommendation for an Award of Bid to Efraim Carlson & Son for the Police Department Break Room Renovation Project in the Amount of $88,825 to Include a Project Contingency in the Amount of $11,175, for a Grand Total Amount of $100,000.
4. Approval to Award a Contract to ZENON Environmental Corporation to Purchase 432 Replacement Membrane Modules Included in the FY ’24 Budget, in the amount of $266,500 and $15,500 for On-Site Technical Support, for a Total of $282,000
STAFF CONTACT: Dan Martin, Superintendent of Public Works (847-810-3561)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff are recommending City Council authorization to award a contract for 432 replacement membrane modules under the FY2024 Membrane Module Evaluation/Replacement Project to Zenon Environmental Corporation (doing business as Suez Water Technologies & Solutions (Suez)). The remaining original membrane modules (576) have exhibited excessive fouling and have reached the end of their useful production life. The membranes need replacement for the Water Treatment Plant (WTP) to continue to provide sufficient drinking water production capacity. If approved by City Council this evening, the proposed membrane module replacement is scheduled to commence upon delivery of the membrane modules and expected to be completed June 1, 2023, in preparation for high-water production season. The installation of replacement modules will be accomplished utilizing in-house WTP staff. The installation of membranes will be executed one train at a time to minimize down-time and to return each train into service in a timely manner.
BACKGROUND/DISCUSSION: Two trains of replacement modules (Trains 1 and 2) with 144 modules each were purchased and successfully installed in early 2022 by WTP staff. The production capacity was significantly improved to help meet demand during the 2022 summer period. Though production capacity was improved to meet demand, the production capacity of the remaining four trains (4 out of 6 Trains) continues to decline as the membrane modules age. Suez, who monitors the membrane system on a weekly basis, noted that even with the two new trains of modules, the current WTP capacity as of July 2022 is still less than the current design capacity and additional membranes need to be replaced. Purchasing and installing the replacement membrane modules for Trains 3, 4, and 5 will increase the current WTP capacity to meet the design capacity.
The replacement membrane modules would be installed in Trains 3, 4, and 5. Trains 3 and 4 were commissioned in April 2018 and Trains 5 and 6 were commissioned in January 2019, providing a calculated age nearing 5 years and exceeding 4 years, respectively. For comparison, Trains 1 and 2 were originally installed in January 2018 and replaced in March 2022, which provided a calculated production life of just over 4 years. Based on replacement period of Trains 1 and 2 and the current rate of deterioration in the remaining trains, it appears that the membrane modules have a life expectancy of approximately 4 to 5 years before replacement is needed. The 432 replacement membrane modules are needed to maintain this replacement schedule and treatment plant capacity of 11.8 MGD. To complete a full first replacement of all 6 Trains, Train 6 will be budgeted in FY2025 or FY2026 for $180,000.
Staff continue to work through options to improve membrane performance to ultimately increase membrane life expectancy. With assistance from Suez, staff have been optimizing cleaning sequences that have resulted in noticeable membrane performance on the older modules. Staff will continue to discuss with SUEZ on cleaning strategies through the current services agreement with Suez.
In addition, staff has applied to the Environmental Protection Agency to obtain a permit to discharge membrane backwash wastewater instead of recycling it within the WTP. With a discharge permit, incoming water quality will improve and theoretically extend the life of the membrane modules. Suez has previously recommended this improvement and has indicated that this would be a significant improvement at the WTP to extend membrane life expectancy.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 2/6/2023 | Reviewed and approved
purchasing replacement modules from Zenon/Suez |
| City Council | 2/1/2016 | Approved GE/ZENON/SUEZ as Membrane Module Provider |
BUDGET/FISCAL IMPACT:
Has City staff obtained competitive pricing for proposed goods/services? No Administrative Directive 3-5, Section 6.1I – Existing Relationship
Suez ‘proposal to supply the replacement modules for Trains 3, 4, and 5 is $266,500 and is included in the FY’24 water fund C.I.P. budget. Under the City’s and Suez’ contract 2-2015, the specification language included pro-rated module price guarantees that reduced the purchase cost of modules by approximately 53.1%. The pro-rated pricing is based on a 10- year membrane life as presented in a 20-year total cost of ownership bid. Staff will further clarify future membrane module replacement costs consistent with contract 2-2015.
The remaining $15,500 will be used to have a factory service representative (FSR) be on-site to oversee the installation and commissioning of the new membranes. Upon completion, the FSR will certify that the installation was completed in accordance with factory standards and has met all the requirements for warranty.
Below is the Project budget:
| FY2024 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted? Y/N |
| Water Capital Improvement Fund 508-6003-467-67.49 | $340,000 | $282,000 | Y |
COUNCIL ACTION: Approval to Award a Contract to ZENON Environmental Corporation to Purchase 432 Replacement Membrane Modules Included in the FY ’24 Budget, in the amount of $266,500 and $15,500 for On-Site Technical Support, for a Total of $282,000
5. Consideration of an Ordinance Approving a Recommendation from the Historic Preservation Commission. (First Reading and if Desired by the City Council, Final Approval)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
The following recommendation from the Historic Preservation Commission is presented to the City Council for consideration as part of the Omnibus Agenda.
755 Washington Road – The Commission recommended approval of a building scale variance to allow construction of a pool house. One letter was received from a neighboring property owner in support of the project. (Approved 6 – 0)
The Ordinance approving the petition, with key exhibits attached, is included in the Council’s packet beginning on page 20. The Ordinance with complete exhibits is available for review in the Community Development Department.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of the Ordinance approving the building scale variance as recommended by the Historic Preservation Commission.
6. Consideration of a Recommendation from the Plan Commission in Support of a Special Use Permit to Allow a Berm Exceeding Seven Feet in Height on a Residential Property at 934 Longwood Drive, Adjacent to the Railroad Tracks. (If desired by the Council, Waive First Reading and Grant Final Approval of the Ordinance.)
STAFF CONTACT: Catherine Czerniak,
Director of Community Development (810-3504)
PURPOSE AND ACTION REQUESTED: A recommendation from the Plan Commission is presented for City Council consideration as part of the Omnibus Agenda.
BACKGROUND/DISCUSSION: The Zoning Code allows berms up to seven feet in height to be constructed on private property by right, that is, without any special approval beyond the issuance of permits. Berms proposed at a height in excess of seven feet must be considered through the special use process which provides for a public hearing before the Plan Commission. In the past, Special Use Permits have been granted for berms on residential properties located adjacent to heavily traveled roads, Routes 41 and 60, and railroad tracks.
The private property owners are responsible for submitting plans for permit and for construction and maintenance of the berms.
This Petition
The property that is the subject of this petition is located at the east end of Longwood Drive, adjacent to the railroad tracks. The property owners recently completed an addition to the rear of their home and improvements in the backyard. A berm of up to 14 feet in height is proposed on the east side of the property, adjacent to the railroad right of way, to provide some buffering from the Metra commuter trains that use the adjacent tracks. All work will be completed on the petitioner’s private property.
The Plan Commission held a public hearing to consider this petition on August 10, 2022. Public testimony was presented by one neighbor who expressed concern about drainage and tree removal. The Commission noted that the trees proposed for removal are generally of low quality and that replacement plantings will be required on the site. The Commission also noted that the petitioners will be required to submit a detailed drainage and grading plan which will be subject to review and approval by the City Engineer.
At the close of the public hearing, the Plan Commission voted 5 to 0 to recommend approval of the Special Use Permit to the City Council. Additional background information is provided in the Plan Commission report which is included in the Council packet beginning on page 39. The approving Ordinance is also included in the Council packet beginning on page 32.
COUNCIL ACTION: If determined to be appropriate by the City Council, waive first reading and grant final approval of an Ordinance approving a Special Use Permit to allow a berm of up to 14 feet in height to be constructed on property at 934 Longwood Drive subject to the conditions as detailed in the Ordinance.
COUNCIL ACTION: Approve the six (6) omnibus items as presented
6. OLD BUSINESS
1. Review of contracts, bids, and financing options for Deerpath Park Athletic Field Improvement Project. Consideration to approve contracts and bids for the Deerpath Park Athletic Field Improvement Project, If desired, City Council may consider a resolution expressing intent to issue bonds for the project.
PRESENTED BY: Chuck Myers, Superintendent of Parks & Forestry, (847)810-3565
PURPOSE AND ACTION REQUESTED: City staff will present the contracts, bids, and financing options for the Deerpath Park Athletic Field Improvement Project. As explained below, City Council will consider the costs for the base project and additional amenities. Depending on if/what additional amenities are preferred, City Council will have the opportunity to consider the approval of contracts and bids for the Deerpath Park Athletic Field Improvement Project. Additionally, City Council may consider a resolution expressing intent to issue bonds for the project.
BACKGROUND/DISCUSSION: Since the Park Board recommendation in March 2022, Council has discussed athletic field improvements at Deerpath Community Park at six previous meetings. On September 6, 2022, the City Council, based on a recommendation from the City Manager’s Advisory Group, directed staff to proceed with design and engineering work to develop a 9.5 acre site at Deerpath Park with synthetic turf athletic fields.
As the Council is aware, design work has since been completed and the bid process has now been conducted. Over the last several City Council meetings, staff have presented various updates on aspects of the project, including the evaluation of turf materials, programming analysis, and revenue projections.
A complete timeline of discussions and actions pertaining to the synthetic turf fields project is provided in the table below.
Previous Project Discussion and Reviews
| Reviewed | Date | Comments |
| City Council
Workshop | 7/12/2021 | High level review of improvement options for Deerpath Park |
| Community
Engagement | Fall 2021 -
Spring 2022 | City conducted surveys and community input sessions |
| Parks & Recreation Board | 3/15/2022 | Recommend City Council approval to proceed with requests for proposals for the design of synthetic turf athletic fields at Deerpath Park |
| City Council | 4/4/2022 | Approval to proceed with requests for proposals for the design of synthetic turf athletic fields at Deerpath Park |
| City Council | 5/2/2022 | Approval of design contract for synthetic turf athletic fields at Deerpath Park |
| City Manager
Advisory Group | 5/25/2022 | Project overview and group charge |
| City Manager
Advisory Group | 7/14/2022 | Preliminary design review and discussion |
| City Manager
Advisory Group | 8/15/2022 | Design alternative review and discussion |
| City Council | 9/6/2022 | Discussion and Direction regarding synthetic turf athletic field size |
| City Council | 10/17/2022 | Approval of amendment to design contract |
| Reviewed | Date | Comments |
| City Manager
Advisory Group | 11/9/2022 | Design alternative review and discussion |
| City Council | 1/17/2023 | Council update on site plan and turf materials selection |
| City Council | 2/6/2023 | Council update on programming and revenue projections |
Recommendations of the Advisory Group
The Advisory Group appointed by the City Manager met four times over the course of several months. The Group was charged with advising, challenging, and offering insight to City staff and the City’s consultants as plans and designs for the improvements at Deerpath Park were developed. Group members were selected to bring expertise in the areas of architecture, engineering, field playability and performance, player safety, site design, land planning, landscaping, sustainable design, and knowledge of the practical and operational aspects of synthetic athletic turf fields. The recommendations from the Advisory Group were previously provided to the Council and are included again in the Council packet for reference on page 41 and page 43.
Base Project and Additional Amenities
The base project includes components such as site excavation and grading, stormwater mitigation and detention improvements, synthetic turf products, site lighting, walking path loop, utilities, sport field amenities, and natural areas enhancements.
Throughout the design phase for the project, City staff considered the elements that make up the base project independently from the additional amenities that enrich the quality of the park and maintain the character of a community park. The additional amenities, reflected in the Conceptual Vision Plan developed and recommended by the Advisory Group, were included in the bid packets and can be added to the base project, if directed by the Council.
The following are additional amenities that were included in design and bidding for City Council’s consideration:
• north building with restroom facilities, concessions, and pavilion area.
• south building with restroom facilities and pavilion area.
• maintenance garage to be added to the south building for storage of turf field materials and maintenance equipment.
• playground designed for use by 2–5-year-olds, three small fitness stations.
• boardwalk in southwest wetland area and crushed stone walking path in natural areas.
Construction Management Firm
Given the complexity and the cost of the project, City staff have determined it would be best to engage with a construction management firm to provide professional construction management services that include public bidding, contract management (by Construction Manager), and full-time onsite project managers and superintendents.
On July 29, 2022 a Request for Proposals (RFP) for Project bidding and construction management services was released by the City, published in the Lake County News Sun, and posted on the City’s website. In addition, an RFP opportunity announcement was emailed directly to multiple firms who provide these services. On August 15, 2022, three firm submittals were received and a selection committee, comprised of City staff, was formed to review and evaluate the written responses based on project approach and understanding, turf field project experience and qualifications, references/project results, and proposed cost. The RFP outlined that submitted cost proposals were to be developed upon an anticipated $12.5 million base construction budget. Further the RFP featured a specific cost proposal template that all firms had to use to outline their costs. This cost proposal sheet required firms to include their lump sum fee to complete bidding services, their percentage base fee to be applied to the total final cost of construction to provide construction management services, any fee adjustments based on change orders, their monthly general fixed condition costs associated with their needed project team staffing, and their percentage base fee that is applied to the total cost of construction to provide their general liability insurance coverage.
Following the evaluation of the written RFP responses, the staff selection team interviewed all three candidate firms. Following the interview process, the staff team unanimously recommended Nicholas & Associates to provide both project bidding and construction management services. Nicholas & Associates has over 40 years of experience in successfully providing construction management services for large scale municipal, commercial, and educational projects. Specifically, they have provided construction management services on over 50 turf field projects, 35 of which were located within the regional area. Additionally, all the fees Nicholas & Associates included as part of their detailed cost proposal submittal were found by staff to be the lower and most competitively cost in comparison to the other two firm submittals.
Bidding Process
As per our agreement with Nicholas & Associates, and following the completion of all design work, Nicholas prepared the necessary bid packets for the various aspects of the project. Bids were reviewed and assembled for City staff to evaluate. The bid included all excavation, grading, base preparation, walking path, landscaping, detention, utilities, and all trades required for the buildings. Staff was also given all costs related to construction, including construction management fees, general liability insurance, general fixed conditions (Nicholas supplied superintendents and project managers) and general conditions (construction site expenses such as trailer, fencing, temporary power, etc.). The bid also included the replacement of the existing tennis court with new tennis/pickleball courts so that the work could be included in the overall project, however, this will be funded separately through the Parks & Public Land Fund.
In addition to the pricing received through the bid process, staff was also given bid pricing for several specific items through national government joint purchase co-operatives such as, Sourcewell and TIPS. Per Section 6.1D of the City’s Purchasing Directive, purchases can be made via a variety of governmental joint purchasing programs. Numerous pieces of equipment are bid nationally, and such bids conform to all requirements of the Illinois State bidding laws. Sourcewell and TIPS follow the competitive contracting law process to solicit, evaluate, and award cooperative purchasing contracts for goods and services. Items that were included in the co-operative pricing include:
1. Midwest Sports Turf for the turf system (TIPS Co-op)
2. Keeper Goals for portable homerun fences (TIPS Co-op)
3. Musco Lighting for sports field lighting (Sourcewell Co-op)
4. Poligon for the baseball dugouts (Sourcewell Co-op)
5. Landscape Structures for the playground/fitness stations (Sourcewell Co-op)
City staff is also recommending that Hitchcock Design Group and their subcontractors provide architectural and engineering construction phase oversight for the project, as shown in the cost structure below.
City staff evaluated all costs for the project have provided a summary chart below for City Council review.
Summary of Costs
The table below includes costs for Synthetic Turf Field Improvements (base project) and also a Menu of Additional Amenities for City Council consideration. City Council could choose to implement some of the additional amenities as part of the initial project or could choose to phase work in over time.
| Synthetic Turf Field Improvements | Dollar Amount |
| Base Construction Cost | $11,584,663 |
| Construction Mgmt. Fees/General Conditions/Insurance | $1,191,320 |
| A&E Construction Phase Services (Hitchcock) | $115,500 |
| Total Base Cost: | $12,891,483 |
| Menu of Additional Amenities | Dollar Amount |
| North Restroom/Concessions/Pavilion Building | $1,417,252 |
| South Restroom/Pavilion Building | $682,157 |
| Maintenance Garage attached the South Building (Allowance) | $426,000 |
| Playground/Fitness Stations | $242,533 |
| Boardwalk/Crushed Stone Path | $236,260 |
| Additional Landscaping/Natural Areas Maintenance | $100,358 |
| Total Additional Amenities Cost: | $3,104,560 |
| Total Base Cost + All Amenities | $15,996,043 |
| Tennis/Pickleball Courts (PPL Funded) | $435,827 |
* The base cost includes $475,000 in contingency and the additional amenities include $63,185 in contingency.
Staff would also note that the bid for a standalone maintenance building was rejected due to cost concerns revealed though the bidding process and aesthetic concerns raised by the Building Review Board. Staff is suggesting that re-design and value engineering be completed over the next month to address the concerns and that an allowance of $426,000 be left in the contract for a maintenance garage to be attached to the south building. This will still allow for alignment with the original construction schedule for the building.
BUDGET/FISCAL IMPACT: With approval by the City Council, costs for the Deerpath Park Athletic Field improvements will be incorporated into the City’s FY24 Budget and FY24-28 Capital Improvement Program. Staff recommends an advance on this funding to allow for work to begin prior to May 1, 2023.
Staff is recommending that the City allocate an estimated $4 million operating surplus in the General Fund for FY23 to this project to reduce long-term financing required. The remaining amount ranging from $ 8.89-12.0 million is recommended to be funded from a General Obligation bond issue.
Based on various debt service models that the City Council will consider, the impact to the average Lake Forest homeowner property tax bill would be $90-143. In the staff presentation at the meeting on February 21, Finance Director Holleb will present various debt service financing models for City Council discussion.
The proposed resolution (page 45) as part of this package would indicate the City’s intent to issue bonds for this project and allow for reimbursement of any expenses incurred prior to bond issue closing. In the staff presentation at the meeting, staff will also present bond financing options.
With approval of the proposed resolution, staff would begin work with the City’s financial advisory firm and bond counsel to prepare for a bond auction. Competitive bids and acceptance of a bid would be brought to the City Council for approval at a later date.
The tennis/pickleball courts amount of $435,827 would be funded from the Parks and Public Land Fund.
To date, the City has paid $565,750 for design services and $10,540 for permit fees.
Has competitive pricing been obtained for proposed goods/services? Yes, with the exception of Government Joint Purchasing as previously outlined.
Below is an estimated summary of Project budget:
| FY2024 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted? Y/N |
| General Fund Reserves
(FY23 Operating Surplus) | $4 million | * | |
| Capital Improvements Fund (GO Bond Issue Proceeds) | $8.89 -$12.0 million | * | |
| Parks and Public Land Fund | $435,827 | * |
* With City Council approval, these amounts will be included in the FY24 Budget.
SUBSEQUENT ACTIVITY:
As a follow up to potential Council action on the items listed below, staff will complete the processing of the necessary Board and Commissions reviews. Recommendations from the Boards and Commissions will be presented to the City Council in the standard manner, as part of the Omnibus Agenda, at a future City Council meeting for final action. The Board and Commission reviews are expected to include the following:
• Zoning Board of Appeals – recommendations on setback variances as needed for buildings and structures, height variances for light and camera poles, and fencing.
• Building Review Board – recommendations on building massing, design aspects, and exterior materials.
• Plan Commission – recommendation to align the zoning on the overall Recreation Center and athletic field parcels for consistency and recognize the community park use.
COUNCIL ACTIONS:
Consideration to approve contracts and bids for the Deerpath Park Athletic Field Improvement Project. The contracts and bids presented below represent the full cost for the base project plus all additional amenities to show the full scope of the project. Council will consider what (if any) additional amenities to include and the amounts will be adjusted to match that preference.
1. Award of contract with Nicholas & Associates for $11,541,172
2. Award of contract with Hitchcock Design Group for $115,500
3. Award of bid with Midwest Sports Turf (TIPS Co-op) for $3,450,000
4. Award of bid with Keeper Goals (TIPS Co-op) for $176,035
5. Award of bid with Musco (Sourcewell Co-op) for $813,900
6. Award of bid with Poligon (Sourcewell Co-op) for $113,000
7. Award of bid with Landscape Structures (Sourcewell Co-op) for $222,263 Total: $16,431,870 (Includes Tennis/Pickleball Courts)
And
Consideration of a Resolution expressing official intent regarding certain capital expenditures to be reimbursed from proceeds of one or more obligations to be issued by the City of Lake Forest, Lake County, Illinois (page 45).
7. NEW BUSINESS
8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS
9. ADJOURNMENT
A copy of the Decision Making Parameters is included beginning on page 15 of this packet. Office of the City Manager February 15, 2023
The City of Lake Forest is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the facilities, are required to contact City Manager Jason Wicha, at (847) 234-2600 promptly to allow the City to make reasonable accommodations for those persons.
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