HomeMy WebLinkAboutActions 05.12.2025 Page 1 ACTIONS May 12, 2025
CITY COUNCIL ACTIONS
City Council
Monday, May 12, 2025
Lorraine H. Morton Civic Center, James C. Lytle City Council Chambers, Room 205
6:20 pm
Motions resulting from City Council - May 12, 2025
Item Item Description Motion Disposition
M1 Approval of the minutes of the regular Council
meeting of April 28, 2025
Approved on
Consent Agenda for
Action
A1 Approval of the City of Evanston Payroll, Bills
List, and Credit Card Activity
Staff recommended that the City Council approve the
City of Evanston's payroll from April 7 to April 20,
2025, for $3,765,871.54, and the Bills List for May
13, 2025, for $4,466,014.60.
Approved on
Consent Agenda for
Action
Page 2 ACTIONS May 12, 2025
Item Item Description Motion Disposition
A2 Approval of a Two-year Contract with Three
One-Year Optional Extensions with Christy
Webber & Company for Citywide Landscape
Maintenance (Bid 25-16)
Staff recommended that City Council authorize the
City Manager to execute a 2-year contract with three
one-year optional extensions with Christy Webber &
Company (2900 W. Ferdinand, Chicago, IL 60612)
for the Citywide Landscape Maintenance Contract
(Bid 25-16) for $40,913 per year for a total of
$81,826. Optional contract extensions will be
executed by staff as long as performance and pricing
are satisfactory.
The General Fund - Landscape Maintenance
(100.40.4330.62195) provides funding for this
contract. Its FY 2025 budget is $230,000, and the
remaining balance is $230,000.
Approved on
Consent Agenda for
Action
Page 3 ACTIONS May 12, 2025
Item Item Description Motion Disposition
A3
Approval of a 3-year Contract with Arborgreen
Tree Service Inc. for Citywide Tree Removal,
Pruning, and Stump Grinding Contract (Bid
25-14)
Staff recommended that the City Council authorize
the City Manager to execute a 3-year contract award
with Arborgreen Tree Service Inc. (2401 Lee St.,
Evanston, IL 60202) for the Citywide Tree Removal,
Pruning, and Stump Grinding Contract (25-14) in the
estimated total amount of $510,000 over 3 years.
Funding for this contract is provided by the General
Fund -- Tree Services in the amount of $497,000
over the three-year contract, and Capital
Improvement Fund 2025 Project Bonds in the
amount of $13,000. Staff will seek federal
reimbursement through the Urban & Community
Funding through the USDA Forest Service for up to
$260,450 to partially offset City costs. A detailed
funding analysis is included in the attached memo.
Approved on
Consent Agenda for
Action
A4 Approval of Sole-Source One-Year Renewal of
Box Cloud Storage Platform Subscription from
Carahsoft Technology Group
Staff recommended that the City Council authorize
the City Manager to that the City Council authorize a
$26,435.74 one-year subscription renewal for the
Box cloud storage platform from Carahsoft
Technology Group (11493 Sunset Hills Road, Suite
100, Reston, VA 20190). A sole-source purchase
requires a two-thirds vote of the City Council.
This expense will be charged to IT account
100.19.1932.62340 (IT Computer Software), which
has a FY2025 budgeted amount of $1,752,000.00
and a year-to-date balance of $876,596.00.
Approved on
Consent Agenda for
Action
Page 4 ACTIONS May 12, 2025
Item Item Description Motion Disposition
A5 Approval of a Contract with Chicagoland Paving
Contractors, Inc. for the 2025 Court
Improvements: James, Leahy, Ackerman, and
Mason Parks Project (Bid 25-24)
Staff recommended that the City Council authorize
the City Manager to execute an agreement for
$895,000 with Chicagoland Paving Contractors, Inc.,
(225 Telser Road, Lake Zurich, IL, 60047) for the
2025 Court Improvements: James, Leahy, Ackerman,
and Mason Parks Project (Bid 25-24). Funding is
provided from the Capital Improvement Fund, 2025
Projects Bonds. A detailed summary is included in
the memo below.
Approved on
Consent Agenda for
Action
A6 Pennsylvania-New Jersey-Maryland (PJM)
Demand Response Emergency Capacity
Program Update
Staff recommended that the City Council accept and
place on file an update on the Pennsylvania-New
Jersey-Maryland (PJM) Demand Response
Emergency Capacity Program.
Approved on
Consent Agenda for
Action: Accept and
Place on File
Page 5 ACTIONS May 12, 2025
Item Item Description Motion Disposition
A7 Approval of a Single-Source Contract with
Burns & McDonnell Engineering Company, Inc.,
for Engineering Services to Prepare the
Valuation of the Water Works Properties
Staff recommended that the City Council authorize
the City Manager to execute a single-source
agreement with Burns & McDonnell (9400 Ward
Parkway, Kansas City, MO 64114) to provide the
water works properties valuation services in the
not-to-exceed amount of $68,782.00. A single-source
purchase requires a two-thirds vote of the City
Council.
The Water Fund, Water Production Business Unit
(Account 510.40.4200.62185), provides funding. The
FY 2025 budget request is $300,000.00, and the
YTD balance is $300,000.00.
Approved on
Consent Agenda for
Action
A8 Sole-Source Contract with F.E. Moran, Inc.,
Refrigeration for Ice Refrigeration Maintenance
Services at the Robert Crown Community
Center
Staff recommended City Council authorize the City
Manager to execute a sole-source contract with F.E.
Moran, Inc. Refrigeration (15700 W. 103rd St.,
Lemont, IL 60439) to provide ice refrigeration
maintenance services for the Robert Crown
Community Center ice plant in the amount of
$48,984 for year one and $50,352 for year two. F.E.
Moran, Inc. Refrigeration is assuming the contract
from a previous vendor. The contract is for an initial
two (2) year period with the option to renew for two
(2) additional one (1) year renewals. A sole-source
purchase requires a two-thirds vote of the City
Council.
Funding for this contract will come from the Robert
Crown Community Center Service Agreements/
Contracts accounts 100.30.3030.62509. The balance
in this account as of this date is $86,040.
Approved on
Consent Agenda for
Action
Page 6 ACTIONS May 12, 2025
Item Item Description Motion Disposition
A9 Approval of a 2-year Contract with Two 1-Year
Extensions with Chicagoland Paving
Contractors for the Pavement Patching
Program
Staff recommended that the City Council authorize
the City Manager to execute a two-year contract with
the option of two 1-year extensions with Chicagoland
Paving Contractors, Inc., (225 Telser Road, Lake
Zurich, Illinois 60047) in the amount not to exceed
$700,000 annually. This contract award is part of a
bid led by the Municipal Partnering Initiative (MPI).
Optional contract extensions will be executed by staff
as long as contractor performance and pricing are
satisfactory.
Funding is provided in the (MFT) Motor Fuel Tax
Fund (200.40.5100.62509), which has a FY2025
budget of $970,000 and a current balance of
$940,000.
Approved on
Consent Agenda for
Action
A10 Approval of a One-Year Single-Source
Contract with Two OneYear Extensions with
Thomson Reuters Westlaw
Staff recommended that the City Council authorize
the City Manager to execute a one-year
single-source contract with Thompson Reuters
Westlaw, with the option of two one-year extensions
in the amount of not more than $44,364 for the first
year and not more than $49,000 thereafter.
Funding is provided in the General Fund -
Online/Subscription Services (100.17.1705.62509),
which has a FY2025 budget of $33,000. This is an
increase from the budgeted amount due to adding
another attorney license and additional services. This
overage will be offset by savings in Service
Agreements/Contracts (100.17.1705.62509), which
has a budget of $20,000.
Approved on
Consent Agenda for
Action
Page 7 ACTIONS May 12, 2025
Item Item Description Motion Disposition
A11 Approval of a Contract with John Keno &
Company, Inc., for the Beck Park Expansion
Phase 1 Project (Bid 25-11)
Staff recommended that the City Council authorize
the City Manager to execute an agreement with John
Keno & Company, Inc. (8623 West Bryn Mawr
Avenue, Suite 501, Chicago, Illinois 60631) for the
Beck Park Expansion Phase 1 Project (Bid 25-11) in
the amount of $3,624,840.00.
Funding is provided from the Capital Improvement
Fund, 2025 Project Bonds in the amount of
$2,624,840, and a Department of Commerce and
Economic Opportunity (DCEO) Grant in the amount
of $1,000,000. The memo below includes a detailed
summary.
Item Remains in
Committee tabled
until May 27, 2025
Page 8 ACTIONS May 12, 2025
Item Item Description Motion Disposition
A12 Approval of a Contract with Broadway Electric,
Inc. for the Water Plant 4160V Electrical
System Reliability Project (Bid 25-05)
Staff recommended the City Council authorize the
City Manager to execute an agreement with
Broadway Electric, Inc. (831 Oakton St, Elk Grove
Village, IL 60007) for the Water Plant 4160V
Electrical System Reliability Project (Bid 25-05) in the
amount of $19,552,000.00, contingent upon
receiving the appropriate loan funding from the
Illinois Environmental Protection Agency (IEPA).
Funding is to be provided from a loan from the IEPA
that will be routed through the Water Fund, Capital
Improvement (Account 510.40.7330.65515 –
722002). This fund has an approved FY 2025 budget
of $36,625,905.00 and a YTD balance of
$17,040,696.90. The 4160V Electrical System
Reliability Project has a FY 2025 budget of
$3,000,000.00.
City staff is pursuing a low-interest loan from the
Illinois Environmental Protection Agency (IEPA) State
Revolving Fund (SRF). The loan is only issued after
the design is complete and a contractor has been
selected. If the City successfully obtains the loan,
eligible engineering and construction costs would be
funded by the loan.
Approved on
Consent Agenda for
Action
Page 9 ACTIONS May 12, 2025
Item Item Description Motion Disposition
A13 Approval of Amendment No.1 to the Agreement
with Greeley and Hansen LLC for Water Plant
4160 V Electrical System Reliability Project
(RFP 22-30)
Staff recommended that the City Council authorize
the City Manager to execute Amendment No. 1 to the
agreement with Greeley and Hansen LLC (100 South
Wacker Drive, Suite 1400, Chicago, IL 60606) for the
Water Plant 4160V Electrical System Reliability
Project (RFP 22-30) in the amount of $1,345,832.00.
This will increase the overall contract amount from
$895,891.00 to $2,241,723.00. This Amendment
includes a time extension of 1552 days, extending
the contract completion date from December 1, 2024,
to March 2, 2029.
Funding is provided from a loan from the IEPA that
will be routed through the Water Fund (Account No.
510.40.7330.62145 – 722002). The fund has an
approved FY 2025 budget of $5,105,000.00 and a
YTD balance of $3,418,696.33. Engineering Services
during Construction for the Water Plant 4160V
Electrical System Reliability Project has a FY 2025
budget allocation of $300,000 and a total funding
budget of $1,600,000.
City staff is pursuing a low-interest loan from the
Illinois Environmental Protection Agency (IEPA) State
Revolving Fund (SRF). The loan is only issued after
the design is complete and a contractor has been
selected. If the City successfully obtains the loan,
eligible engineering and construction costs would be
funded by the loan.
Approved on
Consent Agenda for
Action
Page 10 ACTIONS May 12, 2025
Item Item Description Motion Disposition
A14
Approval of a One-Year Extension for
Prequalified Consulting Firms for
Transportation Engineering and Surveying
Services (RFQ 23-10)
Staff recommended that City Council approve the
one-year extension for the four pre-qualified
consulting engineering firms: Christopher B. Burke
Engineering Ltd., Civiltech Engineering, ESI
Consultants Ltd., and Terra Engineering Ltd., to
continue providing transportation engineering and
surveying services under RFQ 23-10 through May
31, 2026.
Approved on
Consent Agenda for
Action
A15 Resolution 47-R-25, Approving Maharaj Hotel,
LLC's Class D Hotel (Event Space, Small)
Liquor License Application for Hilton Garden
Inn, 1818 Maple Avenue
Staff recommended that the City Council approve
Resolution 47-R-25, which approves Maharaj Hotel,
LLC's Class D liquor license application for the Hilton
Garden Inn, located at 1818 Maple Avenue.
Approved on
Consent Agenda for
Action
Page 11 ACTIONS May 12, 2025
Item Item Description Motion Disposition
A16 Resolution 48-R-25, Approving Tallgrass
Hospitality, LLC's Class O Tavern Liquor
License Application for Tallgrass, 1921 Central
Street
Staff recommended that the City Council approve
Resolution 48-R-25, which approves Tallgrass
Hospitality, LLC's Class O liquor license application
for Tallgrass, located at 1921 Central Street.
Approved on
Consent Agenda for
Action
A17 Resolution 49-R-25 Reevaluating Responses to
RFP 25-02 Putting Assets to Work Innovative
Finance and Asset Concession Grant
Implementation
Staff requested approval of Resolution 49-R-25
authorizing the city manager to re-evaluate
responses to RFP 25-02.
Approved on
Consent Agenda for
Action
A18 Ordinance 23-O-25, Amending Title 1, Chapter
17, “Contracts with the City” of the City Code
Staff requested review and action on a Vacation
Rental License application for the property located at
1111 Pitner Avenue.
Amended and
Approved for
Introduction
8-0
Ayes: Kelly, Iles,
Nieuwsma, Burns,
Suffredin, Davis,
Rodgers, Geracaris,
Absent: Harris
Page 12 ACTIONS May 12, 2025
Item Item Description Motion Disposition
A19 Ordinance 41-O-25, Authorizing the City to
Borrow Funds from the Illinois Environmental
Protection Agency Public Water Supply Loan
Program
Staff recommends that the City Council adopt
Ordinance 41-O-25, authorizing the City to borrow
funds from the Illinois Environmental Protection
Agency (IEPA) State Revolving Fund (SRF) Public
Water Supply Loan Program (PWSLP). This loan will
fund the Water Plant 4160V Electrical System
Reliability Project. Staff requests suspension of the
rules to allow for introduction and action.
This ordinance authorizes the City to borrow up to
$24,200,000.00 from the Illinois Environmental
Protection Agency (IEPA) State Revolving Fund
(SRF) Public Water Supply Loan Program (PWSLP).
The debt service will be paid from the Water Fund.
Approved for
Introduction and
Action
8-0
Ayes: Kelly, Iles,
Nieuwsma, Burns,
Suffredin, Davis,
Rodgers, Geracaris,
Absent: Harris
A20 Ordinance 38-O-25, Authorizing the Sale of
Aging Surplus Fleet Vehicles and Equipment
Owned by the City of Evanston
Staff recommends that the City Council adopt
Ordinance 38-O-25, directing the City Manager to
offer the sale of vehicles and equipment owned by
the City through public auction through GovDeals, an
online auction system utilized by government
agencies, or any other subsequent America’s Online
Auction. These vehicles may be considered surplus
as a result of new vehicle replacements being placed
into service or vehicles that had to be taken out of
service for safety reasons, with the intention of
eventual replacement.
Approved on
Consent Agenda for
Action
Page 13 ACTIONS May 12, 2025
Item Item Description Motion Disposition
AP1 Approval of Appointments to Boards,
Commissions, and Committees
The Mayor recommended that the City Council
approve the appointment of David Karnes to the
Environment Board and the reappointments of Vicky
Pasenko and Jennifer Grist to the Animal Welfare
Board.
Approved for Action
4-4
Ayes: Iles,
Nieuwsma, Burns,
Geracaris
Nayes: Kelly,
Suffredin, Rodgers,
Davis
Absent: Harris
Mayor Biss voted
Aye as the
tiebreaker