HomeMy WebLinkAboutContract - Grumman Butkus Associates - Service Center Electrical HVAC Improvements (RFQ #25-65) $319,085 (116-R-26)Memorandum
To: Honorable Mayor and Members of the City Council
CC: Members of Administration and Public Works Committee
From:Shane Cary, Architect/Project Manager
CC:Edgar Cano - Public Works Agency Director; Lara Biggs - City
Engineer
Subject:Resolution 116-R-26,Approval for Engineering Services for the
Service Center Electrical, HVAC Improvements (RFQ 25-65) with
Enercon Ltd. dba Grumman/Butkus Associates
Date: June 8, 2026
Motion:
Staff recommends that City Council adopt Resolution 116-R-26, Authorizing the City Manager
to Execute Agreement with Enercon Ltd. Dba Grumman/Butkus Associates (820 Davis St,
Suite 300, Evanston, IL 60201) for the Service Center HVAC, Electrical Improvements (RFQ
25-65) in the amount of $319,085.00.
Funding Source:
This project will be funded from the City’s Capital Improvement Program General Obligation
Bonds (Account No. 415.40.4126.62145-626084), which has an approved FY 2026 budget of
$1,000,000, all of which is remaining.
CARP:
Municipal Operations, Building Efficiency, Renewable Energy
Council Action:
For Action
Summary:
Constructed in 1980, the 139,566 square foot Evanston Municipal Service Center (Service
Center) at 2020 Asbury Avenue consists of four interrelated building wings and two storage
facilities. It serves as the hub for City operations, housing Public Works, Facilities and Fleet
Management, and Parking Services. Over the past 40 years, limited investment has led to a
patchwork approach to capital improvement. Intensive use and evolving service needs have
caused significant wear and tear, outpacing investments and leaving the facility operationally
challenged.
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In 2022, the City of Evanston partnered with Greeley and Hansen to evaluate the Service
Center and the city’s operational needs and to prepare a master plan. The master plan
identifies and prioritizes the required improvements to the building. To align these initiatives
with the City’s budgetary constraints, these improvements are phased over a 20-year
timeframe. Given the importance of this facility to the City's operations, the construction must
also be phased to allow operations to continue during the work.
Implementation of the findings identified in the Service Center Master Plan will require a
renovation program, which is a comprehensive, multi-phased capital project. This program
serves as a framework to address existing facility deficiencies, meet evolving operational
needs, ensure compliance with regulatory mandates, advance the City’s Climate Action and
Resilience Plan (CARP) goals, and meet the requirements of the Healthy Building Ordinance
(HBO).
The overall project scope, which addresses over 100 separate required improvements, has
been broken down into a series of prioritized initiatives. To mitigate the impact of budgetary
constraints and ensure continuous building operations, the program will be executed through
multiple construction projects. The construction work will be phased and scheduled to
account for interdependencies in related work and to minimize disruption to operations at the
critical facility. Initiatives are ranked and strategically implemented over a schedule to space
out capital expenditures and align with fiscal constraints.
The primary goals for the renovation program include:
into facility bring to required the Implementing Accessibility: ADA modifications
compliance with the Illinois Accessibility Code and address ADA deficiencies, including
redesigning spaces and replacing non-compliant door hardware.
Critical Equipment Replacement: Addressing physical and operational deficiencies by
replacing essential equipment and building systems that are original to the facility and
beyond their useful service life.
Modernize the Electrical System: Implementing the Facility Electrification (Electrical)
initiative, main and (MSB) existing switchboard replacing involves which the
distribution panels to provide adequate capacity and distribution for current and future
needs.
agingreplace to Generator Permanent NewInstallGenerator: the Replace a
equipment and ensure critical infrastructure, such as the Consolidated Fuel Island,
remains operational.
Infrastructure for an Electric Fleet: Preparing the Service Center to accommodate the
anticipated migration of the City’s fleet operations to electric vehicles, including the
installation of Fleet Electrification Charging infrastructure.
Modernize the Plumbing Systems: Replacing and upgrading domestic water piping,
incoming water service components, and replacing storage-type electric water heaters
with electric instantaneous point-of-use models.
Replace the HVAC system with an all-electric HVAC system: Replacing aging and
deficient HVAC systems with an all-electric HVAC system as part of the Facility
Electrification (HVAC) initiative to meet the City's CARP goal of carbon neutrality and
the requirements of the Healthy Building Ordinance.
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Regulatory Compliance: Bringing the building into compliance with the City's Healthy
Building Ordinance and other applicable codes.
Due to the complexity of the renovation program and construction phasing, the consulting
work will be broken into multiple contracts. The expected contracts and estimated schedule
are as follows:
Task 1 - Pre-design through schematic design of the entire renovation program. (June
2026 to November 2026)
Task 2 - Design Phase 1 (December 2026 to May 2027)
Task 3 - Construction Phase 1 (August 2027 to August 2028)
Task 4 - Design Phase 2
Task 5 - Construction Phase 2
Task 6 - Design Phase 3
Task 7 - Construction Phase 3
This agreement covers the pre-design through schematic design phases of the entire
renovation program. During this pre-design phase, the future design and construction phases
will be developed in greater detail, along with a work schedule.
Analysis:
On December 4th, 2025, the City issued a Request for Proposal for engineering services for
the Service Center Electrical, HVAC Improvements. On January 14th, 2026, the City
received fourteen proposals from the following consulting firms:
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The proposal review and interview team consisted of:
Edgar Cano – Public Works Agency Director
Shane Cary – Architect/Project Manager
Sean Ciolek – Manager of Facilities & Fleet Management
Kevin Johnson – Manager of Field Services
Stefanie Levine – Senior Project Manager
Noel Rodriguez – Public Services Bureau Chief
Cheryl Stuart – Purchasing Officer
Pedro Ulloa – Facilities & Fleet Management Supervisor
The submittals for the project were reviewed based on firms'/sub-consultants' qualifications &
expertise; organization & completeness; M/W/D/EBE participation; and willingness to execute
the City’s professional services contract. The proposals were rated, and interviews were
conducted for the top four firms. Here are the teams' scores based on the proposals.
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After the interviews were completed, the four top firms were re-evaluated by the proposal
review and interview team. The final score of the top respondents is as follows:
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Enercon Ltd. D/b/a Grumman/Butkus Associates (GBA) has worked on multiple projects with
the City in the past, and staff find their work satisfactory.
Although the RFQ found GBA to be the most qualified firm to provide engineering and
architectural services for the entire renovation program, it would be difficult to negotiate fees
for later phases of work at this time. This is particularly true for a project with multiple phases
that architectural/engineering addresses this Because RFQ several over spans years.
qualifications for future phases of this project, staff may recommend awarding this future work
to GBA, depending on their level of performance. Staff recommends entering a contract for
Task 1 pre-design and schematic design services only. Future contracts will be brought
before the council for approval until the renovation program is completed.
The selected prime consultant is an M/W/D/EBE firm. A memo reviewing their compliance
with our M/W/D/EBE goal is attached.
Legislative History:
On July 25, 2022, the City Staff presented the Service Center Master Plan.
Attachments:
Resolution 116-R-26
RFQ 25-65 Service Center Renovation MWDEBE Memo Final
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116-R-26
~3~
EXHIBIT 1 - AGREEMENT
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Service Center Renovation, RFQ 25-65, M/W/D/EBE Memo 06.08.26
To: Edgar Cano, Public Works Agency Director
Lara Biggs, Capital Planning & Engineering Bureau Chief/City Engineer
Shane Cary, Architect /Project Manager
From: Tammi Nunez, Purchasing Manager
Subject: Service Center Renovation, RFQ 25-65
Date: June 8, 2026
The goal of the Minority, Women, Disadvantaged, and Evanston Business Enterprise
Program (M/W/D/EBE) is to assist such businesses with opportunities to grow. To help
ensure such growth, the City’s goal is to have general contractors utilize M/W/D/EBEs
to perform no less than 25% of the awarded contract.
With regard to the recommendation for the Service Center Renovation, RFQ 25-65,
Enercon Ltd. dba Grumman Butkus, the total base bid is $319,085.00, and they are
found receive willThey City’s thewithcompliancein beto goal. full forcredit
compliance with the M/W/D/EBE goal.
Name of M/W/D/EBE
Scope of
Work
Contract
Amount
%
MBE
WBE DBE
EBE
Enercon Ltd. dba Grumman Butkus
Associates
820 Davis Street, Suite 300
Evanston, IL 60201
Engineering
and
Architectural
Services
$319,085.00 100% X
Total M/W/D/EBE $319,085.00 100%
CC: Hitesh Desai, Chief Financial Officer/City Treasurer
Memorandum
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CITY OF EVANSTON
PROFESSIONAL SERVICES AGREEMENT
The parties referenced herein desire to enter into an agreement for professional
services for
Evanston Service Center Renovation (“the Project”)
RFQ Number: 25-65
THIS AGREEMENT (hereinafter referred to as the “Agreement”) entered into this 11th
day of June, 2026, 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
Enercon Ltd. Dba Grumman/Butkus Associates with offices located at 820 Davis Street, Suite
300, Evanston, Illinois 60201 (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 $319,085.00.
I. COMMENCEMENT DATE
Consultant shall commence the Services on June 22nd, 2026, 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 March 30, 2027. 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 –
Preliminary Design Proposal. 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 Qualifications No. # 25-65 (Exhibit B)
and Consultant’s Response (Exhibit C). Services may include, if any, other
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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 shall 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. Consu ltant
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 relative 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. The
Consultant warrants and states that it has read the Contract Documents, and
agrees to be bound thereby, including all performance guarantees a s 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 resp onsible 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 at tendance 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 effective 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 perfo rm 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.
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
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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 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 use all or any part of the same without p ayment of any
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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 res pecting 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 cos t 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, 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.
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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 option, 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 written 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 under 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 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 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
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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 Consultan t.
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 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 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 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 di sclosure 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
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name nor the name of any affiliate of City, nor any picture of or reference to its
Services 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 per formance of the Services without
the prior written consent of City.
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 property
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, 909 Davis Street, 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.
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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 recover from the Consu ltant 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 submission or contract
form submitted by Consultant be part o f 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 submission 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
909 Davis Street
EVANSTON, IL 60201
By: ________________________ By:________________________
Luke Stowe
Its: ________________________ Its: City Manager
FEIN Number: _______________ Date: _______________________
Date: _______________________ Approved as to form:
By:
Alexandra B. Ruggie
Its: Corporation Counsel
John Tsingas
Digitally signed by John Tsingas
DN: C=US,
E=jtsingas@grummanbutkus.com,
O=GBA, CN=John Tsingas
Location: Evanston, IL
Reason: I am approving this
document
Contact Info: 847-316-9249
Date: 2026.06.11 14:22:42-05'00'John Tsingas PE
Vice President
06-11-2026
36-2768271 06 / 16 / 2026
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Revision: April 2021
Doc ID: d355c1822cc34ca74b0a70dfe5d1340ce2413757
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820 Davis Street, Suite 300
Evanston, IL 60201
847.328.3555
grummanbutkus.com
May 21, 2026
Shane L. Cary
Architect/Project Manager
Public Works Agency
City of Evanston
909 Davis Street
Evanston, IL 60201
Re: City of Evanston
Service Center
Master Plan Implementation
GBA Proposal P25-1277-00
Dear Shane:
Grumman|Butkus Associates (GBA) is pleased to submit this proposal for preliminary design services
associated with the above-mentioned project.
SCOPE OF THE PROJECT
1. The scope of the project involves the renovation of the City of Evanston Service Center located at 2020
Asbury Avenue in Evanston, IL.
2. The scope will follow the implementation of the Service Center Master Plan as described in the City of
Evanston Request for Qualifications Number 25-65 and follow up discussions with the City of Evanston
staff.
3. As part of this effort, GBA and our partners Eckenhoff Sanders Architects (ESA) and Concord Group will
develop preliminary design, pricing and schedules for the complete list of projects as shown below.
4. We will hire Fettes, Love and Sieben to inspect the underground piping under the buildings. Their costs
have been included in our fee.
5. Based on this effort, the design and estimating team in cooperation with the City of Evanston will establish
the projects that will be designed and bid as part of the first year Master Plan implementation.
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6. Scope items with deliverables and proposed fees are presented on the Tables below:
PROJECT / SCOPE ITEM DELIVERABLE FEE
Building Envelope (windows, roofs,
exterior doors)
*Key plan with doors and windows identified.
*Specifications.
$ 9,100
Administrative Offices *Space program with counts and areas including
planning revisions to Building C.
*Code summary related to ADA requirements.
*Floor plans with scope notes for pricing.
*Generic furniture layouts.
*MEP Narratives.
$ 26,400
Cafeteria *Level of finishes and quantities (flooring, paint,
ceiling).
$ 4,400
Building D Electrical Room "Ceiling" *Preliminary design for a waterproof "ceiling".
*Floor plans with scope notes.
*RCP & detail of ceiling system.
*Section/elevations of parking ramp cover with scope
notes.
$ 22,800
New Elevator and ADA Upgrades *Preliminary design to include sketches, preliminary
plans and sections with scope notes, elevator
specifications, MEP systems narrative.
*Keyed floor plans (separate from Admin Offices &
Cafeteria scope) with ADA upgrade requirements.
$ 25,200
Underground Sanitary Piping *Annotated sketch of piping location and length.
*Narrative for pipe material and patching. *Video
scoping by Fettes Love and Sieben
$ 30,000
Fire Protection - Building B *Annotated plans showing areas and hazard / density
classifications.
*Sketch with route from street to building and
narrative with required devices.
$ 3,200
Electrical Upgrades - Normal Power *Evaluate current facility load.
*Calculate required capacity to add HVAC
electrification, domestic hot water generation
electrification and fleet electrification.
*Coordinate with ComEd on new service (size,
location).
*Group electrical loads to accommodate emergency
system.
*Prepare one line diagram, proposed feeder routing.
*Prepare implementation narrative for new service
and replacement of the existing switchboard and
older panelboards.
*Provide evaluation for roof solar panel (PV)
feasibility.
$ 16,000
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PROJECT / SCOPE ITEM DELIVERABLE FEE
Electrical Upgrades - Emergency
Power
*Identify critical loads with input from facility staff.
*Size generator and associated fuel tank.
*Prepare a one line diagram for emergency power.
*Prepare sketches with location of generator,
automatic transfer switches (ATS) and emergency
panels.
*Investigate options for generator alternate fuels
besides diesel.
$ 16,000
Domestic Hot Water Electrification *Identify existing gas and electric water heaters.
*Specify replacement electric water heaters and
associated power feeds.
*Prepare schedules, location plans and electric panel
locations.
*Provide information to inform new electrical service
size.
$ 5,600
HVAC Electrification *Prepare preliminary heating, cooling and ventilation
load calculations for all buildings on the Service
Center Campus.
*Develop an electrification design that will include air
to water and air to air heat pumps.
*Provide electric heat back up for critical spaces.
*Deliverables to include load summaries and
assumptions, equipment schedules, system diagrams,
location plans, sketches and narratives.
*Provide information to inform new electrical service
size.
$ 16,000
Fleet Electrification *Initial fleet electrification load to be based on the
existing ComEd report (September 2025).
*During discussions with ComEd we will review impact
and cost to add more fleet electrification capacity.
*Provide calculations, one line diagram, possible
charging locations, and charger specifications.
$ 8,000
Building D Ventilation *Calculate heating and ventilation load.
*Select exhaust fans and make up air unit with heat
recovery.
*Provide heating via air source heat pumps and unit
heaters, prepare schedules, narratives, and single line
preliminary duct layout.
$ 8,000
Lighting Retrofit *Inventory all non-LED fixtures.
*Provide schedule to include quantities with type of
fixtures and installation heights.
*Incorporate Energy Code requirements.
$ 4,800
Sand and Salt Building *Narrative describing improvements. $ 3,200
Yard Storage *Specify number and type of plow racks for pricing. $ 1,600
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PROJECT / SCOPE ITEM DELIVERABLE FEE
Building A Vehicle Equipment
Replacement
*Identify equipment to be replaced.
*Prepare schedule with type of equipment and
equipment spec door replacement.
$ 2,400
Cost Estimating for all tasks above $29,320
Building F *Plans with scope notes.
*Generic exterior elevations with scope notes for
pricing take-offs and quantities.
*Include pricing for turn-key truck wash.
*MEP utilities to building and MEP narrative.
$ 39,465.
REVIT (by ESA) $ 16,000
General *Pre-Design Admin / Phasing / Meetings / Pricing
Support
$ 31,600
Total $ 319,085.00
PROJECT SCHEDULE
1. We understand that the City of Evanston wishes to complete the preliminary design effort and pricing in
four months.
GENERAL
This project will be governed by the City of Evanston Professional Services Agreement, to which this letter will
be appended as an exhibit.
We look forward to this interesting project. Thank you for the opportunity to submit a proposal.
Sincerely,
John Tsingas, P.E.
Vice President
Enclosures: Exhibit D – City of Evanston M/W/D/EBE Compliance Form
p:\25 projects\p25-1277-00 coeva\01 pm\01 contracts\accounting\2026-05-21 city of evanston service center preliminary design gba - esa - concord proposal.docx
Doc ID: d355c1822cc34ca74b0a70dfe5d1340ce2413757
Contract with Grumman/Butkus Associates - Service Center...
Council_Award_Memo.pdf and 2 others
d355c1822cc34ca74b0a70dfe5d1340ce2413757
MM / DD / YYYY
Signed
06 / 15 / 2026
09:41:36 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
06 / 15 / 2026
11:08:35 UTC-5
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 50.171.242.186
06 / 16 / 2026
09:44:59 UTC-5
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 50.171.242.186
06 / 16 / 2026
09:46:35 UTC-5
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.171.242.186
06 / 16 / 2026
09:47:05 UTC-5
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.171.242.186
The document has been completed.06 / 16 / 2026
09:47:05 UTC-5