HomeMy WebLinkAboutContract -Raftelis Financial Consultants - Zero-Based Budgeting Evaluation Public Works Department $ 7.11.25-10.31.25 99,030 (RFP #25-27) Memorandum
To: Honorable Mayor and Members of the City Council
From: Hitesh Desai, Chief Financial Officer/Treasurer
CC: Clayton Black, Deputy CFO
Subject: Resolution 58-R-25 Approval of a Contract Award to Raftelis for a
Zero-Based Budgeting Evaluation of the Public Works Department
(RFP 25-27)
Date: June 23, 2025
Recommended Action:
Staff an authorizing 58-R-25, approve ResolutionCity the that recommends Council
agreement with Raftelis Financial Consultants (19 Garfield Place, Suite 500, Cincinnati, OH
45202) for a zero-based budgeting evaluation of the Public Works Department for $99,030.
Council Action:
For Action
Summary:
At the March 2025 and April 2025 Finance and Budget Committee meetings, the Finance and
Budget Committee approved draft language and directed staff to issue an RFP for contractual
services of Public City’s theevaluation Works zero-based aconduct to budgeting
Department.
Staff issued a Request for Proposal (RFP) 25-27on May 1, 2025, seeking proposals from
experienced professional services firms interested in completing a zero-based budgeting
evaluation. The for opportunities identify to cost-saving project the of purpose was
departmental services provided to internal and external stakeholders. The scope of work
generally included data collection from a series of interviews with relevant stakeholders, as
well as the development of budget packages (base, current, and enhanced) for nine divisions
of measures performance and costs whichDepartment, Works Public includedthe
associated with those budget packages. Key outcomes included:
1. Identification of cost savings
2. Automation and workflow optimization
3. Elimination of redundancies
4. Achieving better outcomes
5. Comprehensive resource allocation
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6. Review of contract and discretionary spending
The City sent the RFP to 13 vendors with experience in this area. Questions were received
from three potential vendors, and the city issued Addendum No. 1 to RFP 25-27 on May 15,
2025.
RFP 25-27 Responses Review:
The proposal process yielded two responses (attached) from the firms listed below before the
May 22, 2025, deadline. Raftelis offered additional scope of work beyond the RFP, resulting
in a range of costs. At the higher tier, Raftelis would facilitate a ZBB prioritization workshop
to review decision packages, discuss options, and identify a path forward.
# Lead Firm Location Fee
1 Baker Tilley Chicago, IL $95,000
2 Raftelis Cincinnati, OH $99,030 - $118,868
The following staff served on the evaluation team and reviewed the proposal:
Hitesh Desai, Chief Financial Officer
Clayton Black, Deputy Chief Financial Officer
Lara Biggs, City Engineer
Mike Van Dorpe, Senior Financial Analyst
Cheryl Stuart, Purchasing Specialist
Each member individually reviewed and evaluated the submitted proposals based on the
rubric published in the RFP (shared below). The evaluation team scored shortlisted
interviewees as attached.
Firm Qualifications
and Expertise
(30)
Organization &
Completeness
of Proposal (30) Pricing (20) Willingness to
Execute COE
Agreement (10) M/W/EBE (10) Total Score
(100)
1. Raftelis 26 26 14 5 5 76
2. Baker Tilley 21 22.75 15 5 5 69
Next Steps
Baker Tilley and Raftelis have experience conducting similar evaluations in other
communities across the country and are prepared to meet the goals outlined in the RFP and
the Finance and Budget Committee's requirements. Neither firm specifically cited specific
zero-based budgeting experience, but both had experience in government budgeting and
public works operations and best practices.
However, staff felt Raftelis submitted the strongest proposal for the following reasons:
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Raftelis indicated that they would utilize industry-standard best practices from the
American Public Works Association (APWA) and the American Waterworks
Association (AWWA) for benchmarking best practices.
They broke down their cost/hours by task, so it was clear how much level of effort was
going into each portion of the project. The other proposal was a flat rate for the full
project.
The project team for the Raftelis proposal had extensive experience in various aspects
of Public Works, including asset management, utilities, and capital
planning/engineering.
The project examples given more closely resembled the scope of work required of this
project and were a strong mix of city-wide and public works department reviews.
Project examples were primarily midwestern communities, similar in size to the City of
Evanston, including Bloomington, Indiana, home to a Big Ten university.
Should the City Council want to move forward with this project, staff would recommend
approving 58-R-25 and awarding the contract to Raftelis Financial Consultants.
Legislative History:
This Budget & Finance TheCouncilmember Burns. referral a from stemsitem from
Committee supported the idea and voted to recommend to the City Manager that they move
forward with an RFP for Zero-Based Budgeting in collaboration with the Public Works
Department.
The Finance & Budget Committee did not discuss or vote on the RFP proposals, staff
evaluation, or Resolution 58-R-25.
Attachments:
58-R-25 Authorizing CMO to Sign an Agreement with Raftelis Financial Consultants
RFP 25-27 Raftelis
RFP 25-27 Raftelis Agreement
RFP 25-27 Zero Based Budgeting MWDEBE Memo WaiverFinal
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CITY OF EVANSTON
PROFESSIONAL SERVICES AGREEMENT
The parties referenced herein desire to enter into an agreement for professional
services for
Citywide Payment Solution (“the Project”)
RFP Number: 25-27.
THIS AGREEMENT (hereinafter referred to as the “Agreement”) entered into this day
of July 3, 2025, between the City of Evanston, an Illinois municipal corporation with offices
located at 909 Davis Street, Evanston Illinois 60201 (hereinafter referred to as the “City”),
and Raftelis Financial Consultants with offices located at 19 Garfield Place, Suite 500,
Cincinnati, OH, 45202, (hereinafter referred to as the “Consultant”). Compensation for all
basic Services (“the Services”) provided by the Consultant pursuant to the terms of this
Agreement shall not exceed $99,030.
I. COMMENCEMENT DATE
Consultant shall commence the Services on July 11, 2025 or no later than three
(3) DAYS AFTER City executes and delivers this Agreement to Consultant.
II. COMPLETION DATE
Consultant shall complete the Services by October 31, 2025 If this Agreement
provides for renewals after an initial term, no renewal shall begin until agreed to in
writing by both parties prior to the completion date of this Agreement.
III. PAYMENTS
City shall pay Consultant those fees as provided here: Payment shall be made
upon the completion of each task for a project, as set forth in Exhibit A –
Project Milestones and Deliverables. Any expenses in addition to those set
forth here must be specifically approved by the City in writing in advance.
IV. DESCRIPTION OF SERVICES
Consultant shall perform the services (the “Services”) set forth here: Services are
those as defined in Exhibit A, the City’s Request for Proposal No. #25-27 (Exhibit B)
and Consultant’s Response to the Proposal (Exhibit C). Services may include, if any,
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other documented discussions and agreements regarding scope of work and cost
(Exhibit D).
V. GENERAL PROVISIONS
A. Services. Consultant shall perform the Services in a professional and
workmanlike manner. All Services performed and documentation (regardless
of format) provided by Consultant shall be in accordance with the standards of
reasonable care and skill of the profession, free from errors or omissions,
ambiguities, coordination problems, and other defects. Consultant s hall take
into account any and all applicable plans and/or specifications furnished by
City, or by others at City’s direction or request, to Consultant during the term of
this Agreement. All materials, buildings, structures, or equipment designed or
selected by Consultant shall be workable and fit for the intended use thereof,
and will comply with all applicable governmental requirements. Consultant
shall require its employees to observe the working hours, rules, security
regulations and holiday schedules of City while working and to perform its
Services in a manner which does not unreasonably interfere with the City’s
business and operations, or the business and operations of other tenants and
occupants in the City which may be affected by the work relat ive to this
Agreement. Consultant shall take all necessary precautions to assure the
safety of its employees who are engaged in the performance of the Services,
all equipment and supplies used in connection therewith, and all property of
City or other parties that may be affected in connection therewith. If requested
by City, Consultant shall promptly replace any employee or agent performing
the Services if, in the opinion of the City, the performance of the employee or
agent is unsatisfactory.
Consultant is responsible for conforming its final work product to generally
accepted professional standards for all work performed pursuant to this
Agreement. Nothing in this Agreement accords any third-party beneficiary
rights whatsoever to any non-party to this Agreement that any non-party may
seek to enforce. Consultant acknowledges and agrees that should Consultant
or its sub-consultants provide false information, or fail to be or remain in
compliance with this Agreement; the City may void this Agreement. Th e
Consultant warrants and states that it has read the Contract Documents, and
agrees to be bound thereby, including all performance guarantees as respects
Consultant’s work and all indemnity and insurance requirements.
The Consultant shall obtain prior approval from the City prior to sub-
contracting with any entity or person to perform any of the work required under
this Agreement. If the Consultant sub-contracts any of the services to be
performed under this Agreement, the sub-consultant agreement shall provide
that the services to be performed under any such agreement shall not be
sublet, sold, transferred, assigned or otherwise disposed of to another entity or
person without the City’s prior written consent. The Consultant shall be
responsible for the accuracy and quality of any sub-consultant’s work.
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All sub-consultant agreements shall include verbatim or by reference the
provisions in this Agreement binding upon Consultant as to all Services
provided by this Agreement, such that it is binding upon each and every sub-
consultant that does work or provides Services under this Agreement.
The Consultant shall cooperate fully with the City, other City contractors, other
municipalities and local government officials, public utility companies, and
others, as may be directed by the City. This shall include attendance at
meetings, discussions and hearings as requested by the City. This
cooperation shall extend to any investigation, hearings or meetings convened
or instituted by the City, any of its departments, and/or OSHA relative to this
Project, as necessary. Consultant shall cooperate with the City in scheduling
and performing its Work to avoid conflict, delay in or interference with the work
of others, if any, at the Project.
Except as otherwise provided herein, the nature and scope of Services
specified in this Agreement may only be modified by a writing approved by
both parties. This Agreement may be modified or amended from time to time
provided, however, that no such amendment or modification shall be ef fective
unless reduced to writing and duly authorized and signed by the authorized
representatives of the parties.
B. Representation and Warranties. Consultant represents and
warrants that: (1) Consultant possesses and will keep in force all
required licenses to perform the Services; (2) the employees of
Consultant performing the Services are fully qualified, licensed
as required, and skilled to perform the Services.
C. Breach/Default. Any one of the following events shall be
deemed an event of default hereunder by Consultant, subject to
Consultant’s right to cure:
1. Failure to perform the Services as defined in Paragraph A
above and contained within Exhibit A;
2. Failure to comply with any other of the General Provisions
contained within this contract.
Consultant, within thirty (30) days, shall have the right to cure any default
herein listed at its own expense, including completion of Services or the
replacement or termination of any agent, employee, or sub -contractor as a
result of any violation of the General Provisions contained herein.
D. Remedy. City does not waive any right to exercise any option
to cure any breach or default on the part of contractor, including
but not limited to injunctive relief, an action in law or equity or
termination of this Agreement as outlined in Paragraph E of this
section.
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E. Termination. City may, at any time, with or without cause,
terminate this Agreement upon seven (7) days written notice to
Consultant. If the City terminates this agreement, the City will
make payment to Consultant for Services performed prior to
termination. Payments made by the City pursuant to this
Agreement are subject to sufficient appropriations made by the
City of Evanston City Council. In the event of termination
resulting from non-appropriation or insufficient appropriation by
the City Council, the City’s obligations hereunder shall cease and
there shall be no penalty or further payment required. In the
event of an emergency or threat to the life, safety or welfare of
the citizens of the City, the City shall have the right terminate this
Agreement without prior written notice. Within thirty (30) days of
termination of this Agreement, the Consultant shall turn over to
the City any documents, drafts, and materials, including but not
limited to, outstanding work product, data, studies, test results,
source documents, AutoCAD Version 2007, PDF, ARTView,
Word, Excel spreadsheets, technical specifications and
calculations, and any other such items specifically identified by
the City related to the Services herein.
F. Independent Consultant. Consultant’s status shall be that of an
independent Consultant and not that of a servant, agent, or
employee of City. Consultant shall not hold Consultant out, nor
claim to be acting, as a servant, agent or employee of City.
Consultant is not authorized to, and shall not, make or undertake
any agreement, understanding, waiver or representation on
behalf of City. Consultant shall at its own expense comply with
all applicable workers compensation, unemployment insurance,
employer’s liability, tax withholding, minimum wage and hour,
and other federal, state, county and municipal laws, ordinances,
rules, regulations and orders. Consultant shall require its
employees to observe the working hours, rules, security
regulations and holiday schedules of City, including but not
limited to all policies and work rules applicable to City employees
while on City property such as the Workplace Harassment
Policy; COVID-19 Vaccination Policy; and Drug and Alcohol
Policy. Consultant agrees to abide by the Occupational Safety &
Health Act of 1970 (OSHA), and as the same may be amended
from time to time, applicable state and municipal safety and
health laws and all regulations pursuant thereto. Consultant
shall certify that its agents, employees and subcontractors are in
compliance with City work rules applicable to City employees
while on City property. Failure to certify or violation of work rules
is subject to the Default provisions of Paragraph C.
G. Conflict of Interest. Consultant represents and warrants that
no prior or present services provided by Consultant to third
parties conflict with the interests of City in respect to the Services
being provided hereunder except as shall have been expressly
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disclosed in writing by Consultant to City and consented to in
writing to City.
H. Ownership of Documents and Other Materials. All originals,
duplicates and negatives of all plans, drawings, reports,
photographs, charts, programs, models, specimens,
specifications, AutoCAD Version 2007, Excel spreadsheets,
PDF, and other documents or materials required to be furnished
by Consultant hereunder, including drafts and reproduction
copies thereof, shall be and remain the exclusive property of
City, and City shall have the unlimited right to publish and us e all
or any part of the same without payment of any additional
royalty, charge, or other compensation to Consultant. Upon the
termination of this Agreement, or upon request of City, during
any stage of the Services, Consultant shall promptly deliver all
such materials to City. Consultant shall not publish, transfer,
license or, except in connection with carrying out obligations
under this Agreement, use or reuse all or any part of such
reports and other documents, including working pages, without
the prior written approval of City, provided, however, that
Consultant may retain copies of the same for Consultant’s own
general reference.
I. Payment. Invoices for payment shall be submitted by
Consultant to City at the address set forth above, together with
reasonable supporting documentation, City may require such
additional supporting documentation as City reasonably deems
necessary or desirable. Payment shall be made in accordance
with the Illinois Local Government Prompt Payment Act, after
City’s receipt of an invoice and all such supporting
documentation.
J. Right to Audit. Consultant shall for a period of three years
following performance of the Services, keep and make available
for the inspection, examination and audit by City or City’s
authorized employees, agents or representatives, at all
reasonable time, all records respecting the services and
expenses incurred by Consultant, including without limitation, all
book, accounts, memoranda, receipts, ledgers, canceled checks,
and any other documents indicating, documenting, verifying or
substantiating the cost and appropriateness of any and all
expenses. If any invoice submitted by Consultant is found to
have been overstated, Consultant shall provide City an
immediate refund of the overpayment together with interest at
the highest rate permitted by applicable law, and shall reimburse
all of City’s expenses for and in connection with the audit
respecting such invoice.
K. Indemnity. Consultant shall defend, indemnify and hold
harmless the City and its officers, elected and appointed officials,
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agents, and employees from any and all liability, losses, or
damages as a result of claims, demands, suits, actions, or
proceedings of any kind or nature, including but not limited to
costs, and fees, including attorney’s fees, judgments or
settlements, resulting from or arising out of any negligent or
willful act or omission on the part of the Consultant or
Consultant’s sub-contractors, employees, agents or sub-
contractors during the performance of this Agreement. Such
indemnification shall not be limited by reason of the enumeration
of any insurance coverage herein provided. This provision shall
survive completion, expiration, or termination of this Agreement.
Nothing contained herein shall be construed as prohibiting the City, or its
officers, agents, or employees, from defending through the selection and use
of their own agents, attorneys, and experts, any claims, actions or suits
brought against them. The Consultant shall be liable for the costs, fees, and
expenses incurred in the defense of any such claims, actions, or suits. Nothing
herein shall be construed as a limitation or waiver of defenses available to the
City and employees and agents, including but not limited to the Illinois Local
Governmental and Governmental Employees Tort Immunity Act, 745 ILCS
10/1-101 et seq.
At the City Corporation Counsel’s option, Consultant must defend all suits
brought upon all such Losses and must pay all costs and expenses incidental
to them, but the City has the right, at its optio n, to participate, at its own cost,
in the defense of any suit, without relieving Consultant of any of its obligations
under this Agreement. Any settlement of any claim or suit related to this
Agreement by Consultant must be made only with the prior writte n consent of
the City Corporation Counsel, if the settlement requires any action on the part
of the City.
To the extent permissible by law, Consultant waives any limits to the amount
of its obligations to indemnify, defend, or contribute to any sums due u nder
any Losses, including any claim by any employee of Consultant that may be
subject to the Illinois Workers Compensation Act, 820 ILCS 305/1 et seq. or
any other related law or judicial decision, including but not limited to, Kotecki v.
Cyclops Welding Corporation, 146 Ill. 2d 155 (1991). The City, however, does
not waive any limitations it may have on its liability under the Illinois Workers
Compensation Act, the Illinois Pension Code or any other statute.
Consultant shall be responsible for any losses and costs to repair or remedy
work performed under this Agreement resulting from or arising out of any act
or omission, neglect, or misconduct in the performance of its Work or its sub-
consultants’ work. Acceptance of the work by the City will not relieve the
Consultant of the responsibility for subsequent correction of any such error,
omissions and/or negligent acts or of its liability for loss or damage resulting
therefrom. All provisions of this Section shall survive completion, expiration, or
termination of this Agreement.
L. Insurance. Consultant shall carry and maintain at its own cost
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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 th e term of this
Agreement, for damages caused or contributed to by Consultant,
and insuring Consultant against claims which may arise out of or
result from Consultant’s performance or failure to perform the
Services hereunder: (1) worker’s compensation in statutory limits
and employer’s liability insurance in the amount of at least
$500,000, (2) comprehensive general liability coverage, and
designating City as additional insured for not less than
$3,000,000 combined single limit for bodily injury, death and
property damage, per occurrence, (3) comprehensive automobile
liability insurance covering owned, non-owned and leased
vehicles for not less than $1,000,000 combined single limit for
bodily injury, death or property damage, per occurrence, and (4)
errors and omissions or professional liability insurance
respecting any insurable professional services hereunder in the
amount of at least $1,000,000. Consultant shall give to the City
certificates of insurance for all Services done pursuant to this
Agreement before Consultant performs any Services, and, if
requested by City, certified copies of the policies of insurance
evidencing the coverage and amounts set forth in this Section.
The City may also require Consultant to provide copies of the
Additional Insured Endorsement to said policy (ies) which name
the City as an Additional Insured for all of Consultant’s Services
and work under this Agreement. Any limitations or modification
on the certificate of insurance issued to the City in compliance
with this Section that conflict with the provisions of this Section
shall have no force and effect. Consultant’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. Consultant understands that the acceptance of
certificates, policies and any other documents by the City in no
way releases the Consultant and its sub-contractors from the
requirements set forth herein. Consultant expressly agrees to
waive its rights, benefits and entitlements under the “Other
Insurance” clause of its commercial general liability insurance
policy as respects the City. In the event Consultant fails to
purchase or procure insurance as required above, the parties
expressly agree that Consultant shall be in default under this
Agreement, and that the City may recover all losses, attorney’s
fees and costs expended in pursuing a remedy or
reimbursement, at law or in equity, against Consultant.
Consultant acknowledges and agrees that if it fails to comply with all
requirements of this Section, that the City may void this Agreement.
M. Confidentiality. In connection with this Agreement, City may
provide Consultant with information to enable Consultant to
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render the Services hereunder, or Consultant may develop
confidential information for City. Consultant agrees (i) to treat,
and to obligate Consultant’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 Consultant may make for City to any person, firm 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 Consultant on a confidential
basis from any third party unless Consultant 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 withi n
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
Consultant’s control, the Consultant 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 Consultant shall cooperate to determine
what records are subject to such a request and whether or not any exemption
to the disclosure of such records or part thereof is applicable. Vendor shall
indemnify and defend the City from and against all claims arising from the
City’s exceptions to disclosing certain records which Vendor may designate as
proprietary or confidential. Compliance by the City with an opinion or a
directive from the Illinois Public Access Counselor or the Attorney General
under FOIA, or with a decision or order of Court with jurisdiction over the City,
shall not be a violation of this Section.
N. Use of City’s Name or Picture of Property. Consultant shall
not in the course of performance of this Agreement or thereafter
use or permit the use of City’s name nor the name of any affiliate
of City, nor any picture of or reference to its S ervices in any
advertising, promotional or other materials prepared by or on
behalf of Consultant, nor disclose or transmit the same to any
other party.
O. No Assignments or Sub-contracts. Consultant shall not
assign or sub-contract all or any part or its rights or obligations
hereunder without City’s express prior written approval. Any
attempt to do so without the City’s prior consent shall, at City’s
option, be null and void and of no force or effect whatsoever.
Consultant shall not employ, contract with, or use the services of
any other architect, interior designer, engineer, consultant,
special contractor, or other third party in connection with the
performance of the Services without the prior written consent of
City.
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P. Compliance with Applicable Statutes, Ordinances and
Regulations. In performing the Services, Consultant shall
comply with all applicable federal, state, county, and municipal
statutes, ordinances and regulations, at Consultant’s sole cost
and expense, except to the extent expressly provided to the
contrary herein. Whenever the City deems it reasonably
necessary for security reasons, the City may conduct at its own
expense, criminal and driver history background checks of
Consultant’s officers, employees, sub-contractors, or agents.
Consultant shall immediately reassign any such individual who in
the opinion of the City does not pass the background check.
Q. Liens and Encumbrances. Consultant, for itself, and on behalf
of all sub-contractors, suppliers, materialmen and others
claiming by, through or under Consultant, hereby waives and
releases any and all statutory or common law mechanics’
materialmen’s’ or other such lien claims, or rights to place a lien
upon City property or any improvements thereon in connection
with any Services performed under or in connection with this
Agreement. Consultant further agrees, as and to the extent of
payment made hereunder, to execute a sworn affidavit
respecting the payment and lien releases of all sub-contractors,
suppliers and materialmen, and a release of lien respecting the
Services at such time or times and in such form as may be
reasonably requested by City. Consultant shall protect City from
all liens for labor performed, material supplied or used by
Consultant and/or any other person in connection with the
Services undertaken by consultant hereunder, and shall not at
any time suffer or permit any lien or attachment or encumbrance
to be imposed by any sub-consultant, supplier or materialmen,
or other person, firm or corporation, upon City propert y or any
improvements thereon, by reason or any claim or demand
against Consultant or otherwise in connection with the Services.
R. Notices. Every notice or other communication to be given by
either party to the other with respect to this Agreement, shall be
in writing and shall not be effective for any purpose unless the
same shall be served personally or by United States certified or
registered mail, postage prepaid, addressed if to City as follows:
City of Evanston, 2100 Ridge Avenue, Evanston, Illinois 60201,
Attention: Purchasing Division and to Consultant at the address
first above set forth, or at such other address or addresses as
City or Consultant may from time to time designate by notice
given as above provided.
S. Attorney’s Fees. In the event that the City commences any
action, suit, or other proceeding to remedy, prevent, or obtain
relief from a breach of this Agreement by Consultant, or arising
out of a breach of this Agreement by Consultant, the City shall
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recover from the Consultant as part of the judgment against
Consultant, its attorneys’ fees and costs incurred in each and
every such action, suit, or other proceeding.
T. Waiver. Any failure or delay by City to enforce the provisions of
this Agreement shall in no way constitute a waiver by City of any
contractual right hereunder, unless such waiver is in writing and
signed by City.
U. Severability. In the event that any provision of this Agreement
should be held void, or unenforceable, the remaining portions
hereof shall remain in full force and effect.
V. Choice of Law. The rights and duties arising under this
Agreement shall be governed by the laws of the State of Illinois.
Venue for any action arising out or due to this Agreement shall
be in Cook County, Illinois. The City shall not enter into binding
arbitration to resolve any dispute under this Agreement. The
City does not waive tort immunity by entering into this
Agreement.
W. Time. Consultant agrees all time limits provided in this
Agreement and any Addenda or Exhibits hereto are of essence
to this Agreement. Consultant shall continue to perform its
obligations while any dispute concerning the Agreement is being
resolved, unless otherwise directed by the City.
X. Survival. Except as expressly provided to the contrary herein,
all provisions of this Agreement shall survive all performances
hereunder including the termination of the Consultant.
VI. EQUAL EMPLOYMENT OPPORTUNITY
In the event of the Consultant’s noncompliance with any provision of Section 1-12-5
of the Evanston City Code, the Illinois Human Rights Act or any other applicable law,
the Consultant may be declared non-responsible and therefore ineligible for future
contracts or sub-contracts with the City, and the contract may be cancelled or voided
in whole or in part, and such other sanctions or penalties may be imposed or
remedies invoked as provided by statute or regulation.
During the performance of the contract, the Consultant agrees as follows:
A. That it will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, sexual orientation, marital status, national origin
or ancestry, or age or physical or mental disabilities that do not impair ability to work,
and further that it will examine all job classifications to determine if minority persons
or women are underutilized and will take appropriate affirmative action to rectify any
such underutilization. Consultant shall comply with all requirements of City of
Evanston Code Section 1-12-5.
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B. That, in all solicitations or advertisements for employees placed by it on its
behalf, it will state that all applicants will be afforded equal opportunity without
discrimination because of race, color, religion, sex, sexual orientation, marital status,
national origin, ancestry, or disability.
VII. SEXUAL HARASSMENT POLICY
The Consultant certifies pursuant to the Illinois Human Rights Act (775 ILCS 5/2 105
et. seq.), that it has a written sexual harassment policy that includes, at a minimum,
the following information:
A. The illegality of sexual harassment;
B. The definition of sexual harassment under State law;
C. A description of sexual harassment utilizing examples;
D. The Consultant’s internal complaint process including penalties;
E. Legal recourse, investigation and complaint process available through the
Illinois Department of Human Rights and the Human Rights Commission, and
directions on how to contact both; and
F. Protection against retaliation as provided to the Department of Human Rights.
VIII. CONSULTANT CERTIFICATIONS
A. Consultant acknowledges and agrees that should Consultant or its sub -
consultant provide false information, or fails to be or remain in compliance with the
Agreement, the City may void this Agreement.
B. Consultant certifies that it and its employees will comply with applicable
provisions of the U.S. Civil Rights Act, Section 504 of the Federal Rehabilitation Act,
the Americans with Disabilities Act (42 U.S.C. Section 1201 et seq.) and applicable
rules in performance under this Agreement.
C. If Consultant, or any officer, director, partner, or other managerial agent of
Consultant, has been convicted of a felony under the Sarbanes-Oxley Act of 2002, or
a Class 3 or Class 2 felony under the Illinois Securities Law of 1953, Consultant
certifies at least five years have passed since the date of the conviction.
D. Consultant certifies that it has not been convicted of the offense of bid rigging
or bid rotating or any similar offense of any State in the U.S., nor made any
admission of guilt of such conduct that is a matter of record. (720 ILCS 5/33 E-3, E-
4).
E. In accordance with the Steel Products Procurement Act, Consultant certifies
steel products used or supplied in the performance of a contract for public works shall
be manufactured or produced in the U.S. unless the City grants an exemption.
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F. Consultant certifies that it is properly formed and existing legal entity, and as
applicable, has obtained an assumed name certificate from the appropriate authority,
or has registered to conduct business in Illinois and is in good standing with the
Illinois Secretary of State.
G. If more favorable terms are granted by Consultant to any similar governmental
entity in any state in a contemporaneous agreement let under the same or similar
financial terms and circumstances for comparable supplies or services, the more
favorable terms shall be applicable under this Agreement.
H. Consultant certifies that it is not delinquent in the payment of any fees, fines,
damages, or debts to the City of Evanston.
IX. INTEGRATION
This Agreement, together with Exhibits A, B, C, and D sets forth all the covenants,
conditions and promises between the parties with regard to the subject matter set
forth herein. There are no covenants, promises, agreements, conditions or
understandings between the parties, either oral or written, other than those contained
in this Agreement. This Agreement has been negotiated and entered into by each
party with the opportunity to consult with its counsel regarding the terms therein. No
portion of the Agreement shall be construed against a party due to the fact that one
party drafted that particular portion as the rule of contra proferentem shall not apply.
In the event of any inconsistency between this Agreement, and any Exhibits, this
Agreement shall control over the Exhibits. In no event shall any proposal or contract
form submitted by Consultant be part of this Agreement unless agreed to in a writing
signed by both parties and attached and referred to herein as an Addendum, and in
such event, only the portions of such proposal or contract form consistent with this
Agreement and Exhibits hereto shall be part hereof.
IN WITNESS WHEREOF, the parties hereto have each approved and executed this
Agreement on the day, month and year first above written.
CONSULTANT: CITY OF EVANSTON
2100 RIDGE AVENUE
EVANSTON, IL 60201
By: By:________________________
Michelle Ferguson Luke Stowe
Its: Executive Vice President Its: City Manager
FEIN Number: 20-1054069 Date: _______________________
Date:7/8/25 Approved as to form:
By:
Alexandra B. Ruggie
Its: Corporation Counsel
07 / 09 / 2025
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EXHIBIT A – Project Milestones and Deliverables
This EXHIBIT A to that certain Consulting Agreement dated _______ between the City of
Evanston, 2100 Ridge Avenue, Evanston, Illinois, 60201(“City”) and Raftelis Financial
Consultants (“Consultant”) sets forth the Commencement and Completion Date, Services,
Fees, and Reimbursable Expenses as follows:
I. COMMENCEMENT DATE: July 11, 2025
II. COMPLETION DATE: October 31, 2025
III. FEES: Not to exceed $99,030 as summarized in Exhibit C
IV. SERVICES/SCOPE OF WORK:
As defined in RFP 25-27 (Exhibit B) and Consultants Response to Proposal
(Exhibit C)
Dated: ______________
Doc ID: c7ebcdfe6d448ceb35e292a9a9b9f174669aa893
Contract with Raftelis for a Zero-Based Budgeting...
Extracted_pages_.pdf and 1 other
c7ebcdfe6d448ceb35e292a9a9b9f174669aa893
MM / DD / YYYY
Signed
07 / 09 / 2025
09:06:45 UTC-5
Sent for signature to Alexandra Ruggie
(aruggie@cityofevanston.org) and Luke Stowe
(lstowe@cityofevanston.org) from lthomas@cityofevanston.org
IP: 50.171.242.186
07 / 09 / 2025
11:44:52 UTC-5
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 24.13.226.57
07 / 09 / 2025
11:45:45 UTC-5
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 24.13.226.57
07 / 09 / 2025
15:07:22 UTC-5
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.171.242.186
07 / 09 / 2025
15:07:34 UTC-5
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.171.242.186
The document has been completed.07 / 09 / 2025
15:07:34 UTC-5