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Home My WebLink About04.15.19 CITY COUNCIL REGULAR MEETING CITY OF EVANSTON, ILLINOIS LORRAINE H. MORTON CIVIC CENTER JAMES C. LYTLE COUNCIL CHAMBERS Monday, April 15, 2019 6:00 p.m. ORDER OF BUSINESS (I) Roll Call – Begin with Alderman Fleming (II) Mayor Public Announcements and Proclamations National Community Development Week, April 22-26 Mount Zion Missionary Baptist Church 125th Anniversary (III) City Manager Public Announcements (IV) Communications: City Clerk (V) Public Comment Members of the public are welcome to speak at City Council meetings. As part of the Council agenda, a period for public comments shall be offered at the commencement of each regular Council meeting. Public comments will be noted in the City Council Minutes and become part of the official record. Those wishing to speak should sign their name and the agenda item or non- agenda topic to be addressed on a designated participation sheet. If there are five or fewer speakers, fifteen minutes shall be provided for Public Comment. If there are more than five speakers, a period of forty-five minutes shall be provided for all comment, and no individual shall speak longer than three minutes. The Mayor will allocate time among the speakers to ensure that Public Comment does not exceed forty-five minutes. The business of the City Council shall commence forty-five minutes after the beginning of Public Comment. Aldermen do not respond during Public Comment. Public Comment is intended as a forum for residents to share their perspective in a respectful and civil manner. Public comments are requested to be made with these guidelines in mind. 1 of 75 City Council Agenda April 15, 2019 Page 2 of 3 (VI) Special Orders of Business SPECIAL ORDERS OF BUSINESS (SP1) Request for Proposal 19-29, Sale or Long-Term Lease of Harley Clarke Mansion and Coach House, 2603 Sheridan Road Staff recommends City Council authorize the City Manager approve the Request for Proposal 19-29 for the Sale or Long-Term Lease of 2603 Sheridan Road, commonly known as the Harley Clarke Mansion and Coach House. The Request for Proposal will commence May 16, 2019, and will be open for nine- months with a deadline for proposal submissions by 2:00 p.m. on February 28, 2020. For Action (SP2)Resolution 39-R-19, Temporary Traffic Signal at Central Street & Bryant Avenue During Central Street Bridge Construction Staff recommends adoption of Resolution 39-R-19 authorizing the installation and removal of a temporary traffic signal at Central Street & Bryant Avenue to accommodate safe pedestrian crossings at this intersection during the construction project to replace the Central Street Bridge. For Action (SP3) City Council Goals Staff requests that at the April 15, 2019 meeting, City Council discuss implementation of 2019-2020 City Council goals, specifically the following topics: “Enhance Community Development and Job Creation Citywide” and “Ensure Equity in All Operations.” Staff will present information on both goals mentioned. In addition, staff will present an Open Data Report. The report will detail the City’s newly formed Data Governance team, how it is aligning data development with the City’s goals and industry standards, and providing a “What Works Cities” Assessment. For Action (SP4) Resolution 40-R-19, Amending City Council Rule 6, “Citizen Participation,” By Providing Guidelines for Public Comment at Standing Committees of the City Council Rules Committee and staff recommend City Council adoption of Resolution 40- R-19, amending City Council Rule 6, “Citizen Participation,” by providing guidelines for Public Comment at Standing Committees of the City Council. Planning & Development Committee will allow 45 minutes for public comment, and all other standing committees will allow 20 minutes for public comment. For Action 2 of 75 City Council Agenda April 15, 2019 Page 3 of 3 (SP5) Resolution 41-R-19, Amending City Council Rule 9.6, “Committees” to Amend the Start Time for the Planning & Development Committee Rules Committee and staff recommend City Council adoption of Resolution 41- R-19, amending City Council Rule 9.6, “Committees,” to amend the start time for the Planning & Development Committee from 7:15 p.m. to 6:45 p.m. For Action (SP6) Resolution 43-R-19, Amending City Council Rule 6, “Citizen Participation,” By Providing Guidelines of Decorum During City Council and Standing Committee Meetings City Manager recommends City Council adoption of Resolution 43-R-19, amending City Council Rule 6, “Citizen Participation,” providing guidelines of decorum during City Council, standing committee and Ward meetings. It is important to consider these recommended revisions immediately, but the City Manager requests further discussion of additional, extensive revisions of the City Rules pertaining to decorum. For Action (VII) Call of the Wards (Aldermen shall be called upon by the Mayor to announce or provide information about any Ward or City matter which an Alderman desires to bring before the Council.) {Council Rule 2.1(10)} (VIII) Executive Session (IX) Adjournment MEETINGS SCHEDULED THROUGH APRIL 2019 Upcoming Aldermanic Committee Meetings 4/17/2019 6:30 PM M/W/EBE Committee 4/18/2019 6:00 PM Equity & Empowerment Commission 4/22/2019 4:15 PM Ethics Subcommittee - Rules Committee 4/22/2019 6:00 PM Administration & Public Works, Planning & Development, City Council 4/23/2019 7:00 PM Housing & Community Development Act 4/24/2019 6:00 PM Transportation & Parking Committee 4/24/2019 7:30 PM Economic Development Committee 4/29/2019 6:00 PM Special City Council Information is available about Evanston City Council meetings at: www.cityofevanston.org/citycouncil. Questions can be directed to the City Manager’s Office at 847-866-2936. The City is committed to ensuring accessibility for all citizens. If an accommodation is needed to participate in this meeting, please contact the City Manager’s Office 48 hours in advance so that arrangements can be made for the accommodation if possible. 3 of 75 For City Council meeting of April 15, 2019 Item SP1 Request for Proposal 19-29, Sale or Long-Term Lease of 2603 Sheridan Road For Action To: Honorable Mayor and Members of the City Council From: Erika Storlie, Assistant City Manager Susie Hall, Executive Assistant to the City Manager Subject: Request for Proposal 19-29, Sale or Long-Term Lease of Harley Clarke Mansion and Coach House, 2603 Sheridan Road Date: April 9, 2019 Recommended Action: Staff recommends City Council authorize the City Manager approve the Request for Proposal 19-29 for the Sale or Long-Term Lease of 2603 Sheridan Road, commonly known as the Harley Clarke Mansion and Coach House. The Request for Proposal will commence May 16, 2019, and will be open for nine-months with a deadline for proposal submissions by 2:00 p.m. on February 28, 2020. Livability benefits: Built environment: Enhance Public Spaces Summary: RFP 19-29, Sale or Long-Term Lease of the Harley Clarke Mansion and Coach House will be release on May 16, 2019. Proposals will be accepted and considered from individuals, non-profit organizations or for-profit organizations. Interested parties may submit a proposal for the Mansion, the Coach House, or both, or may partner with other organizations to submit separate proposals for the separate buildings. The lessee or purchaser will be required to invest in a substantial renovation of the property while maintaining the historic character of the building. Proposals must also address any parking issues, accommodate the existing public space and recreation area, maintain the Jens Jensen Gardens, and include a public component (e.g. café, museum, class, garden, etc.). Two community meetings will be held during the duration of the time period that the RFP is open should interested parties wish to vet proposed ideas to the public. Additionally, there are 13 opportunities to view the property over a six month time period. Memorandum 4 of 75 City staff has prepared a promotional website for the RFP at www.cityofevanston.org/2603Sheridan and will perform additional marketing to ensure a wide distribution of the materials. Proposals are due on February 28, 2020 and will be reviewed by a committee comprised of both residents and City staff. Background: Located adjacent to the Grosse Pointe Lighthouse and Lighthouse Beach in the northeast corner of Evanston, the Harley Clarke Mansion is a historic English Tudor mansion. The City of Evanston purchased the property from the Sigma Chi National Fraternity in 1965 as part of the development of the Lighthouse Landing Park. The mansion was originally a private residence, but had served as the fraternity’s national headquarters from 1951-1965. The City of Evanston leased the building to the Evanston Arts Center from the late 1960s until 2015, when the property began to require more maintenance than either the City or the Art Center was able to fund. The Evanston Arts Center moved to a new location on Central Street and the property was closed. In August 2017, the City of Evanston issued a Request for Proposal to lease the property to a not-for-profit organization. After the proposal was denied by City Council (Evanston Lakehouse & Gardens), the Evanston Lighthouse Dunes group submitted a request to donate funds to demolish the Harley Clarke Mansion and Coach House and restore the dunes. The Preservation Commission denied this proposal. A new Request for Proposal is being drafted and if approved will be issued on May 16, 2019 closing February 28, 2020. Attachments: Draft Request for Proposal 19-29 Brochure Floorplans and Maps Webpages: www.cityofevanston.org/2603Sheridan 5 of 75 1 CITY OF EVANSTON REQUEST FOR PROPOSAL NUMBER: 19-29 for Lease or Sale of Harley Clarke Mansion and Coach House May 16, 2019 PROPOSAL DEADLINE: 2:00 P.M., February 28, 2020, Lorraine H. Morton Civic Center, 2100 Ridge Avenue, Room 2404 Evanston, Illinois 60201 OTHER NON-MANDATORY DATES: VIEWING OF PROPERTY: June 3, 4, 5; July 1, 2; Aug. 1, 2; Sept. 3, 4, 5; and Oct. 1, 2, 3 7:00 A.M. – 4:00 P.M. 2603 Sheridan Road Evanston, IL 60201 COMMUNITY MEETINGS: 6:00 P.M., August 6, 2019 and November 5 2100 Ridge Avenue, Parasol Room Evanston, Illinois 60201 PRE-PROPOSAL MEETING: 10:00 A.M., January 22, 2020 2100 Ridge Avenue, Room 2402 Evanston, Illinois 60201 SEALED PROPOSALS TO BE RETURNED TO: CITY OF EVANSTON PURCHASING DIVISION, 2100 RIDGE AVENUE, ROOM 4200 LORRAINE H. MORTON CIVIC CENTER EVANSTON, ILLINOIS 60201 PHONE (847)866-2935 * FAX (847)448-8128 6 of 75 2 TABLE OF CONTENTS Notice to Proposers………………………………………………………………………. 3 1.0 Introduction…………………………………………………………………………. 4 2.0 Scope of Services………………………………………………………………….. 5 3.0 Insurance…………………………………………………………………………… 6 4.0 Submittal Requirements…………………………………………………………... 6 5.0 Additional Submittal Requirements……………………………………………… 7 6.0 M/W/EBE Goals……………………………………………………………………. 8 7.0 Evaluation Criteria…………………………………………………………………. 8 8.0 Selection Process………………………………………………………………….. 8 9.0 Proposed Schedule………………………………………………………………... 9 10.0 Questions Regarding RFP………………………………………………………… 10 11.0 General Terms and Conditions…………………………………………………… 10 Exhibit A – Disclosure of Ownership Interests………………………………………….. 15 Exhibit B – Additional Information Sheet………………………………………………... 19 Exhibit C – Conflict of Interest Form…………………………………………………….. 20 Exhibit D – Acknowledgement of Understanding……………………………………… 21 Exhibit E – Anti-Collusion Affidavit and Proposer’s Certification…………………….. 22 Exhibit F – City of Evanston M/W/EBE Policy………………………………………. 23 Exhibit G – M/W/EBE Participation Compliance Form…………………………….. 24 Exhibit H – M/W/EBE Participation Waiver Request…………................................... 26 Exhibit K – Proposal Submittal Label…………………………………………………… 27 Additional Information……………………………………………………………………. 28 Attachments………………………………………………………………………………… 29 More information can be found at: www.cityofevanston.org/2603Sheridan 7 of 75 3 CITY OF EVANSTON NOTICE TO PROPOSERS Sealed proposals will be received by the Purchasing Office in Room 4200, Lorraine H. Morton Civic Center, 2100 Ridge Avenue, Evanston, Illinois 60201, until 2:00 P.M. local time on February 28, 2020. Proposals shall cover the following: Lease or Sale of Harley Clarke Mansion and Coach House RFP Number: 19-29 The City of Evanston is seeking to enter into a long-term lease or sale of the Harley Clarke Mansion and Coach House to a party that will invest in and renovate the property. The property is located at 2603 Sheridan Road, Evanston, IL 60201. The land under the Mansion will remain, in its entirety, fully owned by the City of Evanston. The party will be required to incorporate a public component (e.g. café, museum space, classes). There will be two Community Meetings for interested parties to present their proposal to the public on August 6, 2019 and November 5, 2019 at 6:00 p.m. at the Evanston Civic Center, 2100 Ridge Ave., Parasol Room, Evanston, IL 60201. These meetings are not mandatory but are provided in case interested parties want to determine interest in their project from the general public. In addition, there will be a non-mandatory pre-proposal meeting on January 22, 2020 at 10:00 A.M. at the City of Evanston Civic Center, Room 2404 to discuss the proposed work and receive answers to questions related to the project. Additionally, the City will have tours of the buildings on the following dates: June 3, 4 and 5; July 1 and 2; August 1 and 2; September 3, 4, and 5; and October 1, 2 and 3. Tours can be scheduled by going to www.cityofevanston.org/2603Sheridan. All parties who attend a tour must retain a professional manner and are not allowed to question or discuss proposals with other visitors. Sealed proposals shall conform to the RFP on file in the Purchasing Office. The document, including all necessary plans and specifications, will be available in the Purchasing Office on May 16, 2019. Parties interested in submitting a bid should contact the Purchasing Office to receive a copy of the bid or see the City’s website at: www.cityofevanston.org/business/bids-proposals/ or Demandstar at: www.demandstar.com. The City of Evanston (the City) in accordance with the laws of the State of Illinois, hereby notifies all organizations that it will ensure that the contract(s) entered into pursuant to this notice will be awarded to the successful organization without discrimination on the grounds of race, color, religion, sex, age, sexual orientation marital status, disability, familial status or national origin. The City of Evanston reserves the right to reject any or all submittals or to accept the submittal(s) deemed most advantageous to the City. Each Proposer shall be required to submit with his/her proposal a Disclosure of Ownership Interest Statement Form in accordance with Section 1-18-1 et seq. of the City Code. Failure to submit such information may result in the disqualification of such proposal. Jillian Ostman, Purchasing Specialist 8 of 75 4 CITY OF EVANSTON Request for Proposal 19-29 1.0 INTRODUCTION The City of Evanston is seeking proposals for the purpose of entering into a long-term lease or sale of the buildings, commonly known as the Harley Clarke Mansion and Coach House, located at 2603 Sheridan Road, Evanston, Illinois. The City will retain ownership of the land. The site is designated as an Evanston Landmark and contains an approximately 20,275 square foot (including conservatory) 3 story brick structure plus a basement with a 4,383 square foot coach house (including greenhouse) with two apartments and a 3 car garage. The property includes a Jens Jensen Garden and is zoned OS – Open Space. Permitted and special uses of the OS District are contained in the Evanston Zoning Ordinance. Proposals should include plans to protect and maintain the Jens Jensen Garden. The intent of this Request for Proposal (RFP) is to identify a qualified organization or individual to renovate and use the existing structures. The selected applicant must have the necessary financial capabilities to complete this project in a timely manner. Respondents are required to: ● Submit information about the individual or organization interested in the property; ● Clearly state intention for the property, i.e., specific use; and ● State the monetary monthly payment the entity is willing to pay to lease the space along with the anticipated term of lease agreement, or the price the entity is willing to pay to purchase the buildings (land will remain City property). If an interested party is selected to lease the building(s), it is the expectation of the City that the lessee would enter into a long term lease and would be required to invest in a substantial renovation of the property as part of the lease agreement. If a party is selected to purchase the building(s), they will also be required to fund the renovations and enter into a long term ground lease with the City. Contact with City personnel (including appointed or elected officials) in connection with this RFP shall not be made other than as specified in this RFP. Unauthorized contact with any City personnel (including appointed or elected officials) may be cause for rejection of a proposal. Prior to the submittal of a proposal, Proposers are advised to carefully examine ● the contract documents ● project scope and work tasks to be accomplished ● specifications ● submittal requirements ● insurance requirements and required documentation 9 of 75 5 Proposers are advised to become thoroughly familiar with all conditions, instructions and specifications governing this RFP. Proposals shall be made in accordance with these instructions. Proposals shall be submitted on the forms provided by the City The City will not be liable in any way for any costs incurred by respondents in replying to this Request for Proposal. 2.0 SCOPE OF SERVICES The City of Evanston is seeking proposals to enter into a long term lease or sale of the building(s) at the property located at 2603 Sheridan Road, Evanston, Illinois. The lessee or purchaser would be required to invest in a substantial renovation of the property as part of the lease agreement or sale. The lessee or purchaser would be asked to: ● Retain and protect the historic character of the buildings; ● Address any potential parking issues; and ● Include a public component (in the entire space or a subset of the space) such as a café, museum, classes, garden, etc. The public component is at the imagination of the proposer and the City has no specifications for what this could entail. ● Accommodate existing public space and recreation area to ensure that the community retains access to recreation opportunities and is consistent with OS zoning. The Evanston City Council approved the issuance of this RFP on April 15, 2019 with the condition that the entirety of the land under the mansion continues to be owned by the City of Evanston. As stated, only the buildings set forth in this RFP (together with the adjacent Jens Jensen Gardens) are for consideration for lease/sale and no other land, buildings or surrounding area will be considered including the fog houses or lighthouse landing complex. Proposals should include a plan to protect and maintain the Jens Jensen Gardens. Proposers may partner with another organization to maintain the Gardens. Proposers may submit proposals for the mansion, the coach house, or both properties. Parties may also submit proposals that partner with another proposal for the use of the two separate buildings. Various engineering, structural, environmental and other assessment reports have been compiled in the past on this property. These and other additional information, including the legislative history of the property are available on the City’s website at www.cityofevanston.org/HarleyClarke, and www.cityofevanston.org/2603Sheridan. 10 of 75 6 3.0 INSURANCE The successful bidder shall carry and maintain at its own cost with such companies as are reasonably acceptable to City all necessary liability insurance (which shall include as a minimum the requirements set forth below) during the term of the lease Agreement for damages caused or contributed to by the organization, and insuring the organization against claims which may arise out of or result from the organization’s performance or failure to perform the Services hereunder. As part of the lease agreement, the successful bidder must provide an insurance certificate naming the City of Evanston as an additional insured and will provide a variety of insurances including minimum coverage for the following categories of policies: ▪ Comprehensive general liability - $3,000,000 combined single limit for each occurrence for bodily injury and property damage – designating the City as Additional Insured ▪ Workers Compensation - Statutory Limits ▪ Automobile Liability - $1,000,000 per occurrence for all claims arising out of bodily injuries or death and property damages. ▪ Errors and omissions or professional liability insurance - $1,000,000 The surety and the insurance company must have not less than an A+ rating from the Alfred M. Best Co., Inc. and be approved by the City of Evanston. The successful bidder’s certificate of insurance shall contain a provision that the coverage afforded under the policy(s) will not be canceled or reduced without thirty (30) days prior written notice (hand delivered or registered mail) to City. 4.0 SUBMITTAL REQUIREMENTS Responses to this Request shall be in one volume. Any organization brochures and/or information pertaining to the qualifications of the organization and/or team may be submitted, but must be included in a single volume. Applicant organizations must submit their responses in one of two ways: 1. Paper copies-- six (6) hardcopies, one (1) unbound original and an electronic copy on a flash/USB drive; or 2. Electronic response only—submitted in a sealed envelope on a flash/USB drive (with any paper bid bonds as required) Cut out and tape label included in this proposal package as Exhibit K (BID/Proposal Submittal Label). All submittals are to be placed in a sealed opaque envelope addressed to: The City of Evanston Purchasing Office, Room 4200, Lorraine H. Morton Civic Center, 2100 Ridge Avenue, Evanston, Illinois 60201; clearly marked on the OUTSIDE with the following: ● RFP name and number ● Name and address of Organization ● Date and time of RFP deadline 11 of 75 7 ANY PROPOSALS RECEIVED AFTER THE SUBMITTAL DEADLINE, WILL BE RETURNED TO THE PROPOSER UNOPENED. It is the sole responsibility of the proposer to insure that his or her proposal is delivered by the stated time. Mailed proposals which are delivered after the specified time will not be accepted regardless of post marked time on the envelope. THE CITY IS NOT RESPONSIBLE FOR MISDIRECTED PACKAGES. A. Cover Letter The cover letter will include the following: ● introduction of individual or organization signed by its authorized Principal ● name of organization (if applicable) ● address of organization ● phone number of the submitter the proposal ● include the name and signature of an authorized binding official who is authorized to answer questions regarding the proposal B. Qualifications and Experience of Individual, Organization and/or Team ● Respondents shall describe other projects performed or undertaken that are similar in scope to the required services described herein. ● Respondents shall provide references, including name, address and telephone number of a contact person for each project identified and described. ● Indicate commencement dates, duration and type of operation. ● Provide such other information as deemed appropriate to demonstrate the qualifications and ability of the individual or organization to successfully carry out its proposal. C. Proposal Management Clearly identify the person(s) who would be assigned to negotiate and oversee this proposal. The proposal should indicate the abilities, qualifications and experience of these individuals. D. Lease or Purchase Upon award of this RFP the City may negotiate a lease or sale of the property with the awarded organization. The terms and conditions of any lease or purchase are subject to final approval by the City of Evanston and the Evanston City Council. 5.0 ADDITIONAL SUBMISSION REQUIREMENTS Respondents must consider the need to render the building compliant with all building codes (including ADA) and requirements before occupancy. The proposal must address the intended course of action regarding the remediation or removal of non-compliant conditions, including various structural elements of the buildings. As an Evanston Landmark, please note that any rehabilitation/renovations that result in exterior changes are subject to certification of appropriateness and will be reviewed by staff and/or the Preservation Committee. 12 of 75 8 The plans and specifications for all design and work to be accomplished on the site must be prepared by a design professional and approved by the City under the City’s normal permit process. 6.0 M/W/EBE GOALS Please be aware that the City has a goal of 25% of the contract amount for the participation and utilization of Minority-Owned, Women-Owned, and Evanston-based businesses (M/W/EBEs) in completing a portion of the services required by the City. All respondents must submit a statement of how they will satisfy, or not satisfy, the commitment to involving M/W/EBEs in completing a portion of the required services. Any questions regarding M/W/EBE compliance should be submitted in writing to Sharon A. Johnson, Business Workforce Compliance Coordinator at shjohnson@cityofevanston.org or Tammi Nunez Purchasing Manager at tnunez@cityofevanston.org. (See City of Evanston M/W/EBE Policy on page 23.) 7.0 EVALUATION CRITERIA The City will select the successful organization through an evaluation process based on the proposer meeting the specifications which are outlined in this RFP. A review committee will review and verify in detail all proposals that are received. During the evaluation process, the City may require a Proposer’s representative to answer questions with regard to the proposal and/or make a formal presentation to the review committee. The review committee will forward the results of its review of all proposals to the City Council for final selection. The evaluation criteria listed below will be used in the selection of the successful Proposer. A. Qualifications and Expertise B. Financial Capability to Execute Proposal C. Benefit of the proposed use of the property D. Benefit of the public use component for the Evanston community E. Organization and Completeness of Proposal F. Commitment to meeting the City’s M/W/EBE participation goal. 8.0 SELECTION PROCESS The City will select a proposer on the basis of the responsiveness of the proposal to the RFP submittal requirements and the evaluation criteria stated above. The City reserves the right to reject any or all proposals, and to request written clarification of proposals and supporting materials from the Proposer. While it is the intent of the City to select a single organization, the City reserves the right to make the award in part or in whole and to select multiple organizations, depending on whichever decision is deemed to be most advantageous to the City. 13 of 75 9 Responses may be rejected if the organization fails to perform any of the following: A. Adhere to one or more of the provisions established in this Request for Proposal. B. Demonstrate competence, experience, and the ability to provide the services described in this Request for Proposal. C. Demonstrate financial capacity. D. Demonstrate understanding of capital investment necessary; E. Address issues arising out of proposed use (e.g., parking). F. Submit a response on or before the deadline and complete all required forms. G. To fulfill a request for an oral presentation. H. To respond to a written request for additional information. Discussions and/or interviews may be conducted with responsible organizations that have submitted proposals in order to clarify certain elements. All proposals shall be afforded fair and equal treatment with respect to any opportunity for clarification. In conducting discussion, there shall be no disclosure of information derived from proposals submitted by competing organizations. If the City is unable to reach any sort of agreement with the selected organization, the City will discontinue negotiations with the selected organization and begin negotiations with the organization ranked second and so on until agreement is reached. The City Council will select the proposal that is determined to be the most advantageous to the City and all other evaluation factors which are set forth in this Request for Proposal. No other factors or criteria not listed in this RFP shall be used in the evaluation. 9.0 PROPOSED SCHEDULE The tentative schedule for this RFP and project process is as follows: 1. RFP issued…………………………………… May 16, 2019 2. Viewing of property………………………………. June – October 2019 (2-3x month) 3. Community Meetings………………………… August 6 and November 5, 2019 4. Non-Mandatory Pre-Proposal Conference… January 22, 2020 5. Last Day to submit questions………………… February 12, 2020 6. Final Addendum ……………………………… February 19, 2020 7. RFP Submission Due Date…………………… February 28, 2020 8. City Council Consideration of Proposals…… March 23, 2020 9. City Council Award of Lease/Sale…………… May 1, 2020 14 of 75 10 10.0 QUESTIONS REGARDING RFP All questions related to this RFP should be submitted in writing to Jillian Ostman, Purchasing Specialist at jostman@cityofevanston.org with a copy to Erika Storlie at estorlie@cityofevanston.org. 11.0 GENERAL TERMS AND CONDITIONS A. Confidentiality In connection with this Agreement, City may provide Proposer with information to enable Proposer to render the Services hereunder, or Proposer may develop confidential information for City. Proposer agrees (i) to treat, and to obligate Proposer’s employees to treat, as secret and confidential all such information whether or not identified by City as confidential, (ii) not to disclose any such information or make available any reports, recommendations and /or conclusions which Proposer may make for City to any person, organization or corporation or use the same in any manner whatsoever without first obtaining City’s written approval, and (iii) not to disclose to City any information obtained by Proposer on a confidential basis from any third party unless Proposer shall have first received written permission from such third party to disclose such information. Pursuant to the Illinois Freedom of Information Act, 5 ILCS 140/7(2), records in the possession of others whom the City has contracted with to perform a governmental function are covered by the Act and subject to disclosure within limited statutory timeframes (five (5) working days with a possible five (5) working day extension). Upon notification from the City that it has received a Freedom of Information Act request that calls for records within the Proposer’s control, the Proposer shall promptly provide all requested records to the City so that the City may comply with the request within the required timeframe. The City and the Proposer shall cooperate to determine what records are subject to such a request and whether or not any exemptions to the disclosure of such records, or part thereof, is applicable. The Purchasing Specialist will endeavor to advise the organization of any request for the disclosure of the material so marked with “TRADE SECRET”, “CONFIDENTIAL”, or “PROPRIETARY”, and give the organization or other submitting party the opportunity to seek a court order to protect such materials from disclosure. If the requested material was submitted by a party other than the organization, then the organization shall be solely responsible for notifying the submitting party of the request. The City’s sole responsibility is to notify the organization of the request for disclosure, and the City shall not be liable for any damages resulting out of such disclosure, whether such disclosure is deemed required by law, by an order of court or administrative agency, or occurs through inadvertence, mistake, negligence on the part of the City or its officers, or employees. B. Withdrawal of Proposal Proposals may be withdrawn prior to the submittal deadline. Withdrawal may be attained by written request; however, no offer can be withdrawn within the ninety (90) day period which occurs after the time is set for closing. Proposers who withdraw their proposals 15 of 75 11 prior to the designated date and time may still submit another proposal if done in accordance with the proper time frame. C. Exceptions to Specifications Exceptions to these specifications shall be listed and explained on a separate page titled “Exceptions to Specifications”, which shall be prepared by the Proposer. This page shall then be attached to these documents and submitted at the same time as the proposal. Each exception must refer to the page number and paragraph to which it is relevant. The nature and reasoning of each exception shall be explained in its entirety. Any exceptions to these specifications may be cause for rejection of the proposal. D. Hold Harmless The Proposer agrees to hold harmless the City of Evanston and all of its agents, servants, and employees against any and all lawsuits, claims, demands, liabilities, losses, and/or expenses; including court costs and attorneys’ fees on account of injury to any person, or any death resulting from such injury, or any damage to property which may have arisen from work specifically related to the contract and/or project. E. Addenda Any and all changes to these documents are valid only if they are included via written addendum to all respondents. Each respondent should acknowledge receipt of any addenda by indicating same in their proposal submission. Each respondent acknowledging receipt of any addenda is responsible for the contents of the addenda and any changes to the proposal therein. Failure to acknowledge any addenda may cause the proposal to be rejected. Addenda information is available over the internet at https://www.cityofevanston.org/business/bids-proposals or www.demandstar.com, or by contacting the Purchasing Office, 847-866-2935. F. Term If the party does not propose to purchase the building(s), it should be noted the term of the lease may be negotiated, but must be considered a long-term lease agreement. G. Property of the City The land under the Mansion will remain, in its entirety, fully owned by the City of Evanston. The subject building(s) may be purchased by a party. If the building(s) are leased, they shall be retained by the City of Evanston. H. Disclosures and Potential Conflicts of Interest The City of Evanston’s Code of Ethics prohibits public officials or employees from performing or participating in an official act or action with regard to a transaction in which he has or knows he will thereafter acquire an interest for profit, without full public disclosure of such interest. This disclosure requirement extends to the spouse, children and grandchildren, and their spouses, parents and the parents of a spouse, and brothers and sisters and their spouses. 16 of 75 12 To ensure full and fair consideration of all proposals, the City of Evanston requires all Proposers including owners or employees to investigate whether a potential or actual conflict of interest exists between the Proposer and the City of Evanston, its officials, and/or employees. If the Proposer discovers a potential or actual conflict of interest, the Proposer must disclose the conflict of interest in its proposal, identifying the name of the City of Evanston official or employee with whom the conflict may exist, the nature of the conflict of interest, and any other relevant information. The existence of a potential or actual conflict of interest does NOT, on its own, disqualify the disclosing Proposer from consideration. Information provided by Proposers in this regard will allow the City of Evanston to take appropriate measures to ensure the fairness of the proposal process. The City requires all Proposers to submit a certification, enclosed with this RFP, that the Proposer has conducted the appropriate investigation and disclosed all potential or actual conflicts of interest. I. Protests Any actual or prospective Proposer, who is aggrieved in connection with the solicitation or award of a contract, may protest to the Purchasing Office. The protest shall be submitted in writing within ten (10) calendar days after such aggrieved person knows or should have known of the facts giving rise thereto. ▪ The Proposer shall submit any protests or claims regarding this solicitation to the Purchasing Office. ▪ A pre-bid protest must be filed five (5) days before the bid opening or proposal submittal. ▪ A pre-award protest must be filed no later than ten (10) days after the bid opening date or proposal deadline. ▪ A post-award protest must be filed no later than ten (10) days after the award of the Contract. All claims by a Proposer against the City relating to a contract shall be submitted in writing to the Purchasing Specialist. The City will only consider protests that are properly and timely submitted. All protests or claims must set forth the name and address of the protester, the contract number, the grounds for the protest or claim, and the course of action that the protesting party desires the Purchasing Specialist to take. Statements shall be sworn and submitted under penalty of perjury. J. Authority To Resolve Protests And Contract Claims Protests: The Purchasing Specialist shall have the authority to consider and resolve a protest of an aggrieved Proposer, actual or prospective, concerning the solicitation or award of a contract. The City shall issue a written decision and that decision is final. Contract Claims: The Purchasing Specialist, after consulting with Corporation Counsel, shall have the authority to resolve contract claims, subject to the approval of the City 17 of 75 13 Manager or City Council, as applicable, regarding any settlement that will result in a change order or contract modification. Each Proposer, by submitting a response to this RFP, expressly recognizes the limitations on its rights to protest provided in this Section and expressly waives all other rights and remedies and agrees that the decision on the protest is final and conclusive. If a Proposer disregards, disputes or does not follow the exclusive protest remedies provided in this Section, it shall indemnify and hold the City and its officers, employees, agents and consultants harmless from and against all liabilities, fees and costs, including legal and consultant fees and costs, and damages incurred or suffered as a result of such Proposer’s actions. Each Proposer, by submitting a response to this RFP, shall be deemed to have irrevocably and unconditionally agreed to this indemnity obligation. K. Litigation For purposes of this Section, the following terms are defined as follows: “issue” means any prior or pending litigation or investigation, either civil or criminal, or any governmental agency action or proceeding (the “issue”), which may affect the performance of the services to be rendered herein. For purposes of this Section, an “issue” shall also include any criminal, civil, or administrative penalty or finding imposed against any covered individual. An issue occurring within seven (7) years of the date preceding the date of the Proposer’s response shall be disclosed by the Proposer. “covered individual” means any principal, president, managing partner, or vice-president, affiliated in anyway with the Organization, and the Organization’s employees or subcontractors. All proposers shall identify and describe with particularity any issue. The City, and not Proposer, has the sole discretion to determine whether an issue may affect the performance of the services. Failure of any Proposer to comply with this mandatory obligation shall, at the City’s sole discretion, result in the Proposer’s response being deemed non-responsive and not responsible. Failure of any Proposer to comply with the obligation specified herein may result in the voiding any subsequent contract award to Proposer if the City discovers upon the exercise of its customary due diligence that Proposer failed to comply with the mandatory obligation in this Section. The City reserves all rights to take any other actions in the case of a Proposer’s non-compliance with this Section. L. Subcontractors If any organization submitting a proposal intends on subleasing out all or any portion of the engagement, that fact, and the name of the proposed subcontracting organization(s) must be clearly disclosed in the proposal. Following the award of the contract, no additional subleasing will be allowed without the prior written consent of the City of Evanston. 18 of 75 14 M. Contact with City Personnel All Proposers are prohibited from making any contact with the City Manager, City Council, or any other elected or appointed official or employee of the City with regard to the Project, other than in the manner and to the person(s) designated herein. The Purchasing Specialist reserves the right to disqualify any Proposer found to have contacted City Personnel in any manner with regard to the Project. Additionally, if it is determined that the contact with City Personnel was in violation of any provision of 720 ILCS 5/33EE, the matter may be referred to the Cook County State’s Attorney for review and prosecution. N. Costs Incurred The City of Evanston assumes no responsibility or liability for costs incurred by the Proposer prior to the execution of a contract. This includes costs incurred by the Proposer as a result of preparing a response to this RFP. 19 of 75 15 Exhibit A DISCLOSURE OF OWNERSHIP INTERESTS The City of Evanston Code Section 1-18-1 et seq. requires all persons (APPLICANT) seeking to do business with the City to provide the following information with their proposal. Every question must be answered. If the question is not applicable, answer with "NA". APPLICANT NAME: ______________________________________ APPLICANT ADDRESS: ______________________________________ TELEPHONE NUMBER: ______________________________________ FAX NUMBER: ______________________________________ APPLICANT is (Check One) ( ) Corporation ( ) Partnership ( ) Sole Owner ( ) Association Other ( ) ________________________________________________________ Please answer the following questions on a separate attached sheet if necessary. SECTION I CORPORATION 1a. Names and addresses of all Officers and Directors of Corporation. _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 1b. (Answer only if corporation has 33 or more shareholders.) Names and addresses of all those shareholders owning shares equal to or in excess of 3% of the proportionate ownership interest and the percentage of shareholder interest. (Note: Corporations which submit S.E.C. form 10K may substitute that statement for the material required herein.) _____________________________________________________________________ _____________________________________________________________________ 20 of 75 16 _____________________________________________________________________ 1c. (Answer only if corporation has fewer than 33 shareholders.) Names and addresses of all shareholders and percentage of interest of each herein. (Note: Corporations which submit S.E.C. form 10K may substitute that statement for the material requested herein.) ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ SECTION 2 PARTNERSHIP/ASSOCIATION/JOINT VENTURE 2a. The name, address, and percentage of interest of each partner whose interests therein, whether limited or general, is equal to or in excess of 3%. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 2b. Associations: The name and address of all officers, directors, and other members with 3% or greater interest. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ SECTION 3 - TRUSTS 3a. Trust number and institution. ______________________________________________________________________ 3b. Name and address of trustee or estate administrator. ______________________________________________________________________ 21 of 75 17 ______________________________________________________________________ 3c. Trust or estate beneficiaries: Name, address, and percentage of interest in total entity. ______________________________________________________________________ ______________________________________________________________________ SECTION 4 ALL APPLICANTS - ADDITIONAL DISCLOSURE 4a. Specify which, if any, interests disclosed in Section 1, 2, or 3 are being held by an agent or nominee, and give the name and address of principal. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 4b. If any interest named in Section 1,2, or 3 is being held by a "holding" corporation or other "holding" entity not an individual, state the names and addresses of all parties holding more than a 3% interest in that "holding" corporation or entity as required in 1(a), 1(b), 1(c), 2(a), and 2(b). ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 4c. If "constructive control" of any interest named in Sections 1,2, 3, or 4 is held by another party, give name and address of party with constructive control. ("Constructive control" refers to control established through voting trusts, proxies, or special terms of venture of partnership agreements.) ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ 22 of 75 18 I have not withheld disclosure of any interest known to me. Information provided is accurate and current. ______________________ ______________________________________ Date Signature of Person Preparing Statement ______________________________________ Title ATTEST: ____________________________ Notary Public (Notary Seal) Commission Expires: _____________________ 23 of 75 19 EXHIBIT B ADDITIONAL INFORMATION SHEET Proposal Name: _______________________________________________ Proposal Number #: _________________________________________________ Company Name: __________________________________________________ Contact Name: ___________________________________________________ Address: ________________________________________________________ City,State, Zip: ____________________________________________________ Telephone/FAX: #_________________________________________________ E-mail: __________________________________________________________ Comments: _____________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ 24 of 75 20 Exhibit C CONFLICT OF INTEREST FORM ___________________________________________________, hereby certifies that it has conducted an investigation into whether an actual or potential conflict of interest exists between the bidder, its owners and employees and any official or employee of the City of Evanston. Proposer further certifies that it has disclosed any such actual or potential conflict of interest and acknowledges if bidder/Proposer has not disclosed any actual or potential conflict of interest, the City of Evanston may disqualify the bid/proposal. ______________________________________________________________________ (Name of Bidder/Proposer if the Bidder/Proposer is an Individual) (Name of Partner if the Bidder/Proposer is a Partnership) (Name of Officer if the Bidder/Proposer is a Corporation) The above statements must be subscribed and sworn to before a notary public. Subscribed and Sworn to this _____ day of ______________, 2019. Notary Public Failure to complete and return this form may be considered sufficient reason for rejection of the bid / proposal. 25 of 75 21 Exhibit D ACKNOWLEDGEMENT OF UNDERSTANDING THE SECTION BELOW MUST BE COMPLETED IN FULL AND SIGNED The undersigned hereby certifies that they have read and understand the contents of this solicitation and attached service agreements, and agree to furnish at the prices shown any or all of the items above, subject to all instructions, conditions, specifications and attachments hereto. Failure to have read all the provisions of this solicitation shall not be cause to alter any resulting contract or to accept any request for additional compensation. By signing this document, the Proposer hereby certifies that they are not barred from bidding on this contract as a result of bid rigging or bid rotating or any similar offense (720 ILCS S/33E-3, 33E-4). Authorized Signature: Company Name: Typed/Printed Name: Date : Title: Telephone Number: Email : Fax Number: 26 of 75 22 Exhibit E ANTI-COLLUSION AFFIDAVIT AND PROPOSER’S CERTIFICATION ______________________________________, being first duly sworn, deposes and says that he is ______________________________________________________ (Partner, Officer, Owner, Etc.) of ________________________________ (Proposer). The party making the foregoing proposal or bid, that such bid is genuine and not collusive, or sham; that said bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any bidder or person, to put in a sham bid or to refrain from bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication or conference with any person; to fix the bid price element of said bid, or of that of any other bidder, or to secure any advantage against any other bidder or any person interested in the proposed contract. The undersigned certifies that he is not barred from bidding on this contract as a result of a conviction for the violation of State laws prohibiting bid-rigging or bid-rotating. (Name of Bidder if the Bidder is an Individual) (Name of Partner if the Bidder is a Partnership) (Name of Officer if the Bidder is a Corporation) The above statements must be subscribed a sworn to before a notary public. Subscribed and Sworn to this ________ day of _____________________, 2019 __________________________________________ Notary Public Commission Expires: ________________________ Failure to complete and return this form may be considered sufficient reason for rejection of the bid. 27 of 75 23 EXHIBIT F CITY OF EVANSTON M/W/EBE POLICY A City of Evanston goal is to provide contracting and subcontracting opportunities to Minority Business Enterprises, Women Business Enterprises, and Evanston Business Enterprises. The goal of the Minority, Women and Evanston Business Enterprise Program (M/W/EBE) is to assist such businesses with opportunities to grow. To assist such growth, the City’s goal is to have general contractors utilize M/W/EBEs to perform no less than 25% of the awarded contract. Organizations bidding on projects with the City must work to meet the 25% goal or request a waiver from participation. It is advised that bidders place advertisements requesting subcontractors and that they email or contact individual organizations that would be appropriate to partner in response to the project. For samples of possible advertisements, see the City of Evanston’s Business Diversity Section http://www.cityofevanston.org/business/business-diversity/ (Sample Advertisement ). If you request a paper copy of the additional documents, it will be available free of charge from the Purchasing Office, 2100 Ridge Road Suite 4200, Evanston, IL 60201. If a bidder is unable to meet the required M/W/EBE goal, the Bidder must seek a waiver or modification of the goal on the attached forms. Bidder must include: 1. A narrative describing the Bidder’s efforts to secure M/W/EBE participation prior to the bid opening. 2. Documentation of each of the assist agencies that were contacted, the date and individual who was contacted, and the result of the conversation (see form) 3. A letter attesting to instances where the bidder has not received inquiries/proposals from qualified M/W/EBEs 4. Names of owners, addresses, telephone numbers, date and time and method of contact of qualified M/W/EBE who submitted a proposal but were not found acceptable. 5. Names of owners, addresses, telephone numbers, date and time of contact of at least 15 qualified M/W/EBEs the bidder solicited for proposals for work directly related to the Bid prior to the bid opening (copies must be attached). If a bidder is selected with a Subcontractor listed to meet the M/W/EBE goal, a “monthly utilization report” will be due to the City prior to each payment being issued to the Contractor. This report will include documentation of the name of the organization hired, the type of work that organization performed, etc. Should the M/W/EBE not be paid according to the schedule proposed in this document, the City reserves the right to cancel the contract. Examples of this monthly form can be found on the City’s website: http://www.cityofevanston.org/business/business-diversity/ (MWEBE Monthly Utilization Report). 28 of 75 24 Exhibit G M/W/EBE PARTICIPATION COMPLIANCE FORM I do hereby certify that _________________________________________________ (Name of organization) intends to participate as a Subcontractor or General Contractor on the project referenced above. This organization is a (check only one): ______ Minority Business Enterprise (MBE), a organization that is at least 51% managed and controlled by a minority, certified by a certifying agency within Illinois. ______ Women’s Business Enterprise (WBE), a organization that is at least 51% managed and controlled by a woman, certified by a certifying agency within Illinois. ______ Evanston Based Enterprise (EBE), a organization located in Evanston for a minimum of one year and which performs a “commercially useful function”. Total proposed price of response $_____________________ Amount to be performed by a M/W/EBE $_____________________ Percentage of work to be performed by a M/W/EBE _____________________% Information on the M/W/EBE Utilized: Name __________________________________________________________ Address ____________________________________________________ Phone Number Signature of organization attesting to participation _________________________ Title and Date _____________________________________________________ Please attach 1. Proper certification documentation if applying as a M/WBE and check the appropriate box below. This M/WBE will be applying with documentation from: ❑ Cook County ❑ City of Chicago ❑ State certification ❑ Federal certification 2. Attach business license if applying as an EBE 29 of 75 25 Exhibit H M/W/EBE PARTICIPATION WAIVER REQUEST I am of , and I have authority to (Title) (Name of Organization) execute this certification on behalf of the organization. I do (Name) hereby certify that this organization seeks to waive all or part of this M/W/EBE partcipation goal for the following reason(s): (CHECK ALL THAT APPLY. SPECIFIC SUPPORTING DOCUMENTATION MUST BE ATTACHED.) ______ 1. No M/W/EBEs responded to our invitation to bid. ______ 2. An insufficient number of organizations responded to our invitation to bid. For #1 & 2, please provide a narrative describing the outreach efforts from your organization and proof of contacting at least 15 qualified M/W/EBEs prior to the bid opening. Also, please attach the accompanying form with notes regarding contacting the Assist Agencies. ______ 3. No subcontracting opportunities exist. Please provide a written explanation of why subcontracting is not feasible. ______ 4. M/W/EBE participation is impracticable. Please provide a written explanation of why M/W/EBE participation is impracticable. Therefore, we request to waive _____of the 25% utilization goal for a revised goal of _____%. Signature: Date: (Signature) 30 of 75 26 EXHIBIT K PROPOSAL SUBMITTAL LABEL CUT AND ATTACH LABEL ON OUTSIDE OF SEALED BID/PROPOSAL SUBMITTAL ---------------------------------------------------------------------------------------------------------------------------------- ADDRESS SUBMITALS: CITY OF EVANSTON - PURCHASING OFFICE, ROOM 4200 LORRAINE H. MORTON CIVIC CENTER 2100 RIDGE AVENUE - EVANSTON, ILLINOIS 60201 SUBMITTAL NUMBER: __________________________________________________ SUBMITTAL NAME: __________________________________________________ __________________________________________________ SUBMITTAL DUE DATE/TIME: __________________________________________________ COMPANY NAME: __________________________________________________ COMPANY ADDRESS: __________________________________________________ COMPANY TELEPHONE #: __________________________________________________ ------------------------------------------------------------------------------------------------------------------------------------- 31 of 75 27 ADDITIONAL INFORMATION Various engineering, structural, environmental and other assessment reports and information were compiled by other persons or entities that are not City employees or agents. None of these reports or information constitutes explicit or implicit assurances or presumptions by the City regarding known and unknown conditions on the property. The City does not guarantee the accuracy of the reports or information. This information about the property is available on the City’s website at www.cityofevanston.org/harleyclarke and at www.cityofevanston.org/2603Sheridan. 32 of 75 • Three-story mansion, 20,275 square feet • Coach house, 4,383 square feet With expansive views of Lake Michigan, the Harley Clarke Mansion is just steps away from Evanston’s beautiful Lighthouse Beach and historic Grosse Point Lighthouse, and only one mile from vibrant downtown Evanston. The English Tudor mansion boasts a magnificent curving staircase, more than 20 generous room/studio spaces, 10 bathrooms, a conservatory, and basement. The property includes a tranquil Jens Jensen Garden. 2603 Sheridan Road, Evanston Harley Clarke Mansion For long-term lease or sale Interested parties should visit cityofevanston.org/2603Sheridan for tour dates and information on the City of Evanston’s Request for Proposal process. Sealed proposals are due by 2 p.m. on February 28, 2020.33 of 75 HARLEY CLARKE MANSION FLOORPLANS 34 of 75 ATTACHMENT A - EAC DRAWINGS 35 of 75 ATTACHMENT A - EAC DRAWINGS 36 of 75 ATTACHMENT A - EAC DRAWINGS 37 of 75 ATTACHMENT A - EAC DRAWINGS 38 of 75 ATTACHMENT A - EAC DRAWINGS 39 of 75 COACH HOUSE FLOORPLANS 40 of 75 COACH HOUSE41 of 75 42 of 75 43 of 75 44 of 75 45 of 75 46 of 75 47 of 75 JENS JANSEN GARDEN 48 of 75 1928 Jens Jensen Drawings for Harley Clarke Mansion 49 of 75 50 of 75 51 of 75 52 of 75 MAPS OF MANSION AND SURROUNDING PROPERTY 53 of 75 Pavilion / Restrooms Harley Clarke Mansion Main Building North Foghouse Signal Building South Foghouse Signal Building PicnicShelter Greenhouse Garage CoachHouse(2 apts.) Keeper'sQuarters Lighthouse Grotto Parking CommunityGardens(Ecology Center) Lig h t h o u s e L a n d i n g B e a c h Parking ParkingLawson Park(COE) Northeast Park(LPD) Lighthouse LandingPark (COE) Grosse PointLighthousePark (LPD) Playground FireRing BreakwallCentral Street Milburn ParkSher i dan Road2618 2651 2655 2528 1 6 2 2653 2535 42514 2520 2604 615 2603 5 2626 2601 Grosse Point Lighthouse Area 1:1,440 1 inch = 120 feet LighthouseBuildings2012.mxd 5/2/2012 0 100 20050Feet City Maintained Building LPD Maintained Building Building Overhead Structure Deck - Patio Garage Pool Park -- LPD Responsibility Park -- City Responsibility Tax Parcel Street Alley Driveway Sidewalk Fence Public Beach Water Body This map is provided "as is" without warranties of any kind.See www.cityofevanston.org/mapdisclaimers.html for more information.54 of 75 LAWSON PARK / NOAH'S PLAYGROUND Coach House Harley ClarkeMansion Fog HousesLighthouseKeeper's Home PROPERTY LEASED TOLIGHTHOUSE PARK DISTRICT CITY OF EVANSTON CITY OF EVANSTON CITY OF EVANSTON LGHT HSE PK DIS EVAN Clinton Place Central Street Milburn ParkSh e ri d a n Road0 50 100 Feet Grosse Point Lighthouse 55 of 75 Coach House Harley ClarkeMansion Fog HousesLighthouseKeeper's Home PROPERTY LEASED TOLIGHTHOUSE PARK DISTRICT CITY OF EVANSTON CITY OF EVANSTON LGHT HSE PK DIS EVAN Central S treet M ilb u rn ParkSheridan Road0 50 100 Feet Grosse Point Lighthouse 56 of 75 For City Council meeting of April 15, 2019 Item SP2 Resolution 39-R-19, Central Street Bridge Temporary Signal Resolution For Action To: Honorable Mayor and Members of the City Council From: David Stoneback, Public Works Agency Director Lara Biggs, P.E., Bureau Chief – Capital Planning / City Engineer Sat Nagar, P.E., Senior Project Manager Subject: Resolution 39-R-19 for Temporary Traffic Signal at Central Street & Bryant Avenue during Central Street Bridge Construction Date: April 5, 2019 Recommended Action: Staff recommends adoption of Resolution 39-R-19 authorizing the installation and removal of a temporary traffic signal at Central Street & Bryant Avenue to accommodate safe pedestrian crossings at this intersection during the construction project to replace the Central Street Bridge. Livability Benefits: Equity & Empowerment: Ensure equitable access to community assets Health & Safety: Promote healthy, active lifestyles Reduce Environmental Impact: Reduce Greenhouse gas emissions Background: The Central Street Bridge over the Northshore Channel is under the jurisdiction of the City of Evanston. The Northshore channel is under the jurisdiction of MWRD, which in turn leases the adjacent property to the City of Evanston. MWRD originally constructed the bridge in 1907 when the channel was created and turned over ownership of the bridge to the City after completion. In 2015, the City received Surface Transportation Program (STP) Bridge funding for replacement of the bridge. The project construction limits are depicted in Exhibit A. The City hired Stanley Consultants through a qualification based selection process for conducting the Phase I, Phase II Engineering and Phase III Engineering during construction of the Central Street Bridge. The Phase II engineering is expected to be completed this year and anticipate IDOT bidding the construction during their bid letting scheduled for August 2019. Memorandum 57 of 75 The project schedule is as follows: Phase I Engineering complete August 3, 2018 Phase II Design August 2019 Phase III Construction 2020 - 2021 Analysis: Staff highly recommends the installation of a temporary traffic signal at the Bryant Avenue intersection with Central Street during the bridge replacement project. A controlled intersection equipped with emergency vehicle preemption (EVP) detection equipment will greatly aid the ability of emergency vehicles to traverse the work zone. This is crucial due to the close proximity of Evanston Fire Station #3 and the level 1 trauma center within the Evanston Northshore Hospital. Additional, the controlled intersection will also have pedestrian push buttons which will make crossing Central Street much safer for pedestrian traffic as well as golf carts. Staff anticipates that the temporary traffic signal will be installed in January 2020 when the construction project is scheduled to start. The Illinois Department of Transportation (IDOT) is requiring the City to provide a resolution to assure that the temporary traffic signal is removed following completion of the bridge replacement project. Based on the anticipated construction schedule, the temporary traffic signal is anticipated to be removed in September 2021. Legislative History: The City Council approved award of the Phase I Engineering contract to Stanley Consultants at the April 25, 2016 Council meeting. The City Council approved award of the Phase II Engineering contract (construction plans) to Stanley Consultants at the June 25, 2018 Council meeting. Attachments: Resolution 39-R-19 Location Map 58 of 75 4/9/2019 39-R-19 A RESOLUTION Authorizing the City to Install a Temporary Traffic Signal at Central Street and Bryant Avenue for Use During the Construction Project to Replace the Central Street Bridge and to Provide Reassurance to IDOT that Said Signal will be Removed Following Construction WHEREAS, in order to facilitate the free flow of traffic and insure safety to the motoring public and pedestrians using the right-of-way, the City of Evanston seeks to install a temporary traffic signal at Central Street and Bryant Avenue during the time of construction of a full replacement of Central Street Bridge (the “Project”); and WHEREAS, the temporary signal will be installed in January 2020 and will be removed following completion of the Project, expected completion in September 2021; and WHEREAS, the City Council finds that it is in the best interests of the City to provide this resolution to IDOT for the Project for formal confirmation that the City will install and remove the temporary traffic signal and provide a safe mechanism for vehicle and pedestrian traffic, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1: The City Manager or his designee is hereby authorized to distribute a copy of this resolution to IDOT. 59 of 75 39-R-19 ~2~ SECTION 2: The City Manager is hereby authorized and directed to negotiate any additional conditions with IDOT for the installation of the temporary signal. SECTION 3: That this Resolution 39-R-19 shall be in full force and effect from and after its passage and approval in the manner provided by law. _______________________________ Stephen H. Hagerty, Mayor Attest: _______________________________ Devon Reid, City Clerk Adopted: __________________, 2019 Approved as to form: _______________________________ Michelle L. Masoncup, Corporation Counsel 60 of 75 61 of 75 For City Council meeting of April 15, 2019 Item SP3 City Council Goals For Discussion To: Honorable Mayor and Members of the City Council From: Wally Bobkiewicz, City Manager Subject: City Council Goals Date: February 19, 2019 Recommended Action: Staff requests that at the April 15, 2019 meeting, City Council discuss implementation of 2019-2020 City Council goals, specifically the following topics: “Enhance Community Development and Job Creation Citywide” and “Ensure Equity in All Operations.” Staff will present information on both goals mentioned. In addition, staff will present an Open Data Report. The report will detail the City’s newly formed Data Governance team, how it is aligning data development with the City’s goals and industry standards, and providing a “What Works Cities” Assessment. Memorandum 62 of 75 For City Council meeting of April 15, 2019 Item SP4 Resolution 40-R-19, Amending City Council Rule 6, “Citizen Participation” For Action To: Honorable Mayor and Members of the City Council From: Michelle Masoncup, Corporation Counsel Subject: Resolution 40-R-19, Amending City Council Rule 6, “Citizen Participation,” By Providing Guidelines for Public Comment at Standing Committees of the City Council Date: April 9, 2019 Recommended Action: Rules Committee and staff recommend City Council adoption of Resolution 40-R-19, amending City Council Rule 6, “Citizen Participation,” by providing guidelines for Public Comment at Standing Committees of the City Council. Planning & Development Committee will allow 45 minutes for public comment, and all other standing committees will allow 20 minutes for public comment. Livability Benefits: Innovation & Process: Support local government best practices and processes. Background: All Standing Committees, except Planning & Development, a period of 20 minutes shall be provided for public comment. For Planning & Development Committee a period of 45 minutes shall be provided for public comment. All individuals must not speak longer than 2 minutes, and cannot cede time to another speaker. The committee chair will allocate time among the speakers to ensure that public comment does not exceed the allotted time provided. The business of the committee shall commence after the specified time above expires. Legislative History: Rules Committee approved the amendment at its April 1, 2019 meeting. Attachments: Resolution 40-R-19 Memorandum 63 of 75 4/10/2019 40-R-19 A RESOLUTION Amending City Council Rule 6, “Citizen Participation,” By Providing Guidelines for Public Comment at Standing Committees of the City Council WHEREAS, the City Council amends the City Council Rules and Organization of the City Council of the City of Evanston (“City Council Rules”) from time to time; and WHEREAS, the business of the City is to be conducted in an orderly and efficient manner to facilitate sound City Council and public deliberation and decision making; and WHEREAS, the Rules Committee of the City Council requested at its April 1, 2019 meeting, that the City Council Rules should be amended to provide parameters for public comment at the standing committee meetings of the City Council, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1. Rule 6.2 of “Citizen Participation” of the City Council Rules is hereby amended to read as follows: 6.2 The Council shall provide a period for Citizen Comment. Interested persons shall sign their name, address and the agenda item or other topic to be addressed on a designated citizen participation sheet. A speaker may address the Council for no more than three minutes, and only once per Council meeting. The maximum time limit for each speaker is a single three minute time limit applied to any and all topics the speaker addresses. The maximum time period for citizen participation is forty-five minutes. If there are more than 15 speakers, the Mayor will allocate time among the speakers to ensure that citizen comment does not exceed forty-five (45) minutes. Speakers will not be permitted to cede time to another speaker. The business of the City Council shall commence no later than forty-five (45) minutes after the beginning of Citizen Comment. 64 of 75 40-R-19 City Council standing committees shall provide opportunities for citizen comment at the beginning of each meeting. For all of the standing committees of the City Council, except Planning and Development, a period of twenty minutes shall be provided for all public comment, and no individual may speak longer than two (2) minutes and cannot cede time to another speaker. For Planning and Development Committee, a period of forty-five minutes (45) shall be provided for all public comment and no individual may speaker longer than two (2) minutes and cannot cede time to another speaker. The committee chair of the standing committees will allocate time among the speakers to ensure that Public Comment does not exceed the allotted time provided above. The business of the committee shall commence after the specified time above expires. SECTION 2. That this Resolution 40-R-19 shall be in full force and effect from and after its passage and approval in the manner provided by law. _______________________________ Stephen H. Hagerty, Mayor Attest: _______________________________ Devon Reid, City Clerk Adopted: __________________, 2019 Approved as to form: _______________________________ Michelle L. Masoncup, Corporation Counsel 65 of 75 For City Council meeting of April 15, 2019 Item SP5 Resolution 41-R-19, Amending City Council Rule 9.6, Committee Start Time For Action To: Honorable Mayor and Members of the City Council From: Michelle Masoncup, Corporation Counsel Subject: Resolution 41-R-19, Amending City Council Rule 9.6, “Committees” to Amend the Start Time for the Planning & Development Committee Date: April 9, 2019 Recommended Action: Rules Committee and staff recommend City Council adoption of Resolution 41-R-19, amending City Council Rule 9.6, “Committees,” to amend the start time for the Planning & Development Committee from 7:15 p.m. to 6:45 p.m. Livability Benefits: Innovation & Process: Support local government best practices and processes. Background: The Administration & Public Works Committee (A&PW) meets at 6:00 p.m. prior to the Planning & Development (P&D) Committee meetings on the 2nd and 4th Mondays of each month. Currently, the City Council Rules state that the P&D meetings will not start until 7:15 p.m. However, the A&PW meetings frequently end well in advance of that start time, and it would be a better time management for Council and staff to start P&D at an earlier time. Legislative History: Rules Committee approved the amendment at its April 1, 2019 meeting. Attachments: Resolution 41-R-19 Memorandum 66 of 75 4/10/2019 41-R-19 A RESOLUTION Amending City Council Rule 9.6, “Committees,” to Amend the Start Time for the Planning and Development Committee WHEREAS, the City Council amends the City Council Rules and Organization of the City Council of the City of Evanston (“City Council Rules”) from time to time; and WHEREAS, the business of the City is to be conducted in an orderly and efficient manner to facilitate sound City Council and public deliberation and decision making; and WHEREAS, the Rules Committee of the City Council requested at its April 1, 2019 meeting, that the City Council Rules should be amended to move the start time of Planning and Development Committee from 7:15 p.m. to 6:45 p.m., NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1. Rule 9.6 within the “Committees” Section of the City Council Rules is hereby amended to read as follows: 9.6 Planning and Development Committee (seven (7) Aldermen). The duties of this committee will include matters relating to planning; physical development, zoning, building conservation, preservation, housing, and relocation. The Committee shall review and advise the City Council on the use and planning of all City park land. This Committee shall convene at 6:45 7:15 p.m. on the 2nd and 4th Mondays of the month on the night of scheduled City Council meetings. SECTION 2. That this Resolution 41-R-19 shall be in full force and effect from and after its passage and approval in the manner provided by law. 67 of 75 41-R-19 _______________________________ Stephen H. Hagerty, Mayor Attest: _______________________________ Devon Reid, City Clerk Adopted: __________________, 2019 Approved as to form: _______________________________ Michelle L. Masoncup, Corporation Counsel 68 of 75 For City Council meeting of April 15, 2019 Item SP6 Resolution 43-R-19, Amending City Council Rule 6, “Citizen Participation” For Action To: Honorable Mayor and Members of the City Council From: Wally Bobkiewicz, City Manager Subject: Resolution 43-R-19, Amending City Council Rule 6, “Citizen Participation,” By Providing Guidelines of Decorum During City Council and Standing Committee Meetings Date: April 9, 2019 Recommended Action: City Manager recommends City Council adoption of Resolution 43-R-19, amending City Council Rule 6, “Citizen Participation,” providing guidelines of decorum during City Council, standing committee and Ward meetings. It is important to consider these recommended revisions immediately, but the City Manager requests further discussion of additional, extensive revisions of the City Rules pertaining to decorum. Attached please find the City of Boulder, Colorado’s Rules of Decorum, Section XVI for review. If Council concurs with these guidelines, staff will bring additional amendments to the City Council Rules to the June 3rd Rules Committee. Attachments: Resolution 43-R-19 City of Boulder, CO Rules of Decorum Memorandum 69 of 75 4/11/2019 43-R-19 A RESOLUTION Amending City Council Rule 6, “Citizen Participation,” By Providing Guidelines of Decorum During City Council and Standing Committee Meetings WHEREAS, the City Council amends the City Council Rules and Organization of the City Council of the City of Evanston (“City Council Rules”) from time to time; and WHEREAS, the business of the City is to be conducted in an orderly and professional manner to facilitate sound City Council and public deliberation and decision making; and WHEREAS, the City Council Rules should be amended to provide guidelines for decorum at City Council and standing committee meetings, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1. Rule 6, “Citizen Participation,” of the City Council Rules is hereby amended to add Section 6.8: 6.8 Any person who makes such remarks, or who utters loud, threatening, personal or abusive language, or engages in any other disorderly conduct which disrupts, disturbs or otherwise impedes the orderly conduct of a meeting shall, at the discretion of the mayor or presiding officer, be barred from further participation during that meeting. The mayor or presiding officer may interrupt any speaker who is violating these rules or disrupting a meeting. 70 of 75 43-R-19 The mayor or presiding officer shall attempt to provide a verbal warning to any attendee or particular speaker that may be violating these rules, but such verbal warning shall not be required as a condition for speaker to have podium microphone turned off or speaker removed from meeting. SECTION 2. Rule 6, “Citizen Participation,” of the City Council Rules is hereby amended to add Section 6.9: 6.9 Procedures for conduct under Section 6.8 shall apply to meetings held by the City Council, including standing committees and ward meetings. SECTION 3. That this Resolution 43-R-19 shall be in full force and effect from and after its passage and approval in the manner provided by law. _______________________________ Stephen H. Hagerty, Mayor Attest: _______________________________ Devon Reid, City Clerk Adopted: __________________, 2019 Approved as to form: _______________________________ Michelle L. Masoncup, Corporation Counsel 71 of 75 City of Boulder, CO XVI. ‐ Rules of Decorum a. Council Intent for Rules of Decorum. The City's business is conducted at city council meetings by the elected officials of the City. All council meetings are open to the public, but the public's participation is permitted only at formal council business meetings during the time and in the manner set forth in these rules. Public participation is generally not permitted during study sessions and other informal council meetings, although the public is encouraged to express comments in writing or other communication prior to those meetings. In order for the council to conduct its business in a manner completely open to the public in person, by audio and by video recordings, rules of decorum are necessary. Historically, council meetings have lasted numerous hours which may limit the practical ability for the public to participate and the effectiveness of staff to make presentations and elected officials to discuss issues and make decisions. The intent of these rules is to: 1. Provide a safe and secure setting for council and the public to attend to the City's business. 2. Enable council to conduct its deliberative process without interruption in a manner that can be heard and viewed by all in attendance and recorded for the simultaneous or later viewing by the public. 3. Ensure that the public has a full opportunity to be heard during public hearings and open comment periods of council meetings. 4. Facilitate transparency in the conduct of council meetings so that all persons have the opportunity to observe and hear all of the council discussion and votes. 5. State specific rules so that all may know the rules in advance and be subject to the same rules. 6. Limit interruptions, unreasonable delay, or duplication of comments, presentations, or discussion. 7. Develop an atmosphere of civility that is respectful of diverse opinions and allows presentation of positions that vary from the position of others at the meeting without insults or intimidation. 8. Balance the need for the council to conduct effective meetings without the meetings extending late into the night or early morning with the need to give a full opportunity for the public to be heard. 9. Facilitate council meetings as business meetings, therefore public comments should relate to the business of the City and, as such, be addressed to the council as a whole, which conducts the business of the City. 10. Adopt these rules of decorum as the standard for conduct of meetings of the city council and staff of the City. b. Rules of Decorum for the Public. During all times a meeting of the city council is being conducted, the following rules shall apply: 72 of 75 1. Prior to addressing council, a person shall sign-up providing information for the council record. 2. All remarks to the council shall be at a microphone and only after the speaker is acknowledged by the presiding officer. 3. While in attendance at a council meeting, no attendee shall disrupt, disturb, or otherwise impede the orderly conduct of any council meeting by any means in a manner that obstructs the business of the meeting. Disorderly conduct also includes failing to obey any lawful order of the presiding officer to be seated, leave the meeting room or refrain from addressing the council. 4. No attendee shall make threats or other forms of intimidation against any person in the council chambers or meeting room, or possess any weapon or firearm while in the council chambers or meeting room unless the attendee possesses a valid permit meeting all of the requirements set forth in § 18-12- 204, C.R.S. 5. To maintain the fire code occupancy limits and allow for safe exit, unless addressing the council or entering or leaving the council chambers or meeting room, all persons in the audience shall remain seated in the seats provided. No person shall stand or sit in the aisles, nor shall the doorways be blocked. 6. All persons in the council chambers or other meeting room, including, without limitation, council members, staff, and attendees, shall silence all cell phones, pagers, and other electronic devices to prevent disruption at the meeting. 7. No person at any council meeting shall be in a state of intoxication caused by the person's use of alcohol or drugs. 8. Members of the public who wish to gather in the municipal building prior to a meeting shall make every effort to accommodate those with differing views. This shall include, not blocking entrances, pathways or stairways and being respectful at all times of those with opposing views. If individuals plan to gather for a meal or otherwise in the municipal building, such gatherings shall take place in the eastern end of the municipal building lobby so as not to require individuals with opposing views to pass through the gathering. 9. No sign shall be displayed in council chambers in a manner that blocks the view of another person or in a manner that would violate subsection 5 above. c. Enforcement of Decorum. The mayor or other presiding officer of the council, with the assistance of the sergeant-at-arms, if any attending, shall be responsible for maintaining the order and decorum of meetings. The mayor or presiding officer may order removed from the council chambers, or other room in which a meeting of the council is occurring, any person who fails to observe these rules of decorum: 1. The mayor or presiding officer may interrupt any speaker who is violating these rules of decorum or disrupting a meeting. 2. The mayor or presiding officer shall attempt to provide a verbal warning to any attendee or particular speaker that may be violating these rules of decorum, but such verbal warning shall not be required as a condition of removing an offender from the council chambers or meeting 73 of 75 room. 3. These enforcement provisions are in addition to the authority held by the sergeant-at-arms or any other peace officer in attendance, to maintain order pursuant to the officer's lawful authority. 4. Any person removed from the council chambers or meeting room shall be excluded from further attendance at the meeting from which the person has been removed, unless permission to attend is granted upon the motion adopted by a majority vote of the council. 5. Any person who has been removed from a meeting may be charged with violation of the applicable provision of the Boulder Revised Code. 6. In addition, by vote of the council, any person removed from a meeting may be excluded from attendance at council meetings for thirty (30) days after such removal. A longer period of prohibition from attendance at council meetings may be determined by council by a vote, if the person has been removed from the council chambers or meeting room in the past twenty-four months for violation of these rules of decorum, or the council determines that the attendee's conduct was so severe as to necessitate a longer period of prohibition. 7. A person prohibited from attendance at council meetings may request a hearing to dispute prohibition under the provisions of Chapter 1-3, "Quasi-Judicial Hearings," B.R.C. 1981, if the appeal is filed with the manager within ten days of the date of prohibition. The hearing will be before a hearing officer that is appointed by the city manager. The scope of the hearing will be limited to the following: (1) whether there was a prior removal in the past twenty-four months, and (2) the nature and extent of the behavior resulting in the suspension. The hearing officer will forward a recommendation to the council to affirm the sanction, modify the sanction, or to remove the sanction to the city council for its consideration at a subsequent meeting of the council. 8. In addition to any other authority of the mayor or presiding officer, the presiding officer may call a recess during which time the members of the council shall leave the meeting room. 9. If necessary for the safety of the council and public, the mayor or presiding officer may order the council chambers or meeting room cleared of all attendees. In such event, the meeting may continue only so long as the proceedings are televised or otherwise recorded so that the proceedings of the meeting are available to the public. 10. Any staff member may request that a police officer assess any person at a council meeting for intoxication. A police officer may also make such an assessment based on personal observation. If, in the officer's professional opinion, the officer has a reasonable suspicion that a person in attendance at a council meeting is intoxicated through the use of alcohol, the officer may exclude that person from further attendance at that meeting. A person excluded shall be readmitted if the person excluded submits to an alcohol breath test and produces a result below .05 blood alcohol level. d. Rules of Decorum for Council. Members of the council shall attempt to balance the right of the public to know positions of the elected and appointed officials and rationale for decisions with the need for balanced discussion and timely adjournment of the meeting. In order to realize this balance, members shall endeavor to: 1. Articulate questions, opinions, comments and reasons for votes succinctly; 74 of 75 2. Exercise self-discipline by avoiding repeating statements of others, being verbose in expressing opinions or straying off the topic; 3. Allow the presiding officer to manage the meeting and call on members before speaking; 4. Support the presiding officer in enforcement of these rules; 5. Permit other members an opportunity to speak once on an issue before speaking a second time on the same issue; 6. Focus on the issue being discussed rather than disagreement of ideas by using "I" statements and avoiding personal attacks or assuming motives of another; 7. Consider the adopted council goals, staff work plans and limited resources when making requests for delay or additional information; 8. Acknowledge that new topics raised during a meeting by a member of the public or of the council may not have the benefit of all of the necessary background information, may not be presented from a balanced perspective, and decisions in such situations are more often emotionally driven. New topics raised during a meeting are most often best resolved by deferring the decision to the city manager or to a future agenda with direction to staff to provide background materials before the matter is considered at a future meeting. If council desires to take up a matter raised during a meeting, the request should be made and additional information requested under "Matters from the Mayor and Members of Council" portion of the agenda; 9. During a council meeting, refrain from electronic communication regarding subjects considered at that meeting. Except that council members may receive electronic copies of materials from staff displayed on monitors or otherwise made available at the meeting. E. Interpretation of Rules. These rules are intended to support the intent of the council set forth above. These rules are not to be used to limit public participation or council debate, but to enable the effective functioning of the council. Either the council or the presiding officer may temporarily suspend these rules or grant exceptions in order to effectuate their intent. 75 of 75