City of Lake Forest City Council met April 3
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
A. Arbor Day Proclamation
A copy of the Proclamation can be found on page 23
2. COMMENTS BY CITY MANAGER
A. Community Spotlight
- Lake Forest Library
- John Johnson, Lake Forest Library Board President
3. OPPORTUNITY FOR CITIZENS TO ADDRESS THE CITY COUNCIL
4. COMMITTEE REPORTS
FINANCE COMMITTEE
1. Consideration of an Ordinance Authorizing the Issuance of General Obligation Bonds, Series 2023 (First Reading)
PRESENTED BY: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests approving the first reading of an ordinance authorizing issuance of 2023 general obligation bonds.
BACKGROUND/DISCUSSION: Since the Park Board recommendation in March 2022, the City Council has discussed athletic field improvements at Deerpath Community Park at several 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. Upon completion of the design work, the bid process was conducted and bid results were presented to the City Council on February 21, 2023. At the February 21 meeting, the City Council approved numerous contracts and bids associated with the Deerpath Park Improvement Project and adopted a bond intent resolution setting forth a maximum bond issue of $12 million associated with the project.
Attached is the draft official statement (page 24) submitted to Moody’s Investors Service with a request for a rating. A rating review is scheduled to be conducted by Moody’s with Finance Director Elizabeth Holleb on March 29, with a bond rating issued on or about April 12.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| City Council | 3/6/23 | Approval of a Ten-Year Term for the 2023 Bond Issue. |
| City Council | 2/21/23 | Approval of various contracts and bids associated with the Deerpath Park Improvement Projection and Approval of a Bond Intent Resolution Establishing $12 million as Maximum Bond Issue Amount. |
| City Council | 2/6/23 | Council update on programming and revenue projections. |
BUDGET/FISCAL IMPACT: The interest rate on the bond issue will be determined at the online bid auction scheduled for April 17. Debt service on the bond issue is scheduled through December 2033 and will be paid from the City’s debt service property tax levy, with the exception of the December 2023 payment to be funded from a $350,000 property tax levy and TIF Note repayment proceeds in FY23. The bonds will be callable in whole or in part on or after December 15, 2031.
COUNCIL ACTION: Approval of first reading of the bond ordinance (page 94). An online bid will occur on Monday, April 17. At the April 17 City Council meeting, a final bond ordinance reflecting results of the bid auction will be presented for City Council consideration for second reading and granting of final approval.
PUBLIC WORKS COMMITTEE
1. Overview of Forest Park Bluff Slope Stabilization
- Byron Kutz, P.E., Superintendent of Engineering
5. ITEMS FOR OMNIBUS VOTE CONSIDERATION
1. Approval of March 20, 2023, City Council Meeting Minutes
A copy of the minutes can be found beginning on page 119
COUNCIL ACTION: Approval of March 20, 2023, City Council Meeting Minutes 2. Approval of the Check Register for the Period of February 25 – March 24, 2023 STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
BACKGROUND/DISCUSSION: City Code Section 38.02 sets forth payment procedures of the City. The Director of Finance is to prepare a monthly summary of all warrants to be drawn on the City treasury for the payment of all sums due from the City (including all warrants relating to payroll and invoice payments) by fund and shall prepare a detailed list of invoice payments which denotes the person to whom the warrant is payable. The warrant list detail of invoice payments shall be presented for review to the Chairperson of the City Council Finance Committee for review and recommendation. All items on the warrant list detail recommended for payment by the Finance Committee Chairperson shall be presented in summary form to the City Council for approval or ratification. Any member of the City Council shall, upon request to the City Manager or Director of Finance, receive a copy of the warrant list detail as recommended by the Finance Committee Chairperson. The City Council may approve the warrant list as so recommended by the Finance Committee Chairperson by a concurrence of the majority of the City Council as recorded through a roll call vote.
The Council action requested is to ratify the payments as summarized below. The associated payroll and invoice payments have been released during the check register period noted.
Following is the summary of warrants as recommended by the Finance Committee Chairperson:
Check Register for February 25- March 24, 2023
Fund Invoice Payroll Total
101 General 557,405 1,656,910 2,214,315
501 Water & Sewer 65,331 181,731 247,061
220 Parks & Recreation 60,643 379,752 440,395
311 Capital Improvements 781,384 781,384
202 Motor Fuel Tax 7,845 7,845
230 Cemetery 4,490 32,543 37,033
210 Senior Resources 9,346 30,212 39,558
510 Deerpath Golf Course 56,625 3,028 59,653
601 Fleet 84,250 58,776 143,025
416 - 433 Debt Funds 0 248 Housing Trust 0
201 Park & Public Land 0
All other Funds 748,243 175,452 923,695
$2,375,562 $2,518,402 $4,893,964
The subtotal denoted “All other Funds” includes $501,225 in payments for the City’s self-insured medical/dental plan.
COUNCIL ACTION: Approval of the Check Register for the Period of February 25 – March 24, 2023.
3. Approval of a Resolution declaring Lake Forest as an Idle Free Community A copy of the Resolution can be found on page 122
COUNCIL ACTION: Approval of a Resolution declaring Lake Forest as an Idle Free Community
4. Approval of a Resolution Reallocating 2023 Volume Cap to the Village of Buffalo Grove, Illinois
STAFF CONTACT: Elizabeth Holleb, Finance Director (847-810-3612)
PURPOSE AND ACTION REQUESTED: Staff requests approval of a resolution reallocating the City’s 2023 private activity bond volume cap to the Village of Buffalo Grove, Illinois for the private activity bond clearinghouse (PABC) pool.
BACKGROUND/DISCUSSION: The Federal Tax Reform Act of 1986 imposes a limit on the aggregate amount of “tax exempt private activity” bonds (also known as volume cap) that can be issued by a State. Pursuant to these federal regulations, the State of Illinois has developed a formula by which the State ceiling is allocated among governmental units in the State having authority to issue such bonds.
The Illinois Private Activity Bond Allocation Act provides that a home rule unit of government is allocated an amount equal to $120 multiplied by its estimated population, which for Lake Forest in calendar year 2023 is $2,310,360 (19,253 x $120). By May 1, 2023, the City must take action to grant, reserve or transfer its allocation, or the amount is reserved by the Governor’s Office for a pool. The City may transfer its allocation to any other home rule unit of government, the State of Illinois or any agency of the State.
This year, the City has received one request (page 124) to transfer its volume cap, as follows:
| Organization | Proposed Use | Amount of Transfer Fee |
| Village of Buffalo Grove (Lake County Partners) | Private Activity Bond
Clearinghouse | 0.5% or $11,551.80* |
* Paid upon issuance of bonds utilizing the allocated volume cap
Home rule units are not prohibited from charging a fee for transferring their cap. In prior years when economic conditions were more favorable, home rule units were able to induce developers to pay a higher transfer fee than that offered by Lake County Partners. In recent years, however, fewer developers have sought the volume cap due to low interest rates and declines in development activity.
Because the volume cap amount for most municipalities is too small to assist with eligible projects, Lake County Partners created the Clearinghouse in 2000 as a way for Lake County communities to pool their cap and make best use of the allocation locally. Lake County Partners reports that in the past several years, they have seen little activity in the private activity bond market. Since its inception, the clearinghouse has funded nearly $200 million in local projects, including the construction of 360,000 square feet of new manufacturing space, creation of 648 new manufacturing jobs, renovation of 1,600 multi-family dwelling units, purchase of an estimated 251 homes by “first-time homebuyers”, expansion of a Montessori School, and construction of a new solid waste disposal “cell”.
This is the 18th year under home rule status that the City has been allocated volume cap. The City has transferred its volume cap to Buffalo Grove for the past sixteen (16) years. To date, fee income of $8,574.78 has been received.
BUDGET/FISCAL IMPACT: Upon issuance of bonds utilizing the City’s volume cap, a transfer fee payment of .5% would be due to the City. Should the entire 2023 allocation be utilized by the pool, the City would receive $11,551.80.
COUNCIL ACTION: Approval of a Resolution (page 125) Reallocating 2023 Volume Cap to the Village of Buffalo Grove, Illinois
5. Consideration of a Request to Waive the Fidelity Bond Requirement in Connection with Holding a Raffle in the City of Lake Forest for the Lake Forest Baseball Association and the Church of the Holy Spirit (Approval by Motion)
STAFF CONTACT: Margaret Boyer, City Clerk (847.810.3674)
PURPOSE AND ACTION REQUESTED: Staff requests City Council consideration of waiving the fidelity bond requirement in connection with a proposed raffle from the Lake Forest Baseball Association and the Church of the Holy Spirit.
BACKGROUND: In January 2020 the City Council approved an Ordinance Amending Chapter 110, titled “Licenses and Miscellaneous” related to Raffles, to align these sections with recent State of Illinois Legislation. Section 110.0149, J, allows the raffle manager designated by the organization to seek a waiver of the bond requirement from the City Council.
Currently both the Lake Forest Baseball Association and the Church of the Holy Spirit are requesting a waiver of the bond requirement and has submitted a request. A copy of the requests can be found beginning on page 127.
BUDGET/FISCAL IMPACT: N/A
COUNCIL ACTION: Consideration of a Request to Waive the Fidelity Bond Requirement in Connection with Holding a Raffle in the City of Lake Forest for the Lake Forest Baseball Association and the Church of the Holy Spirit (Approval by Motion)
6. Authorize the City Manager to Execute a Two-Year Professional Services Agreement for City Engineering Services with Gewalt Hamilton Associates, Inc. in an Amount Not to Exceed $43,000 for FY2024 and $45,000 for FY2025, and for Permit Reviews when the Full Cost is Reimbursable by the Developer or Property Owner
STAFF CONTACT: Byron Kutz, Superintendent of Engineering (810-3555)
PURPOSE AND ACTION REQUESTED: Staff is recommending City Council award a two-year professional services agreement for the City engineering services to Gewalt Hamilton Associates, Inc., to provide permit reviews when the full cost is reimbursable by the developer or property owner, and authorize the City Manager to execute the agreements.
BACKGROUND/DISCUSSION: The City Surveyor and Engineer is needed to fulfill all statutory requirements and assist with plan reviews for watershed development, commercial development, and IEPA / IDOT permits. Recent plan reviews have primarily focused on applications that fall under the regulations of the Watershed Development Ordinance governed by the Lake County Stormwater Management Commission. In addition, as needed the City Engineer spends time reviewing plans for all the City’s large infrastructure projects including storm sewers, ravines, water mains, and bridges. The assigned engineer from GeWalt Hamilton has been extremely responsive and has been able to participate in a multitude of meetings requested of him. Staff were also pleased with the engineer’s quality of work.
The City Council on April 18, 2022 did award and authorize expenditures for a one-year agreement through April 30, 2023, as well as approving the option to extend for two additional terms. The current request seeks approval to extend the agreement with Gewalt Hamilton for a two-year period and to authorize the City Manager to execute a two-year agreement through April 30, 2025.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| City Council | 4/18/22 | Approved Request to Enter Into a 1- Year Professional Services Agreement, with two additional one-year optional renewals |
| Public Works Committee | 4/6/22 | Reviewed and Approved Request to Enter Into a 1-Year Professional Services Agreement, with two additional one year optional renewals |
| City Council | 4/15/19 | Approved 3-Year Professional Services Agreement |
| City Council | 2/1/16 | Approved 3-Year Professional Services Agreement |
| City Council | 4/15/13 | Approved 3-Year Professional Services Agreement |
BUDGET/FISCAL IMPACT: On March 14, 2022, the City published a Request for Proposals (RFP hereafter) for City engineering services. The RFP required engineering firms to submit their proposals by March 28, 2022. A selection committee was formed of three staff members who work closely with the City Engineer to review the firms’ qualifications.
Eleven engineering firms obtained the RFP document; two provided proposals. In the past when the City’s engineering staff contacted engineering firms to inquire why they had not submitted a response, reasons provided ranged from the needed services not being in the firm’s expertise, to the firms being too busy.
Based on reliable and quality service that has been provided over the past ten years, the staff committee recommended to the Public Works Committee in 2022 that Gewalt Hamilton should be retained as the City Engineer.
Gewalt Hamilton is the engineer for Lake Forest College, If at any point in the future, Lake Forest College proposes any development, expansion, or infrastructure modifications, such plans would be reviewed by in-house Engineering Staff or by another consultant. In addition, Gewalt Hamilton Associates has committed to not performing any engineering services for other private/commercial Lake Forest clients while working as the role of City Surveyor and Engineer.
The City budget recently has included $43,000 annually for City engineering services as they specifically pertain to City projects or issues requiring input from the City Engineer. Any additional dollars expensed for permit reviews are reimbursed by the developer or property owner (separate from the agreement amount).
Has competitive pricing been obtained for proposed goods/services? Yes
| Company Name | Fee Schedule
(Hourly Rate Range) |
| Gewalt Hamilton Associates, Inc. (2023-2024 pricing) | $69 - $190 |
| James Anderson Company | $85 - $135 |
After careful consideration, Gewalt Hamilton Associates, Inc. were unanimously selected by the selection committee in 2022 as the recommended candidate. The basis for the selection was as follows:
• Gewalt Hamilton Associates, Inc. met and surpassed all qualifications outlined in the RFP.
• Gewalt Hamilton Associates, Inc. has extensive experience in providing municipal engineering services and has provided City Engineer services successfully for the City since 2013.
• Gewalt Hamilton Associates, Inc. has presented a reasonable fee schedule associated with their proposed teams (staff received updated 2023-24 pricing).
| Funding Source | Amount
Budgeted | Amount
Requested | Budgeted?
Y/N |
| FY 2024 General Fund Operating Budget 101-3747-435.35-10 | $43,000 | $43,000 | Y |
| FY 2025 General Fund Operating Budget 101-3747-435.35-10 | N/A | $45,000 | N |
In addition to these services, reimbursable permit review expenses are authorized and tracked in a separate account (101-3748-435.35-52).
COUNCIL ACTION: Authorize the City Manager to Execute a Two-Year Professional Services Agreement for City Engineering Services with Gewalt Hamilton Associates, Inc. in an Amount Not to Exceed $43,000 for FY2024 and $45,000 for FY2025, and for Permit Reviews when the Full Cost is Reimbursable by the Developer or Property Owner
7. Award of the Low Bid for the 2023 Sewer Lining Program to Hoerr Construction, Inc., and Authorize the City Manager to Execute an Agreement in the Amount Not to Exceed $108,000
STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff request City Council approval of the contract for the Lake Forest share of the 2023 Sewer Lining Program to Hoerr Construction.
BACKGROUND/DISCUSSION: The City maintains 140 miles of mainline sanitary sewers and 219 miles of storm sewer throughout the City. The pipe material that was predominantly used in the past to construct the sewers was a clay material. The clay pipes are most susceptible to deterioration from natural elements and root intrusions resulting in broken pipes and leaking joints. With a deteriorated pipe, the functionality of the pipe to carry the flows is compromised thereby creating surcharges and/or backups. This reconstruction technique is performed without the expensive and disruptive excavation process. The process provides for the insertion of a special liner inside the pipe, creating a new smooth-surfaced, long-lasting pipe within the old sewer.
If approved by City Council, the project would commence in June/ July/ August and be completed in a few weeks. Upon confirming the start date of the project, a letter will be sent to the residents within the limits of the project two weeks prior to start of construction. The City’s website, under “Construction Updates”, will also provide details on the construction schedule.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Public Works Committee | 3/20/23 | Reviewed & Recommended City Council Approval |
| Finance Committee | 11/14/2022 | Included with FY ’24 Capital Plan |
BUDGET/FISCAL IMPACT: If approved, this will be the 1st of 3 option years on this contract. The 2023 contract unit prices will increase 3% over last year per the terms of the 2022 contract.
Has City staff obtained competitive pricing for proposed goods/services? Yes Below is a summary of project budget by funding source:
| FY 2024 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted
Y/N |
| Capital Fund
311-3703-467.67-25 | $50,000 | $50,000 | Y |
| Water and Sewer Fund
508-6103-467.67-46 | $58,000 | $58,000 | Y |
All three communities are recommending extending their portion of the contract to Hoerr Construction at their respective Council/Board meetings in the next few weeks. The contractor has worked in Lake Forest on previous contracts with satisfactory results.
COUNCIL ACTION: Award of the Low Bid for the 2023 Sewer Lining Program to Hoerr Construction, Inc., and Authorize the City Manager to Execute an Agreement in the Amount Not to Exceed $108,000
8. Consideration to Approve Contracts and Bids for the Forest Park Bluff Slope Stabilization Project to include:
⮚ Approval of Construction Inspection and Bluff Monitoring Services for the Forest Park Bluff Slope Stabilization Project to Hey and Associates, Inc., in the Amount of $56,565, and Authorize the City Manager to Execute an Agreement with Two Additional One Year Bluff Monitoring Renewals in the Amount of $11,565 Per Year; and
⮚ Award of the low bid for the Forest Park Bluff Slope Stabilization Project to John Keno & Company, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $5,097,174 and a 10% Construction Contingency in the Amount of $509,717.40, for a Total of $5,606,891.40; and
⮚ Award of the Low Bid for the Forest Park Bluff Sanitary Lining to Hoerr Construction, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $64,570 and a 10% Construction Contingency in the Amount of $6,457, for a Total of $71,027
STAFF CONTACT: Byron Kutz, P.E., Superintendent of Engineering (810-3555)
PURPOSE AND ACTION REQUESTED: The Public Works Committee and staff request City Council approval of the following contracts and bids related to the Forest Park Bluff Slope Stabilization project: #1) approval of construction inspection and bluff monitoring services with Hey and Associates in the amount of $56,565, including two additional one-year bluff monitoring renewals in the amount of $11,565 per year; #2) award of the low bid to John Keno & Company, Inc., in the amount of $5,097,174 and a 10% construction contingency in the amount of $509,717.40, for a total of $5,606,891.40; #3) award of the low bid for the Forest Park Bluff Sanitary Sewer Lining to Hoerr Construction, in the amount of $64,570 and a 10% construction contingency in the amount of $6,457, for a total of $71,027.
BACKGROUND/DISCUSSION: With bluff stabilizations completed on both the north and south ends of Forest Park, staff and contractual engineers over the past few years have been monitoring the middle portion of the park. Inclinometers were installed and annual readings have been recorded for the past four to five years in three separate locations. The inclinometers determine bluff movement over a defined period of time. The ongoing data review has revealed two areas of concern that have already experienced a few shallow slides just below the parks’ tableland. The first area is just above the north pavilion and the second is slightly south of the Spring Lane entrance of the ring road. Although the bluff has been relatively stable over the last two years, this can change rapidly with above-average rainfall in any given year. Project benefits include stabilizing the slope in order to protect the tableland and Forest Park, protecting the beach and roads below, and protecting the sanitary sewers that run down the bluff and along the toe of slope.
On May 4, 2020, the City Council approved an agreement with Hey and Associates to complete a project pre-design to develop engineered options to stabilize the remaining middle risk areas of the bluff. In September 2020, Hey & Associates completed their pre-design efforts and identified four conceptual design options in their final report. These pre-design options were further reviewed and vetted by the City Engineer and City staff. In addition, the report was also reviewed by the Forest Park Preservation Board (FPPB). On February 12, 2021, the FPPB shared a letter of support with the City Manager outlining their support for the comprehensive design approach to stabilize the remaining bluff areas. At the February 23, 2021, Special City Council Workshop Meeting, a detailed presentation on the final pre-design report and the four pre-design stabilization options were reviewed by Hey and Associates. The City Council also supported the comprehensive design approach to stabilize the remaining bluff areas. Specifically, this option includes the design of upper slope retaining walls, slope drains, and the restoration of any constructed impacted areas with native seed and plant material in accordance with the 2014 Forest Park Natural Areas Management Plan. The project was previously bid out in July, 2022 and August, 2022, but both bids were rejected due to costs exceeding the available budget as well as contractors stating difficulties in acquiring steel pricing. The project was shared again with the City Council at their November, 2022 Finance Committee Capital Improvement Budget Meeting in which there was support to bid out the full project (all three wall segments) again in early 2023. A more complete summary of project history is shown in the project review/recommendations section of this write-up.
The project consists of multiple contract components including the following: Construction Inspection and Bluff Monitoring
City staff will oversee and manage day-to-day coordination with the contractors and Hey and Associates for $45,000 as needed. The construction inspection services include attendance of the pre-construction meeting as well as weekly site-visits, review and approval of shop drawings, responding to contractor Requests For Information, attendance at the punch-list walk-through, as well as providing an as-built survey.
Bluff monitoring services for the first year ($11,565) are incorporated in the proposed overall cost ($56,565) which includes geotechnical assessment, groundwater assessment, and bluff condition observation. These assessments will be performed prior to construction to confirm that no bluff movements have occurred requiring modification of the design. In addition, the City Manager would be authorized to approve two additional one-year bluff monitoring renewals in the amount of $11,565 per year. These additional bluff monitoring renewals will be budgeted separately in the coming years and will allow Hey and Associates to quantify the project benefits relating to groundwater and bluff stability.
Construction of Base Project
The base project includes all three retaining wall segments, wick slope drains for sub-surface drainage, surface drainage improvements, bio-swales, and restoration of any impacted areas with native seed and plant material. The boardwalk and sanitary lining were bid as alternates and will be discussed separately below. A portion of the Section B-1 wall will be funded by the Water Capital Fund as it helps protect the sanitary sewer lines.
Installation of Boardwalk Foundations
The original boardwalk was removed in 2018 after concerns with structural integrity. On April 4, 2022, the City Council approved a design agreement with Hey & Associates to incorporate the design of the boardwalk into the overall design package. Construction of the full boardwalk bid ($2,727,093; with 10% contingency $2,999,803) exceeds available public funding ($1,335,950) and private donations. Initial private-donor conversations have occurred but at this point funds have not been confirmed nor received formally. In November 2022, the Finance Committee direction was to fundraise for any additional amount needed to construct the boardwalk (re-bidding of the boardwalk would be required if awarded at a later date). The staff recommendation is to install the boardwalk concrete foundations now with this project ($496,054). Concrete foundation costs will most likely increase if built later as not part of this project. Also, installing the foundations now utilizes specialized equipment already mobilized for the bluff wall, and minimizes disruption when the boardwalk structure is installed at a later date.
Sanitary Lining
Included with this project is the lining of the 8” and 21” sanitary lines at the Forest Park bluff (located adjacent to the section B-1 wall). It is important to line these sanitary pipes to protect during construction as well as into the future. The lining scope at the bluff includes 283 feet of both 8” and 21” pipes. This scope was bid as an alternate with the overall bluff stabilization project. Staff also requested a quote from the City’s lining contractor. Through MPI pricing, these sanitary lines will be lined at about half the cost than was included with the original bid. The contractor, Hoerr Construction, was the low bidder last year under the Municipal Partnering Initiative (MPI) with Highland Park, and Mundelein for the annual sewer lining program (award of the annual lining program is a separate item on this Council agenda).
Project Schedule
Construction in earnest is anticipated to begin after September 18th with work slated to be completed by end of March 2024; although sanitary lining may occur beforehand which is less intrusive to activities at the beach. In general, the majority of construction will take place from down below, and staging in the south bottom parking-lot in order to limit impacts on the Forest Park tableland.
PROJECT REVIEW/RECOMMENDATIONS:
Below is a cursory summary of Council action for this project dating back to the pre-design:
| Reviewed | Date | Comments |
| Public Works Committee | 3/20/2023 | Reviewed & Recommended City Council Approval for construction |
| Finance Committee | 11/14/2022 | Project status update, and additional funding Included with FY ’24 Capital Plan |
| Finance Committee | 11/8/2021 | FY2023 Budget for bluff approved |
| City Council | 4/19/2021 | Approved design with Hey & Associates |
| Public Works Committee | 3/22/21 | Reviewed and Recommended Award of Proposal to Hey and Associates |
| City Council | 2/23/2021 | Pre-Design Report and Options
Reviewed |
| Finance Committee | 11/9/2020 | Brief Presentation on Pre-Design Reviewed, and approved design funding |
| City Council | 5/4/2020 | Approved bluff pre-design with Hey & Associates |
| Finance Committee | 11/12/2019 | Pre-design funding approved to further evaluate remaining bluff areas |
BUDGET/FISCAL IMPACT: The project was placed out to bid in mid-January with a subsequent bid opening on February 23, 2023. There also was a mandatory on-site pre-bid meeting for interested contractors to attend and ask any questions. A total of two bids were received. The project team will work closely with the City’s Communications Manager to ensure progress updates are provided weekly to the public, as well as close coordination with Parks and Recreation to minimize impacts to beach patrons.
Has City staff obtained competitive pricing for proposed goods/services? Yes
Capital funds of $3,500,000 were included with the FY2023 budget, with an additional $1,450,000 in Capital funds included in the FY2024 budget for a total of $4,950,000. The components of this project to be funded from the Water Capital Fund and the Park and Public Land Fund have not been included in the FY2024 preliminary budget, but with City Council approval, these items will be included in the FY24 budget presented for City Council approval in two weeks.
The following is a summary of the two bids received (contingency not shown) as sorted by project component (bold indicates low bid):
| Company Name | Base Bid
Amount | Sanitary
Lining Bid Amount | Full
Boardwalk Bid Amount* | Boardwalk Foundations Only |
| John Keno & Company, Inc. | $4,601,120 | $117,901.00 | $2,727,093.00 | $496,054 |
| V3 Construction Group | $6,229,204 | $110,370.00 | $3,391,076.00 | $797,400 |
| Hoerr Construction, Inc., (quote from MPI contractor) | N/A | $64,570 | N/A | N/A |
Note*: Full boardwalk construction is not recommended due to bids exceeding available public and private funding.
Below is a summary of the project budget as sorted by funding source, as well as which contractor the project component is being awarded:
| FY 2024
Funding Source | Project
Component | Contractor | Amount
Budgeted | Bid
Amount | Amount
Requested (with 10% contingency as applies) | Budgeted
Y/N |
| Capital
Fund 311- 3703- 478.78-88 | Construction Inspection
and Bluff Monitoring | Hey and
Associates, Inc. | $4,950.000 | $56,565 | $56,565 | Y |
| Base project ($4,601,120
less portion of B1wall protecting sanitary lines $220,902)** | John Keno & Company,
Inc., | $4,380,218 | $4,818,239.80 | Y | ||
| Park and Public
Land 201- 8457- 467.67-39 | Installation of Boardwalk
foundations | John Keno & Company,
Inc., | N/A | $496,054 | $545,659.40 | N* |
| Water
Capital Fund 508- 6103- 467.67-46 | Section B-1
Wall (that protects sanitary lines $220,902)** | John Keno & Company,
Inc., | N/A | $220,902 | $242,992.20 | N* |
| Sanitary
Lining | Hoerr
Construction, Inc., | N/A | $64,570 | $71,027 | N* | |
| GRAND TOTAL REQUESTED | $5,734,484 | |||||
| *Note: Amounts to be added to FY24 Budget for City Council approval at a later date. **Note: Total Cost of Section B-1 Wall= $441,804; half ($220,902) is being funded from the Water Capital Fund | ||||||
Both John Keno & Company, Inc., and Hoerr Construction, Inc., have worked in Lake Forest on previous contracts with satisfactory results. The City Council’s action awards the work per contractor, all three items for John Keno & Company are combined into a single action being requested.
Hey and Associates, Inc. completed the pre-design and final design for this project. Staff have been satisfied with their performance, and due to their institutional knowledge, recommend waiving the RFP process for construction inspection / bluff monitoring per Administrative Directive 3-5, Section 6.1I – Existing Relationship.
COUNCIL ACTION: Consideration to Approve Contracts and Bids for the Forest Park Bluff Slope Stabilization Project to include:
⮚ Approval of Construction Inspection and Bluff Monitoring Services for the Forest Park Bluff Slope Stabilization Project to Hey and Associates, Inc., in the Amount of $56,565, and Authorize the City Manager to Execute an Agreement with Two Additional One Year Bluff Monitoring Renewals in the Amount of $11,565 Per Year; and
⮚ Award of the low bid for the Forest Park Bluff Slope Stabilization Project to John Keno & Company, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $5,097,174 and a 10% Construction Contingency in the Amount of $509,717.40, for a Total of $5,606,891.40; and
⮚ Award of the Low Bid for the Forest Park Bluff Sanitary Lining to Hoerr Construction, Inc., and Authorize the City Manager to Execute an Agreement in the Amount of $64,570 and a 10% Construction Contingency in the Amount of $6,457, for a Total of $71,027
9. Approval to Award a One-Year Contract for Recreation Department Program Bussing Services to Safeway.
STAFF CONTACT: Ken Pierini, Athletics Program Supervisor (847-810-3943) Anthony Anaszewicz, Athletics Program Manager (847-810-3945)
PURPOSE AND ACTION REQUESTED: The Parks & Recreation Board requests approval to award a one-year contract for Recreation Department program busing service to Safeway.
BACKGROUND/DISCUSSION: Under the City’s financial policies and to lower operational costs for various Recreation Department programming, the bus transportation needs were put through the formal bid process in February 2023 for a one-year bussing contract. The City of Lake Forest’s bussing needs include the usage of school busses throughout the year by the Parks & Recreation Department for summer camps and various other programs and events. All Stars & Beyond Day Camp, and McCormick Day Camp will feature morning and afternoon transportation for the convenience of our residents. Staff plan for five routes to cover the number of stops required by registration, however may have to increase or decrease the number of busses needed based on actual registration and route length. Both camps, with the inclusion of TWIGS Day Camp also feature shuttles to and from their campsites to Forest Park Beach and Lake Forest High School for swimming, as well as weekly field trips to various locations around the North Shore. Other Recreation programs including dance and squash, also utilize bussing for transportation to meets, competitions and performances throughout the year.
In June 2022, City Council approved the termination of a previously approved three-year contract with First Student for bussing services in 2023. During that approval, staff recommended going back out to bid in February of 2023 for a three-year contract. Based on fluctuation of fuel costs, staff are now recommending moving forward with a one-year contract as opposed to a three-year contract for 2023 services.
Public notice to solicit bids was provided on February 13, 2023, with a bid opening date of February 24, 2023. The chosen timetable was driven by the summer camp schedule to prepare for the upcoming camp programs.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Parks & Recreation Board | 3/21/2023 | Approval granted |
BUDGET/FISCAL IMPACT: Funding for camp program’s is a Parks & Recreation Department program expense and is budgeted in the programs annual operating budget. This cost of bussing is covered by program fees associated with the various programs. The amount requested may vary dependent on the fluctuation of registration numbers, which impacts number of busses required for any given service type.
Staff received three bids with the pricing in the table below. Staff recommend awarding the one-year contract to Safeway based on the lowest bid price and references. This will be our first year with Safeway but staff are confident they will provide exceptional service based on their references.
| COMPANY | Camp Routes | Camp Field Trips/Shuttles | Miscellaneous Recreation
Programming | TOTAL |
| Olson Transportation | $ 250 / bus / day | $ 90 / hr. | $ 90 / hr. | $86,570 |
| First Student | $ 425 / bus / day | $ 70 / hr. | $ 70 / hr. | $109,985 |
| Safeway | $ 248 / bus / day | $ 58 / hr. | $ 64 / hr. | $71,864 |
Has City staff obtained competitive pricing for proposed goods/services? Yes Below is an estimated summary of Project budget:
| FY2024 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted?
Y/N |
| Recreation Operating Budgets | $76,950 | $71,864 | Y |
COUNCIL ACTION: Approval to Award a One-Year Contract for Recreation Department Program Bussing Services to Safeway
10. Approval for an Advancement of Fiscal Year 2024 Capital Funding for the Installation of AquaFlex Water Play Surfacing on the Splashpad at Townline Park, to Landscape Structures, Inc., in the Amount of $56,000.
STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry, (847-810-3565)
PURPOSE AND ACTION REQUESTED: City Staff and the Parks & Recreation Board requests approval to award a contract with Landscape Structures, Inc., for $56,000 to install AquaFlex Water Play Surfacing over the existing concrete surface on the splashpad structure at Townline Park, as included in the FY2024 Parks & Public Lands Fund C.I.P. If the contract is approved by City Council, staff anticipates that the new splashpad surfacing will be installed and ready for use by June 1, 2023.
BACKGROUND/DISCUSSION: Townline Park was dedicated in May 2009 as a community park and has since become a premier park for the City of Lake Forest. The pavilion and athletic fields have continued to see an increase in use and hold even more potential for greater use. The park was selected for the City’s first splashpad last year because it is a community park, has bathroom facilities, a large shaded area, large parking area, existing utilities, playground, and has open space available. The selection of the spot within the park was chosen so that it could be close to the bathrooms, playground, and shaded area for supervision. It is an added safety benefit that the splashpad is situated far from the vehicle traffic and parking. The trees and landscaping around it provide a wonderful, inviting natural park setting as well. The addition of the splashpad, directly adjacent to the pavilion and the playground, provided great benefit to park users, Stonebridge and Conway Park neighbors, and the community as a whole.
The construction of the splashpad was completed in June of 2022 and was a big success for the remainder of the summer. Staff received many compliments about the new amenity in the park; however, there was concern by some users that the concrete surface was too slippery when wet and could present a safety issue for young children. Staff looked at options to alleviate the potential issue and found a surface that was designed for use in water play conditions. AquaFlex is a durable, non-skid surfacing system specially designed for water play and pool decks. Chlorine resistant and UV light stable, it is comprised of tiny spheres chemically bonded to an aliphatic binder. The impact attenuating cushion layer increases slip resistance and minimizes injuries.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Parks & Recreation Board | 03/21/23 | Recommend Approval |
BUDGET/FISCAL IMPACT: The cost of installation of the new AquaFlex Water Play Surfacing is $51,064, plus a contingency of $4,936, for a total project cost of $56,000.
Has competitive pricing been obtained for proposed goods/services? No If no, indicate the specific exception requested: Administrative Directive 3-5, Section 6.1D – Government Joint Purchase
The purchase is being made via the national government joint purchase co-operative, Sourcewell (formerly NJPA). 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, formerly National Joint Powers Alliance, was created by State law as a service cooperative to provide programs and services to members in education and government. Sourcewell follows the competitive contracting law process to solicit, evaluate, and award cooperative purchasing contracts for goods and services.
Below is an estimated summary of Project budget:
| FY2024 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted? Y/N |
| 201-8457-475.75-06
Parks & Public Land Fund | $60,000 | $56,000 | Y |
COUNCIL ACTION: Approval for an Advancement of Fiscal Year 2024 Capital Funding for the Installation of AquaFlex Water Play Surfacing on the Splashpad at Townline Park, to Landscape Structures, Inc., in the Amount of $56,000
11. Approval to authorize the City Manager to enter into a contract with Mariani Landscape for Grounds Maintenance Services at Forest Park in the Parks FY2024 Budget, for an Amount Not to Exceed $53,517.07
STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry, (847- 810-3565)
PURPOSE AND ACTION REQUESTED: City Staff and the Parks & Recreation Board requests approval to award a one-year contract with Mariani Landscape to provide mowing and grounds maintenance services at Forest Park for FY2024.
BACKGROUND/DISCUSSION: Forest Park is one of the oldest and most celebrated parks on the North Shore and a treasure for the residents of Lake Forest. After the completion of the highly successful rehabilitation project in 2015, the City’s Parks Section resumed its maintenance responsibilities and was charged with keeping the park in its pristine condition. Since 2011, the City has been outsourcing mowing on other City-owned properties and it has proven to be a beneficial fiscal approach by reducing labor expenses and long-term capital equipment replacement costs. Given the Parks Sections current workload, City Staff recognized the need to outsource Forest Park in order to ensure that the park is maintained at the highest level possible.
For the FY2023 season, staff conducted an expansive bid process that includes mowing and extensive grounds maintenance services for Forest Park. In addition, staff included a three year option in the bid process that provided the City with the right to extend the contract after the first season or rebid the contract for FY2024 and FY2025.
In FY2020, Mariani Landscape began a new program that encompassed several sustainable practices. They deployed fully electric mowers, blowers and line trimmers in all service operations at Forest Park. This equipment delivers low noise, zero emissions and zero use of fossil fuels in the operation of this machinery. The reduction in noise pollution with electric mowers is significant and an important aspect of this program.
In FY2021, Mariani introduced a new environmentally sustainable innovation to their lawn care services at Forest Park – Auto Mowers. They are clean, ecofriendly electric powered mowers with no operators that run quietly and provide a healthy and well-maintained appearance. Seasonally, there still may be times when conventional electric equipment is used but after the auto mowers learn the site, weekly mowing would be done by five auto mowers. There are also areas of the park where auto mowers will not work and they will need to use conventional mowers weekly. All of the above activities and procedures combine to provide the City of Lake Forest with a responsible and environmentally beneficial program in the execution of the significant grounds maintenance services they provide.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Parks & Recreation Board | 03/21/23 | Recommend Approval |
BUDGET/FISCAL IMPACT: Funding for the for the FY2024 Forest Park grounds maintenance contract is budgeted in the Parks Fund 220 operating budget.
Has competitive pricing been obtained for proposed goods/services? Yes On November 17, 2021 City staff received bids for Forest Park Grounds Maintenance Services. Mariani Landscape was selected and approved by City Council. It included 3-year bids (FY2023 – FY2025) with the bid process and can extend the contract after the first and second season or rebid the contract. City staff is satisfied with the services performed by Mariani Landscape in past contracts at Forest Park and are recommending the award of a contract with them for Forest Park Maintenance Services.
Mariani Landscape will continue to include all the sustainability components that were incorporated into the maintenance practices over the past few years, including the auto mowers.
Below is an estimated summary of Project budget:
| FY2024 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted? Y/N |
| 220-5775-435.35-10
Parks Operating Budget | $53,517.07 | $53,517.07 | Y |
COUNCIL ACTION: Approval to authorize the City Manager to enter into a contract with Mariani Landscape for Grounds Maintenance Services at Forest Park in the Parks FY2024 Budget, for an Amount Not to Exceed $53,517.07
12. Approval of the Annual Tree Purchasing for FY2024 for an Amount Not to Exceed $100,000.
STAFF CONTACT: Corey Wierema, City Forester/Forestry Supervisor (847-810-3564)
PURPOSE AND ACTION REQUESTED: Staff is seeking City Council approval to purchase trees/plant material from multiple vendors.
BACKGROUND/DISCUSSION: The City’s Forestry section conducted our annual joint bid with the City of Highland Park and the Highland Park-Park District to leverage volume discounts for purchasing trees on city streets, parks, and other City-owned properties. Staff received twelve (12) bids for purchasing over 61 varieties of balled and burlaped trees and shrubs, with an average price of $250 for a 2.5” caliper tree. Multiple vendors will be used to secure the requested number of trees, sizes, and varieties while adhering to our stringent quality controls. Based on species availability and the quality of the product, additional vendors may need to be used. Additional purchasing will comply with the City’s purchasing policy. The forestry section anticipates planting 325 trees throughout City parkways and City owned properties along with various amounts of shrubs and perennials this year.
BUDGET/FISCAL IMPACT: Funding for the tree/plant material purchasing contract is budgeted in the Fund 220, Forestry Operating Fund. Due to the anticipated number of new trees being planted and diminishing tree availability in the nurseries, we expect to exceed $25,000 with a single vendor.
Has competitive pricing been obtained for proposed goods/services? No
If no, indicate the specific waiver requested:
Administrative Directive 3-5, Section 9.0F – Government Joint Purchases
The City participated in the annual joint bid with the City of Highland Park and the Highland Park-Park District for tree purchasing.
| FY2024 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted? Y/N |
| 220-5803-467-67.13
Forestry Operating Fund | $100,000 | $100,000 | Y |
COUNCIL ACTION: Approval of the Annual Tree Purchasing for FY2024 for an Amount Not to Exceed $100,000
13. Approval to authorize the City Manager to enter into a contract with Landscape Concepts Management for City-Wide Grounds Maintenance Services in the Parks FY2024 Budget, for an Amount Not to Exceed $181,402.
STAFF CONTACT: Chuck Myers, Superintendent of Parks & Forestry, (847-810-3565)
PURPOSE AND ACTION REQUESTED: City Staff and the Parks & Recreation Board requests approval to award a one-year contract with Landscape Concepts Management, for $181,402 to provide mowing and grounds maintenance services city-wide.
BACKGROUND/DISCUSSION: Annually, the Parks and Recreation Department researches opportunities to improve operational efficiencies and deliver services in the most cost effective manner. In 2011, the Parks section began outsourcing the mowing of many of our passive parks and miscellaneous parcels. We chose not to bid out all other park properties, such as the neighborhood parks, lakefront and community parks, due to the significant need to coordinate with ever-changing public use and athletic field schedules. The outsourcing of mowing has proven to be a beneficial fiscal approach by reducing labor expenses and long term capital equipment replacement costs.
In FY2022, staff conducted an expansive bid request that included the mowing on fifteen City property areas, 167 cul-de-sacs and the mowing only of twenty City right-of-ways. Additional grounds maintenance includes lawn care, weed control, and bed maintenance. Similar to the selection rationale for outsourcing areas in 2011, the right-of-ways and cul-de-sacs are also desirable to outsource because they involve routine scheduling requirements.
PROJECT REVIEW/RECOMMENDATIONS:
| Reviewed | Date | Comments |
| Parks & Recreation Board | 03/21/23 | Recommend Approval |
BUDGET/FISCAL IMPACT: Funding for the FY2024 City-wide Grounds Maintenance contract is budgeted in the Parks Fund 220 operating budget.
Has competitive pricing been obtained for proposed goods/services? Yes
On December 4, 2020 City staff received bids for City-wide Grounds Maintenance Services. Landscape Concepts Management was selected and approved by City Council. In addition, the staff included 3-year bids (FY2022 - FY2024) with the bid process and can extend the contract after the second season or rebid the contract for FY2024.
City staff is satisfied with the services performed by Landscape Concepts Management in FY2023 and are recommending the continuation of their services for FY2024.
Below is an estimated summary of Project budget:
| FY2024 Funding Source | Amount
Budgeted | Amount
Requested | Budgeted? Y/N |
| 220-5775-435.35-10
Parks Operating Budget | $181,402 | $181,402 | Y |
COUNCIL ACTION: Approval to authorize the City Manager to enter into a contract with Landscape Concepts Management for City-Wide Grounds Maintenance Services in the Parks FY2024 Budget, for an Amount Not to Exceed $181,402
COUNCIL ACTION: Approve the thirteen (13) omnibus items as presented
6. OLD BUSINESS
7. NEW BUSINESS
8. ADDITIONAL ITEMS FOR DISCUSSION/ COMMENTS BY COUNCIL MEMBERS
9. ADJOURNMENT
https://cms9files.revize.com/cityoflakeforestil/Document_center/Agendas%20and%20Minutes/City%20Council/2023/CC%202023%2004%2003.pdf
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