HomeMy WebLinkAboutTERRA Engineering Ltd.- Professional Surveying Services Memorandum To: Luke Stowe, City Manager From: Bridget Nash, Senior Project Manager Edgar Cano, Public Works Agency Director Lara Biggs, Capital Planning and Engineering Bureau Chief Subject: Agreement with TERRA Engineering, Ltd. for Professional Surveying Services Date: June 12, 2024 Recommended Action: Staff recommends that the City Manager execute an agreement with TERRA Engineering, Ltd. (225 West Ohio Street, 4th Floor, Chicago, IL 60654) for professional surveying services in the not-to-exceed amount of $15,800.00. Funding Source: This project is not budgeted. However, funding is available from the Capital Improvement Fund 2024 General Obligation Bond, line item for Facilities Contingency (415.40.4124.62145 – 424015). This line item has a FY 2024 budget of $600,000, of which $444,114 is remaining. Summary: In May 2023, the Evanston Police Department (EPD) expressed a critical need to clearly identify and mark the City limits at the following locations: • 300 Block of Howard Street • 300 Block of Sheridan Road • Intersection of Golf Road/Emerson Street and McCormick Boulevard Past incidents, including car accidents, DUI-related fatalities, and homicides, have highlighted the difficulties in determining jurisdictional boundaries at these sites. These challenges can result in delayed response times, legal complications, and confusion among the City and neighboring municipalities. To address this issue, the EPD requested the installation of clear markers at each of these locations to delineate the City limits. Professional surveying services are required to accurately and precisely measure and map the City limits. The specific type of marker to be used at each location will be determined in consultation with the EPD. Doc ID: 2c0edb8517b5ca64a1eb78f0acbd2245eb679b42
Analysis: On June 12, 2023, the City Council approved the prequalification of four consulting firms to provide design, construction engineering, and surveying services for various infrastructure projects. On May 20, 2024, the four prequalified firms were requested to provide a cost proposal for professional surveying services to accurately identify and mark the boundaries of the City limits at three locations. The cost proposals received are summarized below: Consultant Address Proposal Cost Christopher B. Burke Engineering, Ltd. 820 Davis Street, Suite 520, Evanston, IL 60201 $18,000.00 Civiltech Engineering, Inc. Two Pierce Place, Suite 1400, Itasca, IL 60143 No Response Gonzalez Companies, LLC 1401 Branding Ave, Suite 365, Downers Grove, IL 60515 No Response TERRA Engineering, Ltd. 225 West Ohio Street, 4th Floor, Chicago, IL 60654 $15,800.00 TERRA Engineering, Ltd. submitted the lowest cost to provide the requested services. Additionally, TERRA has performed satisfactory work for the City in the past. Attachments: Vendor Agreement – For Signature Request for Price Proposals Proposal from TERRA Engineering, Ltd. Doc ID: 2c0edb8517b5ca64a1eb78f0acbd2245eb679b42
Approved as to form:
Alexandra B. Ruggie
Corporation Counsel
Luke Stowe
City Manager 06 / 14 / 2024
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May 20, 2024
To Consulting Firms:
The City of Evanston’s Public Works Agency is requesting a price proposal for professional
surveying services to accurately identify and mark the boundaries of the City limits at the
following locations (see attached exhibits):
· 300 Block of Howard Street: Provide boundary from approximately 50 feet west of
the viaduct to the east side of the viaduct on Howard Street. Include boundary
information in the street and sidewalk under the viaduct.
· 300 Block of Sheridan Road: Provide boundary approximately 100 feet across
Sheridan Road.
· Intersection of Golf Road/Emerson Street and McCormick Boulevard: Provide
boundary approximately 350 feet from Prairie Road through the intersection.
The Scope of Work includes the following:
· Research and Review: Review existing records, maps, and documents related to
the City’s boundary limits. Conduct necessary research at local, county, and state
levels to gather all relevant historical and legal information.
· Field Survey: Perform a comprehensive field survey to locate and verify the City
boundary limits at the three locations identified. Utilize appropriate surveying
technology and methods to ensure accuracy. All horizontal data collected shall be
georeferenced to the Illinois State Plan Coordinate System, East Zone, North
American Datum of 1983.
· Documentation: Provide detailed survey drawings in AutoCAD 2018, PDF exhibits,
and shapefiles of the confirmed City boundary lines.
· Boundary Marking: Place physical markers or monuments at key points along the
boundary using industry standards. This task shall include one meeting with City
personnel to verify the type and placement of each marker. Assume the installation
of two markers at each location.
The documentation deliverables shall be submitted to the City for review by July 12, 2024.
Upon approval of the deliverables and the meeting with City staff, the boundary markers
shall be installed by July 26, 2024.
The proposals shall be submitted electronically to Bridget Nash, Senior Project Manager at
bnash@cityofevanston.org by 2:00 P.M. on Thursday, May 30, 2024. The proposal shall
include a lump sum not-to-exceed total cost for the project. Reimbursable expenses will not
be paid for separately.
Public Works Agency
Capital Planning & Engineering
2100 Ridge Avenue
Evanston, IL 60201-2798
T 847.448.8102
www.cityofevanston.org
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EXHIBITS
300 Block of Howard Street
300 Block of Sheridan Road
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Intersection of Golf Road/Emerson Street and McCormick Boulevard
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225 WEST OHIO STREET 4TH FLOOR CHICAGO, ILLINOIS 60654 (T) 312.467.0123 (F) 312.467.0220 WWW.TERRAENGINEERING.COM
CHICAGO PEORIA OAK PARK ST. LOUIS MILWAUKEE
May 30, 2024
Bridget Nash
City of Evanston
E: bnash@cityofevanston.org
Re: Public Works Surveys
300 Block of Howard St
300 Block of Sheridan Rd
Golf Rd/Emerson St/McCormick Blvd. intersection
Proposal for Surveying Services
Dear Bridget,
Thank you for teaming with us on this project. Per your request, we provide the following proposal to
The City of Evanston (“Client”) for the site survey services associated with 3 boundary surveys.
This fee proposal is based on your request for proposal (RFP) received May 20, 2024, our
conversations thereafter, documentation provided to date, our research to date concerning the subject
property, and our understanding of codes in effect as of this date. A specific list of scope of work and
anticipated deliverables are listed below.
SCOPE OF WORK/ANTICIPATED DELIVERABLES
1. Surveying
A. Boundary Survey
i. The property boundary lines will be shown with record and measured dimensions, line calls
included in the legal description will be noted on the plat.
ii. The survey will be doe in City of Evanston Coordinate System.
iii. TERRA will research and obtain recorded documents for the subject parcel(s) through
public access to the County Recorder’s Office, and the information will be indicated on the
Survey as required. Please note, TERRA does not certify ownership of the subject
property, or that easements, dedications, or vacations have been referenced without a
current title commitment/search. Should the client wish TERRA to obtain a current title
search, please let us know and we will provide as a reimbursable to our contract.
iv. Monuments will be set to reference the property boundaries and the type and location
called out on the plat.
v. The area of the property will be shown.
vi. Improvements to the property will be shown and fences and buildings will be dimensioned
to the property lines.
vii. Encroachments will be shown and dimensioned to the property lines.
viii. The surveyor will sign and seal each drawing and certify that the information contained in
the drawing is true and accurately indicated.
ix. A legend of symbols and abbreviations used will be on the drawing.
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Bridget Nash, PE
City of Evanston
3 City Boundary Surveys – TERRA Proposal
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B. Limits of Survey Per the limits supplied in the RFP.
C. Deliverables
i. 3 Plats of Survey
ii. a .dwg and a .pdf of the survey
iii. Hard copies as requested.
LIMIT OF SERVICES / ASSUMPTIONS
1. A proposal for the following will be provided if requested as these items are currently excluded:
A. Surveying [, including/items]:
i. Topographic Survey
ii. ALTA Survey
iii. Title Search
iv. Plats of Easement, Subdivision, Consolidation and/or Vacation
v. Detailed building survey
vi. 3D modeling of utilities
vii. Tree Species Identification
viii. Surveyed As-Builts
ix. Construction Layout
x. Survey Recertification
CLIENT SHALL PROVIDE AND TERRA MAY RELY ON ACCURACY OF THE FOLLOWING:
1. Access to the site.
SCHEDULE
Upon agreement on scope of work and receipt of signed fee proposal, TERRA will commence with
surveying. The Survey will be delivered by July 12, 2024, and the boundary markers will be set by July
26, 2024.
COMPENSATION
TERRA offers the above services at the lump sum fees outlined below.
1. Surveying
a. 3 Boundary Surveys $15,800.00
ADDITIONAL SERVICES
Changes to completed documents due to revised input or direction, change of project limits or scope
and preparation of additional drawings shall be invoiced as an Additional Service. Work will not be
performed without your expressed, written consent. Estimates for additional services will be provided
upon your request.
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City of Evanston
3 City Boundary Surveys – TERRA Proposal
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ACCEPTANCE
This proposal, with the signature of the appropriate personnel, constitutes acceptance of fee and terms
as stated herein. Please return one copy of the signed proposal to me as authorization to begin work.
In the absence of an executed proposal, upon your request for services and the commencement of
work, we will proceed in accordance with this proposal, inclusive of scope, fee, terms and conditions
and assume your agreement to same.
If you have questions or need clarification on the above, please do not hesitate to call. We look forward
to working with you on this project and appreciate you including us on your team.
Sincerely yours,
TERRA ENGINEERING, LTD.
Tom Baumgartner PLS
Survey Department Manager
ACCEPTED BY
Date: ______________________
Printed name: __________________________
Signed name: __________________________
Title: ______________________
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Bridget Nash, PE
City of Evanston
3 City Boundary Surveys – TERRA Proposal
Page 4 of 7 May 30, 2024
BILLING AND PAYMENT
Billing and payment shall be in accordance with the fee proposal as noted in the Compensation schedule of this
proposal. Scope of services under a fixed fee basis shall be billed upon fulfillment and/or percentage of the completed
task. Scope of services under a time and material basis shall be billed per unit rate as services are performed.
1. Timing/Format
A. Invoices shall be submitted monthly for Services completed at the time of billing and are due upon receipt,
unless negotiated otherwise with Terra Engineering. Invoices shall be considered past due if not paid within
30 calendar days of the due date. Such invoices shall be prepared in a form supported by documentation as
Client may reasonably require.
B. If payment in full is not received by TERRA Engineering within 30 calendar days of the due date, invoices shall
bear interest at one-and-one-half (1.5) percent of the past due amount per month, which shall be calculated
from the invoice due date.
C. If the Client fails to make payments within 30 calendar days of due date or otherwise is in breach of this
Agreement, TERRA Engineering may suspend performance of services upon seven (7) calendar days’ notice
to the Client. TERRA Engineering shall have no liability whatsoever to the Client for any costs or damages as
a result of suspension caused by any breach of this Agreement by the Client. Upon payment in full by the
Client, TERRA Engineering shall resume services under this Agreement, and the time schedule and
compensation shall be equitably adjusted to compensate for the period of suspension plus any other
reasonable time and expense necessary for TERRA Engineering to resume performance.
2. Billing Records
A. TERRA Engineering shall maintain accounting records of its costs in accordance with generally accepted
practices. Access to such records will be provided during normal business hours with reasonable notice during
the term of this Agreement and for 3 years after completion.
STANDARD TERMS AND CONDITIONS
1. STANDARD OF CARE. Services shall be performed in accordance with the standard of professional practice
ordinarily exercised by the applicable profession at the time and within the locality where the services are
performed. No warranty or guarantee, express or implied is provided, including warranties or guarantees
contained in any uniform commercial code.
2. CHANGE OF SCOPE. The scope of Services set forth in this Agreement is based on facts known at the time
of execution of this Agreement, including, if applicable, information supplied by TERRA Engineering and Client.
TERRA Engineering will promptly notify Client of any perceived changes of scope in writing and the parties
shall negotiate modifications to this Agreement.
3. DELAYS. If events beyond the control of TERRA Engineering, including, but not limited to, fire, flood, explosion,
riot, strike, war, process shutdown, act of God or the public enemy, and act or regulation of any government
agency, result in delay to any schedule established in this Agreement, such schedule shall be extended for a
period equal to the delay. In the event such delay exceeds 90 days, TERRA Engineering shall be entitled to
an equitable adjustment in compensation and extension of time.
4. TERMINATION/SUSPENSION. Either party may terminate this Agreement upon 30 days written notice to the
other party in the event of substantial failure by the other party to perform in accordance with its obligations
under this Agreement through no fault of the terminating party. Client shall pay TERRA Engineering for all
Services, including profit relating thereto, rendered prior to termination, plus any expenses of termination.
5. REUSE OF INSTRUMENTS OF SERVICE. All reports, drawings, specifications, computer data, field data
notes and other documents prepared by TERRA Engineering as instruments of service shall remain the
property of TERRA Engineering. TERRA Engineering shall retain all common law, statutory and other reserved
rights, including the copyright thereto. Reuse of any instruments of service including electronic media, for any
purpose other than that for which such documents or deliverables were originally prepared, or alteration of
such documents or deliverables without written authorization or adaptation by TERRA Engineering for the
specific purpose intended, shall be at Client’s sole risk.
6. ELECTRONIC MEDIA. Electronic files furnished by either party shall be subject to an acceptance period of 30
days during which the receiving party agrees to perform appropriate acceptance tests. The party furnishing
the electronic file shall correct any discrepancies or errors detected and reported within the acceptance period.
After the acceptance period, the electronic files shall be deemed to be accepted and neither party shall have
any obligation to correct errors or maintain electronic files. In the event of a conflict between the signed
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City of Evanston
3 City Boundary Surveys – TERRA Proposal
Page 5 of 7 May 30, 2024
construction documents prepared by TERRA Engineering and electronic files, the signed or sealed hard-copy
construction documents shall govern. Under no circumstances shall delivery of electronic files for use by Client
be deemed a sale by TERRA Engineering and TERRA Engineering makes no warranties, either express or
implied, of merchantability and fitness for any particular purpose. In no event shall TERRA Engineering be
liable for indirect or consequential damages as a result of the Client’s use or reuse of the electronic files.
7. OPINIONS OF CONSTRUCTION COST. Any opinion of construction costs prepared by TERRA Engineering
is supplied for the general guidance of the Client only. Since TERRA Engineering has no control over
competitive bidding or market conditions, TERRA Engineering cannot guarantee the accuracy of such opinions
as compared to contract bids or actual costs to Client.
8. SAFETY. TERRA Engineering shall establish and maintain programs and procedures for the safety of its
employees. TERRA Engineering specifically disclaims any authority or responsibility for general job site safety
and safety of persons other than TERRA Engineering employees.
9. RELATIONSHIP WITH CONTRACTORS. TERRA Engineering shall serve as Client’s professional
representative for the Services, and may make recommendations to Client concerning actions relating to
Client’s contractors, but TERRA Engineering specifically disclaims any authority to direct or supervise the
means, methods, techniques, sequences or procedures of construction selected by Client’s contractors.
10. THIRD PARTY CLAIMS: This Agreement does not create any right or benefit for parties other than TERRA
Engineering and Client.
11. MODIFICATION. This Agreement, upon execution by both parties hereto, can be modified only by a written
instrument signed by both parties.
12. PROPRIETARY INFORMATION. Information relating to the Project, unless in the public domain, shall be kept
confidential by TERRA Engineering and shall not be made available to third parties without written consent of
Client, unless so required by court order.
13. INSURANCE. TERRA Engineering will maintain insurance coverage for Professional, Comprehensive
General, Automobile, Worker’s Compensation and Employer’s Liability in amounts in accordance with legal,
and TERRA Engineering business requirements. Certificates evidencing such coverage will be provided to
Client upon request. For projects involving construction, Client agrees to require its construction contractor, if
any, to include TERRA Engineering as an additional insured on its commercial general liability policy relating
to the Project, and such coverages shall be primary.
14. INDEMNITIES. TERRA Engineering agrees, to the fullest extent permitted by law, to indemnify and hold
harmless the Client, its officers, directors and employees against all damages, liabilities or costs, including
reasonable attorneys’ fees and defense costs, to the extent caused by TERRA Engineering’s negligent
performance of professional services under this Agreement and that of its subconsultants or anyone for whom
TERRA Engineering is legally liable. The Client agrees, to the fullest extent permitted by law, to indemnify and
hold harmless TERRA Engineering, its officers, directors, employees and subconsultants against all damages,
liabilities or costs, including reasonable attorneys’ fees and defense costs, to the extent caused by the Client’s
negligent acts in connection with the Project and that of its contractors, subcontractors or consultants or
anyone for whom the Client is legally liable. Neither the Client nor TERRA Engineering shall be obligated to
indemnify the other party in any manner whatsoever for the other party’s own negligence.
15. LIMITATIONS OF LIABILITY. No employee or agent of TERRA Engineering shall have individual liability to
Client. Client agrees that, to the fullest extent permitted by law, TERRA Engineering’s total liability to Client for
any and all injuries, claims, losses, expenses or damages whatsoever arising out of or in any way related to
the Project or this Agreement from any causes including, but not limited to, TERRA Engineering’s negligence,
error, omissions, strict liability, or breach of contract shall not exceed the total compensation covered by
TERRA Engineering’s professional liability insurance.
16. ACCESS. Client shall provide TERRA Engineering safe access to the project site necessary for the
performance of the services.
17. ASSIGNMENT. The rights and obligations of this Agreement cannot be assigned by either party without written
permission of the other party. This Agreement shall be binding upon and insure to the benefit of any permitted
assigns.
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Bridget Nash, PE
City of Evanston
3 City Boundary Surveys – TERRA Proposal
Page 6 of 7 May 30, 2024
18. HAZARDOUS MATERIALS. TERRA Engineering and TERRA Engineering’s consultants shall have no
responsibility for discovery, presence, handling, removal or disposal of or exposure of persons to hazardous
materials in any form at the project site, including but not limited to asbestos, asbestos products,
polychlorinated biphenyl (PCB) or other toxic substances. If required by law, the client shall accomplish all
necessary inspections and testing to determine the type and extent, if any, of hazardous materials at the project
site. Prior to the start of services, or at the earliest time such information is learned, it shall be the duty of the
Client to advise TERRA Engineering (in writing) of any known or suspected hazardous materials. Removal
and proper disposal of all hazardous materials shall be the responsibility of the Client.
19. REMODELING AND RENOVATION. For TERRA Engineering’s services provided to assist the Client in
making changes to an existing facility, the Client shall furnish documentation and information upon which
TERRA Engineering may rely for its accuracy and completeness. Unless specifically authorized or confirmed
in writing by the Client, TERRA Engineering shall not be required to perform, or have others perform,
destructive testing or to investigate concealed or unknown conditions. The Client shall indemnify and hold
harmless TERRA Engineering, TERRA Engineering’s consultants, and their employees from and against
claims, damages, losses and expenses which arise as a result of documentation and information furnished by
the Client.
20. CLIENT’S CONSULTANTS. Contracts between the Client and other consultants retained by Client for the
Project shall require the consultants to coordinate their drawings and other instruments of service with those
of TERRA Engineering and to advise TERRA Engineering of any potential conflict. TERRA Engineering shall
have no responsibility for the components of the project designed by the Client’s consultants. The Client shall
indemnify and hold harmless TERRA Engineering, TERRA Engineering’s consultants and their employees
from and against claims, damages, losses and expenses arising out of services performed for this project by
other consultants of the Client.
21. NO WAIVER. No waiver by either party of any default by the other party in the performance of any particular
section of this Agreement shall invalidate another section of this Agreement or operate as a waiver of any
future default, whether like or different in character.
22. SEVERABILITY. The various terms, provisions and covenants herein contained shall be deemed to be
separate and severable, and the invalidity or unenforceability of any of them shall not affect or impair the
validity or enforceability of the remainder.
23. STATUTE OF LIMITATION. To the fullest extent permitted by law, parties agree that, except for claims for
indemnification, the time period for bringing claims under this Agreement shall expire one year after Project
Completion.
24. DISPUTE RESOLUTION. If TERRA Engineering employs counsel for advice or other representation: (i) with
respect to this Agreement, (ii) to represent TERRA Engineering in any litigation, contest, dispute, suit or
proceeding (whether instituted by TERRA Engineering, Client or any other party) in any way or respect relating
to this Agreement, or (iii) to enforce Client’s obligations there under, then, in any of the foregoing events, all of
the reasonable attorneys' fees arising from such services and all expenses, costs and charges in any way or
respect arising in connection therewith or relating thereto shall be paid by Client to TERRA Engineering on
demand.
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Bridget Nash, PE
City of Evanston
3 City Boundary Surveys – TERRA Proposal
Page 7 of 7 May 30, 2024
SCHEDULE OF HOURLY BILLING RATES:
LABOR CLASSIFICATION 2024 2025 2026 2027 2028
Principal $316 $328 $342 $355 $370
Senior Project Manager $294 $306 $318 $331 $344
Project Manager $227 $236 $246 $255 $266
Senior Project Engineer $193 $201 $209 $217 $226
Project Engineer $161 $167 $174 $181 $188
Design Engineer $121 $126 $131 $136 $142
Senior Technician $129 $134 $140 $145 $151
IT - CADD Manager $122 $127 $132 $137 $142
Technician $100 $104 $108 $112 $117
Senior Electrical Engineer $206 $214 $222 $231 $241
Senior Project Designer - Elec $185 $192 $200 $208 $216
Senior Structural Engineer $249 $259 $269 $280 $291
Structural Design Engineer $116 $121 $126 $131 $136
Senior Project Manager - Site $198 $206 $214 $223 $232
Project Manager - Site $172 $179 $186 $193 $201
Senior Project Engineer - Site $141 $147 $153 $159 $165
Project Engineer - Site $141 $147 $153 $159 $165
Senior Project Designer $133 $138 $143 $149 $155
Design Engineer - Site $118 $123 $128 $133 $138
Senior Landscape Architect $207 $215 $224 $232 $242
Project Manager - Landscape $145 $151 $157 $163 $170
Landscape Designer $98 $102 $106 $111 $115
Professional Land Surveyor $179 $186 $193 $201 $209
Surveyor $149 $155 $161 $168 $174
Senior GIS Analyst $141 $146 $152 $158 $165
Senior Resident Engineer $228 $237 $247 $257 $267
Senior Documentation Engineer $183 $191 $198 $206 $215
Documentation Engineer $136 $142 $147 $153 $159
Construction Inspector $129 $135 $140 $146 $151
Construction Engineer $117 $122 $126 $131 $137
Traffic Engineer $110 $115 $119 $124 $129
Senior Traffic Technician $124 $129 $134 $139 $145
Traffic Technician $61 $63 $66 $68 $71
Intern $84 $88 $91 $95 $99
Business Administrator $158 $165 $171 $178 $185
Administrative Assistant $106 $110 $115 $119 $124
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Contract with TERRA Engineering, Ltd. for Professional...
Agreement_-_Profe...ying_Services.pdf
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MM / DD / YYYY
Signed
06 / 14 / 2024
11:53:57 UTC-5
Sent for signature to Alexandra Ruggie
(aruggie@cityofevanston.org) and Luke Stowe
(lstowe@cityofevanston.org) from lthomas@cityofevanston.org
IP: 66.158.65.76
06 / 14 / 2024
12:25:42 UTC-5
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 24.13.232.86
06 / 14 / 2024
12:26:09 UTC-5
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 24.13.232.86
06 / 14 / 2024
12:29:33 UTC-5
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.76
06 / 14 / 2024
12:32:52 UTC-5
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 66.158.65.76
The document has been completed.06 / 14 / 2024
12:32:52 UTC-5