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3.25.2014 (Council Packet) Page 1
3.25.2014 (Council Packet) Page 2
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ROBERT J. LOVERO
MAYOR
THOMAS J. PAVLIK
CITY CLERK
MINUTES
BERWYN CITY COUNCIL
MARCH 11, 2014
1.
The regular meeting of the Berwyn City Council was called to order by
Mayor Lovero at 8:00p.m. Upon the call of the roll, the following
responded present: Chapman, Boyajian, Paul, Fejt, Santoy, Polashek,
Avila and Laureto.
2.
The Pledge of Allegiance was recited and a moment of silence was given
for the family of Gail Lofgren, former Library Director; Marija Bojovic
(Metelko,) mother of Police Sergeant Bojovic and for the men and women
protecting our safety on the streets of Berwyn and in the Armed Forces.
3.
The Open Forum portion of the meeting was announced. Alderman
Laureto announced the BDC/Roosevelt Road Special Events Committee
Green Mile Walk/Pub Crawl on Saturday March 14, 2014 from 5-11 p.m.
4.
Minutes of the Berwyn City Council regular meeting and Committee of the
Whole held February 25, 2014, were submitted. Thereafter, Avila made a
motion, seconded by Chapman, to concur and approve as submitted. The
motion carried by a voice vote.
5.
The Berwyn Township/Public Health District submitted a communication
regarding an Inter-governmental Agreement to contract an MRC (Medical
Reserve Corps) Volunteer Coordinator. Thereafter, Chapman made a
motion, seconded by Boyajian, to concur, approve as submitted and
authorize the corporate authorities to enter into agreement. The motion
carried by a unanimous roll call vote.
6.
The Zoning Board of Appeals submitted a communication and an
ordinance entitled:
AN ORDINANCE APPROVING A CONDITIONAL USE FOR A PUBLIC
SERVICE USE/AND OR PRIVATELY OWNED COMMUNITY CENTER C-l
RESTRICTED COMMERCIAL ZONING DISTRICT AT 2600 S. RIDGELAND
AVENUE, BERWYN, ILLINOIS.
Thereafter, Laureto made a motion, seconded by Boyajian, to excuse
Aldermen Santoy and Avila from the vote. The motion carried by a voice
vote. Fejt made a motion, seconded by Paul, to overrule the
recommendation to adopt and deny. The motion failed on the following
1
3.25.2014 (Council Packet) Page 3
BERWYN CITY COUNCIL MINUTES
MARCH 11, 2014
call to roll; Yea: Paul, Fejt and Polashek. Nay: Chapman, Boyajian,
Laureto and Lovero. Chapman made a motion, seconded by Laureto, to
concur, adopt the ordinance as presented and authoritize the corporate
authorities to affix their signatures thereto. The motion carried by the
following call to roll; Yea: Chapman, Boyajian, Laureto and Lovero. Nay:
Paul, Fejt and Polashek.
7.
A deferred communication from Alderman Polashek regarding a Handicap
Sign #869 for 1823 Oak Park. Thereafter, Polashek made a motion,
seconded by Laureto, to overrule the investigating officer and approve
sign. The motion carried by a voice vote.
8.
Police Chief Ritz submitted a communication requesting to hire four
probationary police officers. Thereafter, Avila made a motion, seconded
by Chapman, to concur, grant permission and refer the matter to the
Police and Fire Commission. The motion carried by a unanimous roll call
vote.
9.
Police Chief Ritz presented council with the new Berwyn Police
Department Manual, Rules and Regulations. Thereafter, Chapman made a
motion, seconded by Polashek, to accept the matter as informational. The
motion carried by a voice vote.
10.
The consent agenda, items K-l through K-9, were submitted:
K-l
K-2
K-3
K-4
K-5
K-6
K-7
K-8
K-9
Payroll
2/26/14
$1,022,893.38
3/11/14
$1,130,046.83
Payables
Collections & Licensing for January and February 2014
Building & Local Improvement Permits for February 2014
St. Mary of Celie-Way of Cross Procession Good Friday 4/18/14
Salvation Army Donut Day 5/30, 5/31, 6/6 and 6/7/14; Kettle
Champaign 11/7/14 thru 12/24/14
Chicago International Christian Church-Solicitation Cermak/Oak
Park, Ogden/Oak Park-4/5/14
Christian Congregation of Jehovah's Witnesses Community Service
5/1514 thru 6/15/14
North Berwyn Park District Easter Parade-4/19/14
Thereafter, Avila made a motion, seconded by Laureto, to concur and
approve by omnibus vote designation. The motion carried by a voice
vote.
2
3.25.2014 (Council Packet) Page 4
BERWYN CITY COUNCIL MINUTES
MARCH 11, 2014
11.
Alderman Paul cancelled a Parking and Traffic Committee meeting
previously called for March 31, 2014 and re-scheduled for April 15, 2014
at 5:30 p.m.
12.
Alderman Polashek announced a Recreation Committee meeting, as
previously called, for Monday March 31, 2014 at 5:30 p.m.
13.
There being no further business to come before the meeting, same was
after a motion by Laureto, seconded by Polashek, to adjourn at the hour
of 8: 16 p.m. The motion carried by a voice vote.
Respectfully su~mitted,
T
as J. Pavlik, CMC
Ci Y Clerk
3
3.25.2014 (Council Packet) Page 5
MI UTES
BERWYN CITY COUNCIL
COMMITTEE OF THE WHOLE
March 11, 2014
1.
Mayor Lovero called the Committee of the Whole to order at 7:00 p.m.; upon
the call of the roll the following responded present: Chapman, Boyajian, Paul,
Fejt, Santoy, Polashek, Avila and Laureto.
2.
The Mayor reviewed the revised agreement for item E-1, an IGA between the
City, Township and Berwyn Public Health District regarding MRC (Medical
Reserve Corps) Volunteer Coordinator.
3.
The Mayor noted that the representatives from the Pilsen Wellness Center,
INC., the petitioners for Conditional Use of 2600 S. Ridgeland, were available
for any questions the Aldermen might have regarding item H-1. Polashek
questioned their search for other properties in the area, perhaps closer to
MacNeal Hospital.
4.
Item 1-1: Alderman Polashek reviewed the deferred Handicap Sign request
for 1823 Oak Park Ave. noting his recommendation was to overrule the
investigating officer's original recommendation to deny and grant the request
after further discussion with and investigation by the Berwyn Police
Department's Division Commander Santangelo.
5.
There being no future business for the Committee of the Whole and/or
agenda item discussion, the Mayor entertained a motion to adjourn.
Thereafter, a motion was made by AVila, seconded by Boyajian, to adjourn
the Committee of the Whole at 7:09 p.m. The motion carried.
1
3.25.2014 (Council Packet) Page 6
Robert J. Lovero
The City of Berwyn
Mayor
A Century of Progress with Pride
Date:
March 25, 2014
To
Members of City Council
Re:
Resignation from Historic Preservation Commission
After many years of service to the City, I have received Ms. Lori Thielen's letter of resignation from the
Historic Preservation Commission (see attached). Please join me in thanking Ms. Thielen for all that she has
done in preserving the history and architecture which makes the City of Berwyn so unique.
Sincerely,
~~
Robert J. Love
Mayor
0
6700 West 26'h Street Berwyn, Illinois 60402-0701 Telephone: (708) 788-2660 Fax: (708) 788-2567 www.berwyn-il.gov
3.25.2014 (Council Packet) Page 7
Robert J. Lovero
From:
Sent:
To:
Subject:
thielen@att.net
Wednesday, February 19, 20147:21 AM
Robert J. Lovero; Rebecca Houze; Doug Walega; Michael Plummer; Nasri Mansour; Jamie
Franklin; Mike DeRouin
BHPC Resignation
Dear Mayor and Berwyn Historic Preservation Commission,
I am resigning as Chairman and Commissioner from the Berwyn Historic Preservation Commission effective
immediately. I am resigning to attend to some long-time deferred personal pursuits. I find that I no longer have
the time required to continue to lead and serve the Commission. I am very proud of our Team's work and
accomplishments during my very long leadership period with the BHPC. I would be happy to help with any
transitional issues.
Thank you - Lori Thielen
Chair, Berwyn Historic-Preservation Commission
3.25.2014 (Council Packet) Page 8
Robert J. Lovero
The City of Berwyn
Mayor
A Century of Progress with Pride
Date:
March 25, 2014
To
Members of City Council
Re:
Appointment of Emilio Padilla to the Historic Preservation Commission
With the resignation of Lori Thielen from the Historic Preservation, I have tapped the skills of Mr. Emilio N.
Padilla as a well-qualified replacement. As evidenced by the attached resume, Mr. Padilla has an extensive
background as an architect and currently practices with the BauerLatoza Studio where he provides architectural
design and consulting services on various project types including historic preservation projects. His resume is
attached for review.
I ask that you concur with my recommendation to appoint Mr. Padilla to the Historic Preservation Commission.
Respectfully,
Robert J. Lovero
Mayor
6700 West 26'h Street Benvyn, Illinois 60402-0701 Telephone: (708) 788-2660 Fax: (708) 788-2567 wwvv.benvyn-il.gov
3.25.2014 (Council Packet) Page 9
EMILIO N. PADILLA, Project Architect
RA, LEED AP
Emilio Padilla, is a project architect of BauerLatoza Studio where he provides architectural design and consulting
services on various project types including institutional, government, and historic preservation projects with
sustainable design practice. At BauerLatoza Studio, Emilio specializes in exterior building envelope, adaptive
reuse design and construction administration. Prior to joining BauerLatoza Studio, Emilio worked on a number of
historic residential projects. Emilio is a licensed architect in Illinois.
PROJECT PROFILE
Restoration of Six Iconic Domes, West Pavilion
Museum of Science and Industry I Chicago, Illinois
Restoration of the iconic domes and West Pavilion at the Museum
of Science and Industry follOWing the Secretary of the Interiors
Standards for Treatment of Histoic Properties.
Marquette Park Lakefront East
City of Gary I Gary, Indiana
Master Plan, assessment and restoration of historic Recreational
Pavilion, assessment and restoration of historic Gary Bathing
Pavilion "Aquatorium,H restoration of Father Marquette Statue.
DuSable Museum Roundhouse
DuSable Museum of African American History I Chicago, Illinois
Restoration of historic roundhouse inluding assessments,
masonry restoration, roof replacement, window and door
replacement, and interior space planning for classrooms, research
and conservation labs, a catering kitchen, and exhibition areas.
Steamtown National Historic Site - Locomotive Machine Shop
National Park ServIce I Scranton, Pennsylvania
Historic building assessment and exterior restoration program:
Various repairs to 17,900 square feet of brick exterior walls; roof
replacement; and restoration of 218 historic windows.
Johnstown Flood National Historic Site
National Park Service I South Fork, Pennsylvania
Building assessment of exterior and interior components,
structural and building envelope restoration, and sustainable
design components Including a new MEP to utilize geothermal
heating and cooling.
6045 South Kenwood Building
University of Chicago I Chicago, Illinois
Adaptive reuse of historic former Illinois Bell building.
phased, 90,OOO-square-foot project; programming,
planning, designing the building shell, core and interior.
Multispace
DuSable High School
Chicago Public Schools I Chicago, Illinois
Masonry repairs, replacement of 1,100 Windows, and replacement
of 150,000 square feet of built-up roofing for the nearly 400,000
square foot school in the Bronzeville neighborhood. The school
is listed as a Chicago landmark.
Knickerbocker Hotel
Millennium Hotelsl Chicago, Illinois
Exterior restoration of a 13-story hotel building including
elaborate terra cotta ornamentation, brick and limestone
masonry restoration. The Knickerbocker is an historic landmark
luxury hotel located in Chicago's Gold Coast neighborhood.
PROFESSIONAL REGISTRATION
Registered Architect: Illinois
National Council of Architectural
Registration Boards
LEED Accredited Design Professional
by the United States Green Building
Council
Society of Hispanic Professional
Architects (ARQUITECTOS)
EXPERIENCE
9 years practicing architecture
6 years practicing architecture at
BauerLatoza Studio
EDUCATION
BA in Architectural Studies, University
of Illinois at Chicago
Study Abroad Architecture Program,
Universidad Autonoma de Yucatan,
Merida, Yucatan Mexico
Study Abroad Estudios Hispanicos,
Universidad de Barcelona, Barcelona,
Spain
CONTACT
1225 Wisconsin Ave
Berwyn, IL 60402
773.414.4252
emiliopadilla@gmail.com
3.25.2014 (Council Packet) Page 10
Robert J. Lovero
The City of Berwyn
Mayor
A Century of Progress with Pride
March 25, 2014
To:
City Council
From: Mayor Robert J. Lovero
RE: Insurance Renewal
Council Members:
Please concur with the recommendation made by the city's insurance broker as per the presentation of the
committee of the whole in approving the health insurance renewal.
Respectfu lIy,
ro~~
Robert J. Lovero
Mayor
6700 West 26'h Street Berwyn, Illinois 60402.0701 Telephone: (708) 788.2660 Fax: (708) 788.2567 www.berwyn.il.gov
3.25.2014 (Council Packet) Page 11
Nora Laureto
The City of Berwyn
th
8 Ward Alderman
A Century of Progress with Pride
March 20, 2014
Mayor Robert J. Lovero
Members ofthe City Council
6700 W. 26 th Street
Berwyn, IL 60402
RE: Consideration of hiring additional blight inspectors
Dear Mayor and Members of the City Council:
I would like to suggest that we revisit the budget to consider hiring additional blight inspectors. I am asking
that we consider this for the following reasons. The City will receive additional funds for the increase charge in
vehicle tags. We also recently received additional funds for the gambling machine tax. I am asking that we
consider use of these unbudgeted funds for this purpose.
It would be beneficial to each ward to have their own blight inspector. If we do not have enough funds
available for this request, I would then ask that we hire at least two additional inspectors. If we were able to
hire at least two additional inspectors they would each be able to have 2 wards to cover. This would help
tremendously. The majority of complaints that I receive during the summer months are related to blight issues.
I am sure that the 8th ward is not alone with this problem.
I am asking that this communication be sent to the Budget Committee for consideration.
Sincerely,
1ZtmL~
Nora Laureto
Alderman, 8th Ward
City of Berwyn
6700 West 26lh Street Berwyn, Illinois 60402-0701 Telephone: (708) 788·2660 Fax: (708) 788-2567 www.berwyn-il.gov
3.25.2014 (Council Packet) Page 12
Robert J. Lovero
Mayor
The City of Berwyn
A Century of Progress with Pride
RESOLUTION
Whereas,
the Berwyn Playground Recreation Commission will hold their Annual Baseball Parade on
April 26, 2014, beginning at 9:00 a.m.; and
Whereas,
the Berwyn City Council has voted to grant permission for this aforesaid activity in previous
years; and
Whereas,
the baseball players and coaches will assemble at the EI Strip between East and Elmwood
Avenue, proceed south on Elmwood Avenue, to Cermak Road; west to East Avenue, south on
East Avenue to Baseball Alley proceed to the Bronco Field where all teams will assemble in the
outfield; and
Whereas,
the Berwyn Police Department will have officers controlling traffic on the scheduled route with
special attention the major intersections.
Now Therefore, be it resolved by the Mayor and members of the Berwyn City Council to grant permission for
this annual event and to extend to all the boys and girls participating in the baseball program out best wishes for
good weather and a successful baseball season.
Entered upon the records of the City of Berwyn, this 25 th day of March 2014.
3.25.2014 (Council Packet) Page 13
PROCLAMATION
WHEREAS,
In 1972, Sterling Morton proposed to the Nebraska Board of
Agriculture that a special day be set aside for planting of trees, this
Holiday, called Arbor Day, was first observed with the planting of
More that a million trees in Nebraska and is now celebrated
Throughout the world; and
WHEREAS,
trees can reduce the erosion of our precious topsoil by wind and
water, cut heating and cooling cost, moderate the temperature,
clean the air, produce oxygen and provide habitat for wildlife; and;
WHEREAS,
trees in our city increase property values, enhance the economic
vitality of business areas and beautify our community; and
WHEREAS,
City of Berwyn has been recognized as a Tree City USA by the
National Arbor Day Foundation and desires to continue its treeplanting ways.
NOW, THEREFORE, I Robert J. Lovero, Mayor of Berwyn, do hereby proclaim April
25, 2014 as ARBOR DAY in the City of Berwyn and I urge all citizens to support efforts
to care for our trees and to support our city's community forestry program and I further
urge all citizens to plant trees to gladden the hearts and promote the well-being of present
and future generations.
Robert J. Lovero
Mayor of the City of Berwyn
Thomas J. Pavlik
City Clerk, City of Berwyn
Robert Schiller
Director of Public Works, City of Berwyn
3.25.2014 (Council Packet) Page 14
e
B
Leader
in Literacy
and Lifelong
. .
Learning Berwyn Public Library
2701 S. Harlem Avenue
BenNyn,IL 60402-2140
(708) 795-8000
Fax (708) 795-8101
www.benNynlibrary.org
March 19, 2014
Honorable Mayor Robert J. Lovero
Members of the City Council
City of Berwyn
Re: Authorization to advertise and hire a Librarian 11- Children's Services (40 hrs.)
Increase hours for two part-time Library Assist. II - Teen Services (from 13 hrs. to 18 hrs.)
Replace a part-time Library Assistant 11- Youth Services (20 hrs.)
Dear Mayor Lovero and Members of City Council:
1. Librarian 11- Youth Services (starting annual salary $33,280.00)
The Library Department is requesting authorization to create a Librarian II professional position to take over
as liaison to the two primary school districts. This position will routinely work the youth desk offering
reference, readers and homework support. This position will also plan programming and services offered
to children. To pay for this position we will not replace a Library Assistant I position vacated by Nora
Mastny and a part-time Librarian I position vacated by Jasmine Brown when she reduced her hours from 40
to 20 hrs. per week. Total salaries savings prorated 3/1/14 - $37,363.00
2. library Assistant II - Teen Services
We added two teen positions in 2013 at 13 hours each. We have found this is not adequate to serve this
important population. The library Department is requesting authorization to add hours to Tara Cobb and
Morgan Lewis' schedules to better cover the desk and visit Morton High School on a regular basis. This is
an increase of 10 hours/week (5 hrs. each), $2,500 each for the remaining 20 pay periods in 2014.
Total cost 2014 - $5,000.00
Total cost 2015 - $6,500.00
These changes (sections 1-2) will realize a reduction in salaries, benefits and IMRF costs.
3. Library Assistant II - Youth Services (20 hours), $12.50
This position was held by LaRaie Zimm. She took a professional position at the Stickney Public library. This
position is a replacement and in the FY2014 budget.
The Library Board of Trustees approved these changes and replacement at the March 21, 2014 meeting.
Your consideration and concurrence of this request is appreciated.
Respectfully submitted,
&p,u
5/uwjJ 1/
Tammy Clausen, library Director
3.25.2014 (Council Packet) Page 15
i-'~
Evan K. Summers
The City of Berwyn
Assistant City
Administrator
A Century of Progress with Pride
Date:
March 25, 2014
To:
Mayor Robert J. Lovero & City Council Members
From:
Evan K. Summers, Assistant City Administrator
Re:
Capital Improvement Plan (CIP) Local Technical Assistance (LTA) Grant
The Chicago Metropolitan Agency for Planning (CMAP) adopted its long-range regional planning initiative called GO TO 2040 back in
2010. Since the adoption of their plan, CMAP has offered technical assistance to communities seeking to implement projects in line
with the objectives of GO TO 2040. The City of Berwyn applied and was awarded free technical assistance to complete the capital
improvement plan started last year. Through this program, CMAP staff will work with the City and the Berwyn Development
Corporation to undertake the assignment. CMAP staff will work through a Steering Committee consisting of individuals selected by
the City and seek the participation and input of key stakeholders. The aforementioned plan will be a road map covering the next five
years of proposed capital asset projects in the City. The project has a timeline of approximately seven (7) months.
Recommendations
It is my recommendation to approve the attached Resolution, Memorandum of Understanding and Scope of Work as presented to
Council.
Sincerely,
Evan K. Summers
Assistant City Administrator
6700 West 26th Street Berwyn, Illinois 60402-0701 Telephone: (708) 788·2660 Fax: (708) 788-2567 www.berwyn-il.gov
3.25.2014 (Council Packet) Page 16
Municipal Resolution
City of Berwyn
Resolution #
_
A RESOLUTION TO ACCEPT PLANNING ASSISTANCE SERVICES DELIVERED BY THE CHICAGO
METROPOLITAN AGENCY FOR PLANNING
WHEREAS, the City of Berwyn ("the City") has applied for planning assistance services through the
Chicago Metropolitan Agency for Planning ("CMAP") to prepare a new Five-Year Capital Improvement
Plan;
WHEREAS, the City's request for such assistance has been identified by CMAP as a priority project; and
WHEREAS, CMAP has adopted the GO TO 2040 Plan as the long-range regional comprehensive plan for
the seven-county Chicago region, encompassing Cook, DuPage, Kane, Kendall, Lake, McHenry and Will
counties, and is providing assistance as a means of advancing the plan's implementation; and
WHEREAS, the City and CMAP have agreed on the general contents of a Memorandum of
Understanding ("MOU") and a Scope of Services that will guide planning assistance services to be
prOVided by CMAP;
NOW, THEREFORE BE IT RESOLVED BY THE CITY OF BERWYN:
Section 1:
the (governing body) supports the preparation of a new Five-Year Capital Improvement
Plan.
Section 2:
the (governing body) accepts the offer of planning assistance services by CMAP and
recognizes that these services are provided for the purpose of advancing the
implementation of GO TO 2040.
Section 3:
the (governing body) authorizes staff as designated by the (authorized official) to finalize
and execute a Memorandum of Understanding with an attached Scope of Services.
Section 4:
the (governing body) recognizes that provisions that govern the administration of
planning assistance services, and, if necessary, the discontinuation of such services, are
included in the Memorandum of Understanding.
Section 5:
This resolution shall be effective as of the date of its adoption.
Page 1 of 2
3.25.2014 (Council Packet) Page 17
PRESENTED and ADOPTED the __ day of
_
Robert J. Lovero
Name of Authorized Official
Signature
Mayor
Title
Date
Thomas J. Pavlik
Attest
Signature
City Clerk
Title
Date
Page 2 of 2
3.25.2014 (Council Packet) Page 18
Chicago Metropolitan
Agency for Planning
233 South Wacker Drive
Suite 800
Chicago,lllinois 60606
3124540400
www.cmap.illinois.gov
CMAP MOD - Local Technical Assistance Program
Between CMAP and the City of Berwyn
March 2014
Please note: "LTA staff" means CMAP staff assigned to work with local governments and
community groups as part of the Local Technical Assistance program.
1. CMAP / applicant relationship
• Scope of work for staff will be jointly determined by CMAP and applicant
• All work performed by LTA staff must be related to work plan - the majority
should be directly referenced within work plan
• LTA staff are CMAP employees and CMAP is responsible for evaluating their
performance
• CMAP will determine which of the relevant LTA staff will be assigned to work
on the project (based on availability, skills, familiarity with the applicant
community, and applicant preferences)
2. Access to resources
• LTA staff will have full access to CMAP data and other resources, including
specialized staff based at CMAP (for advanced mapping, data, outreach,
communications, or topic-specific expertise)
• The applicant will provide access to relevant staff who will need to be involved
in the project, and will ensure that they allocate appropriate time
• The applicant will provide access to all relevant internal data, reports, and other
information
• The applicant's leadership (key staff, board members, other elected officials,
other decision-makers) will commit to participate in the project and allocate
sufficient time at meetings (committee meetings, Council meetings, etc.) to
ensure a successful project
3. Demonstration of local support
• Applicants will be required to pass a resolution supporting the project at their
governing board before work will begin
• The community will be responsible for working with CMAP to identify a project
steering committee
• The applicant agrees to participate in public outreach and engagement efforts;
including assisting in dissemination of project and meeting information,
attending and assisting at public meetings, and providing key stakeholder
contact information
3.25.2014 (Council Packet) Page 19
4. Project management
• Project scope of work (including LTA staff work plans, timelines, public
engagement schedules, commitment of other non-staff resources by either CMAP
or the applicant, and other elements) will be jointly determined by CMAP and
applicant prior to beginning work
• A full project scope of work must be attached to the MOD at the time it is signed
• Changes to project scope or timelines must be jointly agreed to by CMAP and
applicant; major expansions of scope may result in discontinuation of project
• Allocation of LTA staff to each project will vary over time based on project
timeline and work needs
The undersigned parties agree to the terms listed above.
CMAP Representative:
Robert Dean, Deputy Executive Director
Date
City of Berwyn:
Evan K. Summers, Assistant City Administrator
Date
3.25.2014 (Council Packet) Page 20
SCOPE OF WORK - CAPITAL IMPROVEMENT PLAN FOR THE CITY OF BERWYN
Project Background
The City of Berwyn is a well-established and mature community located just 10 miles west of downtown
Chicago. Berwyn is known for its affordable solid brick bungalow homes, multiple transportation
options, and mix of shops and restaurants. The City is also home to excellent recreational, educational,
and cultural institutions. However, similar to other communities in the region, Berwyn faces a number
of economic and physical challenges in the near future. A combination of demographic shifts and
growth in the aging population will require thoughtful and strategic planning.
With support from CMAP's LTA program, the City of Berwyn has been actively planning for its future.
The City adopted a new comprehensive plan in October 2012. This plan organizes its recommendations
into four themes - redevelopment, community health, neighborhood preservation and enhancement,
and image and identity - to reflect the priorities and vision of Berwyn. As a follow-up project, the City is
currently working with CMAP to update its zoning ordinance to modernize it and bring it into
consistency with the recommendations of the comprehensive plan.
Building upon these recent planning activities, this project seeks to update Berwyn's Capital
Improvement Plan (CIP). The current CIP. adopted in fall 2013, was prepared by City staff, and plans for
nearly $54 million in capital funding over a five-year period capital assets including facilities, equipment,
and infrastructure. The CIP divides projects into several categories: Infrastructure, City Hall, Information
Technology, Public Works, Forestry, Police Department, Fire Department, Recreation, and Library
projects. Funding for these projects comes from City sources, as well as a variety of others external
sources, with the largest being Motor Fuel Tax (MFT), Tax Increment Financing (TIF), the Illinois
Department of Transportation (IDOT), and a variety of others.
The current CIP is a functional document, but the purpose of this scope of work is to create an improved
CIP for the City. The City has identified several areas in which improvements are particularly desired,
which are described below.
• The treatment of City facilities should better reflect ongoing needs for maintenance and
updates. The CIP should identify projects like water-efficiency or energy-efficiency
improvements which could lead to decreases in operating costs over time. Related to this,
opportunities for grants, rebates, loans, or other financing sources to help finance
improvements to City facilities should also be explored and included in the CIP.
• The CIP includes limited budgeting for planning work that will support future infrastructure
projects. Many CIPs seek to anticipate the costs of future plans to guide infrastructure
investment, and this should be included in Berwyn's.
• The City allocates funding for infrastructure improvements through its Community Development
Block Grant (CDBG) program, but this is not considered within the current CIP. It should be
considered as a potential funding source for some infrastructure projects.
• The current CIP was prepared as primarily a technical exercise by the City's departments, with
limited public engagement. As the CIP is an expression of the City's priorities for its future,
public engagement should be a feature of the new CIP.
• CMAP will explore whether there is an opportunity to align the CIP more closely with the
recently-adopted comprehensive plan. Many elements of the current CIP, including its focused
investment in the Depot District, are consistent with the comprehensive plan, but there are
other opportunities for alignment of infrastructure investments with the plan's
recommendations.
1
3.25.2014 (Council Packet) Page 21
Overall, the City views the preparation of a new CIP as presenting an opportunity to institute best
practices, rather than springing from a need to correct deficiencies in the current document.
In addition to serving the City's needs, this project also aligns with CMAP's interest in advancing GO TO
2040. GO TO 2040 calls for careful prioritization of infrastructure investments at all levels of
government, and CMAP views the development of a CIP for Berwyn as an opportunity to implement this
principle at the local level. While CMAP has not assisted a community with a CIP in the past, this may be
a potential area offocus for future projects funded through the LTA program. CMAP wishes to create a
CIP for the City of Berwyn that can serve as a model for other communities in the region.
Project Description
This project will create a Capital Improvement Plan (CIP) to guide capital investments in the City of
Berwyn. The new CIP will cover a five-year period.
The following bullets reflect CMAP's initial assumptions about projects that will be included in the CIP.
•
Relevant projects to include in the CIP are those that have a minimum value of $25,000, have a
useful life of more than one year, and result in a fixed asset. Typical projects include
construction of a new facility; acquisition of an asset, including land; nonrecurring rehabilitation
of an existing asset; equipment purchases; and studies related to future capital investment.
Projects in the CIP recur irregularly or infrequently, and do not include regular maintenance.
However, each project in the CIP should reflect any ongoing costs associated with the
operations and maintenance of the project after its construction.
• The projects within the CIP will be organized within the same categories as the current CIP, that
is: Infrastructure, City Hall, Information Technology, Public Works, Forestry, Police Department,
Fire Department, Recreation, and Library.
This project is expected to be 7 months in length, from April to October 2014.
Scope of Services
The City has designated a lead staff person from the Engineering Department who will be the CMAP's
main contact at the City. In addition, CMAP expects to interact frequently with other representatives of
Berwyn, both directly and through a steering committee. The steering committee will include
representatives from the City's relevant departments; these include the departments that manage the
projects in the CIP, as well as the Finance Department, City Administrators office, the City's engineering
consultant (Novotny Associates), and Berwyn Development Corporation. The steering committee is
expected to meet approximately monthly over the duration of the project. CMAP will also communicate
directly with the individual members of the steering committee during certain stages of the project, as
described below.
Expected project stages and activities are described below, but these may change as the project
advances. Many of the stages below include deliverables to be produced. Each of these deliverables is
expected to be presented to the steering committee for their concurrence. This is not a formal approval
process; the only deliverable to be formally approved will be the final product.
Organize the process
In the early stages of the CIP development process, CMAP and the City will confirm - or change, if
needed - the assumptions above concerning the definition of a capital project and the departments that
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3.25.2014 (Council Packet) Page 22
will be involved. CMAP and the City will firmly identify the members of the steering committee and
confirm their participation, and the first meeting of the steering committee should occur during this
initial stage. The role of elected officials and the general public, including the development of a public
engagement plan (described as a later stage), will also be discussed and confirmed.
During this stage, CMAP will compile and review existing studies and reports that will have bearing on
the CIP update. These include the current CIP, the comprehensive plan, and any other plans and studies
that recommended or referenced infrastructure improvements. The City will be responsible for
identifying relevant documents and bringing them to CMAP's attention. CMAP will also survey recent
plans for infrastructure investment in communities immediately beyond the City's boundaries to look for
opportunities for coordination across municipalities.
Deliverable: None.
Timeline: complete in month 1 (April)
Prepare fiscal analysis
The CIP should be informed by a long-term financial forecast for the City as a whole. This should also be
done for each of the fund sources or accounts available, taking into account historic and expected
trends in revenue, expenditures, and debt. This activity will be led by the City's Finance Department.
This evaluation should be done for sources that the City controls as well as external funding that is used
to support capital expenditures. In some cases, this will be a fairly straightforward exercise, but in
others, a series of assumptions will need to be made to create the funding estimates. CMAP will
document assumptions made, and will include these in the financial plan document.
The examination of financial forecasts should lead to the identification of available capital funds for each
fund source or account that the City expects to use for capital projects. It should also identify which
types of capital projects each fund can be used for. In some cases, there are clear limitations on the
types of projects that can be funded with a given funding source, and in other cases, there is greater
flexibility; this should be discussed in the financial plan.
Deliverable: A financial plan that provides estimates offunding available for each funding source within
the five-year time frame of the CIP, and that documents assumptions made in the development of these
estimates.
Timeline: complete in month 3 (June)
Create "wish list" of projects
The CIP should include a "wish list" that includes the full range of projects that the City could include in
the RFP (which also could be referred to as a "universe" of projects). An early step in this process will be
the preparation of standard forms or templates that can be used by each department to submit project
ideas. The City already used such a template in their current CIP, as can be seen in the list of individual
projects within the document. The City is satisfied with this template, but CMAP will review project
forms from other communities and bring any significant differences to the City's attention. The City
intends for project requests to continue to originate from its departments, and any changes to the
template will be suggested with that intention in mind.
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Following the development of an updated template, potential projects will be submitted for
consideration using the template. The City's departments will be responsible for identifying potential
projects within their area of expertise. In addition, CMAP will suggest additional ideas that are common
in other communities, or that are referenced in the comprehensive plan and other background
documents. The basis for the "wish list" of projects will be the City's current CIP, plus any projects that
did not make the cut for inclusion in the current document but are still considered longer-term
priorities. In addition, entirely new projects are likely to be identified, either by the departments or the
City's lead staff person.
The City's departments are responsible for submitting project requests using the template, including
entering all of the necessary data; each project request will be submitted as a separate document. The
City's lead staff person will take responsibility for collecting the requests, organizing them, and assessing
them for completeness. CMAP will assist the City's lead staff in performing this assessment.
CMAP, with assistance from an external consultant, will also be responsible for comparing the
departments' cost estimates to generally accepted unit costs. CMAP and its external consultant will not
perform a detailed cost study for each project, but will review each project cost to ensure it is
reasonable and "in the ballpark" for the project being proposed.
Following these steps, a "wish list" of possible projects will be developed which summarizes the
information on the project request forms in a readable and organized way.
Deliverable: A "wish list" of projects that identifies potential projects to be included in the CIP.
Timeline: complete in month 3 (June)
Develop criteria for project selection
Proposed projects should be evaluated and selected for inclusion in the plan using clear criteria. This
means that in addition to the financial plan and the "wish list" of potential projects, the CIP process will
require a set of criteria that is used to prioritize projects.
CMAP, in close consultation with the City's lead staff, will be responsible for developing and gathering
consensus on criteria to be used for project prioritization. This will likely be an area of significant
discussion for the steering committee. CMAP will lay out a process in their proposal to identify potential
criteria, evaluate them, recommend a short list of criteria, and develop a consensus by the steering
committee around the criteria that will be used.
Criteria may be evaluated either qualitatively or quantitatively. CMAP recognizes that a variety of types
of projects are included in the CIP, and robust quantitative comparisons may not be possible in many
cases. Instead, the criteria may describe characteristics of high-priority projects (for example, those that
are legally required, or that address an immediate safety problem) versus lower-priority (for example,
those that improve quality of life but are non-essential). The criteria could also include general
principles that would be considered during project prioritization (for example, a general principle that
maintenance of existing facilities should be prioritized over expansion, or that projects that are
consistent with the comprehensive plan should be prioritized).
Deliverable: A memo describing the criteria that will be used to prioritize potential projects for inclusion
in the CIP.
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Timeline: complete in month 3 (June)
Use criteria to prioritize projects
Following the development of criteria, CMAP will work with the City's lead staff person to evaluate and
prioritize projects based on these criteria. This will result in the individual assessment of each project
against the identified criteria. A variety of methods to do this are possible, including creating a
quantitative score for each project, or more broadly grouping projects into categories.
Comparison of projects to each other will be done with recognition of the potential funding sources for
each. For example, some types of projects may have a dedicated funding stream that can only be used
for that particular project type, so comparison of these to other potential projects is not very useful. In
these cases, the CIP may simply provide "ratification" of existing priorities if projects have been
previously approved or prioritized through a different process. In contrast, projects that rely on the
general fund or other sources that can fund a variety of project types will be subjected to the most
scrutiny and discussion.
This phase also provides an opportunity to coordinate projects. The City departments should review the
locations and scopes of projects being proposed by other departments to determine if the timing of
projects can be aligned. This may also affect prioritization, if there is an opportunity to combine projects
submitted by multiple departments for a more cost-effective investment. CMAP will assist in identifying
geographic overlap of projects and will bring these to the attention of the steering committee.
As the prioritization process unfolds, a series of funding decisions will be made. This is expected to be
an iterative process, in which the projects with dedicated funding streams and the projects that are
overall highest priority are allocated funding first. After funding is set aside for these, remaining funding
will be allocated competitively to other projects, based on their consistency with the identified criteria
and within the limits of each funding source. The timing of projects will also be determined during this
activity, based on readiness, priority, funding availability, and coordination opportunities. The City's
lead staff person will facilitate the initial rounds of this discussion, which is expected to begin as a series
of conversations at the department level. Later rounds will occur at the steering committee, and will be
facilitated by CMAP.
Deliverable: A series of tables that summarize funding allocatedfor Individual projects.
Tlmeline: complete in month 5 (August)
Create draft CIP
In this phase, a draft CIP will be created. It will include an introduction to the document and the CIP
development process, charts and tables showing funding availability, and a series of tables that show
funding allocated for each project. It will also include individual project descriptions of each project that
is funded within the five-year period covered by the CIP.
CMAP will be responsible for developing a format for the document, which will be produced in a
commonly available software (such as Microsoft Word or Excel) to ensure that the City can use the same
format in future years. CMAP will be responsible for compiling the draft document, but the City will
prepare the document in future years, so the City's lead staff person will be highly involved.
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3.25.2014 (Council Packet) Page 25
Drafts of the draft CIP will be provided to the steering committee for review and concurrence. After
this, the adoption process will begin.
Deliverable: A draft CIP, including introductory language, summary tables and charts, and detailed
project lists.
Timeline: complete in month 6 (September)
Adopt CIP
The City will discuss the draft CIP at a Committee of the Whole meeting in late September, which will
also serve as a public hearing. The CIP will then be brought to City Council for approval in October.
Deliverable: Final, adopted CIP.
Timeline: complete in month 7 (October)
Public and stakeholder engagement
The development of the CIP is largely a technical process, led by the City's departments. However, the
CIP can be an important expression of the City's priorities, and therefore some degree of public
involvement in its preparation is desired. This will not be a major part of the project scope, but an
acceptable level of public engagement will be identified and achieved. It is also not expected that this
project will draw extensive interest from the general public, so outreach will be targeted to key
stakeholder groups (such as other units of government, or selected nongovernmental groups are
relevant to infrastructure) instead.
Two points in the project development are most relevant for public engagement. The first follows the
completion of the interim documents - the "wish list", initial financial estimates, and project criteria.
This will occur in June, and will likely consist of a meeting with a broad group of stakeholders, as well as
posting of materials on a website accessible to the general public. The second will be a public hearing
held in conjunction with the Committee of the Whole meeting to discuss the draft CIP in late September.
Deliverable: Summaries ofpublic engagement results.
Timeline: primarily occurs in month 3 (June) and month 6 (September)
Process documentation
Throughout the CIP development, CMAP will document the process that is used to develop each interim
deliverable. This will largely be done through attendance at steering committee meetings and
conversations with the City's lead staff person, but some individual conversations with City departments
concerning their project identification and prioritization processes would also be useful.
Deliverable: Written description of CIP development process.
Timeline: complete in month 8 (November), following CIP adoption
Implementation
After the CIP is adopted, CMAP will remain involved for a period of two years after its completion, with
the purpose of monitoring and encouraging progress on the implementation actions specified in the
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plan. This will be a much lower level of involvement, but will include meeting periodically with City staff,
tracking and monitoring progress in accomplishing the plan's recommendations, assisting with
applications for funding for plan implementation, and similar activities.
Deliverable: At the end of this two year period, CMAP will assess the work that has been accomplished
to date and provide the city with advice on potential next steps for the fol/owing two years.
Timeline: two years fol/owing CIP adoption
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The City of Berwyn
Evan K. Summers
Assistant City
Administrator
A Century of Progress with Pride
Date:
March 25, 2014
To:
Mayor Robert J. Lovero
Members of City Council
Re:
Seasonal Planting Installation - Contract Extension
The feedback regarding 2013's Seasonal Plantings was overwhelmingly positive largely thanks to the high
quality, colorful installation achieved by our contractor, Violet Flower Shop. The owner of Violet Flower Shop has
offered to extend their contract with the City for an additional year while offering a 0% annual increase.
This year's Seasonal Planting Contract will cover Roosevelt Road, Cermak Road, the Depot District and Ogden
Avenue. This annual contract is budgeted through the respective TIFs and the General Fund.
Recommendation:
Staff recommends extending the Violet Flower Shop contract an additional year for a cost not to exceed
$36,804.00.
Evan K. Summers
Assistant City Administrator
6700 West 26'" Street Berwyn, Illinois 60402-0701 Telephone: (708) 788-2660 Fax: (708) 788-2567 www.berwvn-il.gov
3.25.2014 (Council Packet) Page 28
Evan K. Summers
The City of Berwyn
Assistant City Administrator
A Century of Progress with Pride
Date:
March 25, 2014
To:
Mayor Robert J. Lovero
Members of City Council
RE:
Request to Issue RFP: Seasonal Planting 2014 - Watering
Attached is 2014's RFP for the watering of the City of Berwyn's planters. The RFP requests the services of a
qualified contractor to perform seasonal watering for Ogden Ave, the Depot District, Cermak Road, and
nd
Roosevelt Road. After fully vetting the submitted bids, it is staff's intention to return to City Council on April 22
to award the contract.
Recommendation:
Authorize staff to issue the attached RFP and solicit bids from qualified vendors.
Respectfully submitted,
7~
Evan K. Summers
Assistant City Administrator
6700 West 26'" Street Berwyn, Illinois 60402.0701 Telephone: (708) 788-2660 Fax: (708) 788·2567 www.berwyn.iLgov
3.25.2014 (Council Packet) Page 29
Seasonal Planting RFP - Watering 12014
REQUEST FOR PROPOSAL
SEASONAL PLANTING WATERING FOR THE CITY OF BERWYN, IL
2014
NOTICE TO PROPOSERS: Sealed Proposals will be received at the Office of the
City Clerk, until the time and date specified below, for:
SEASONAL PLANTING WATERING
RFP packets are available at City Clerk's Office, City Hall, 6700 W. 26th Street, Berwyn,
IL 60402.
ADDRESS PROPOSALS TO: Attention of the City Clerk's Office, City Hall, 6700 W.
261h Street, Berwyn IL 60402, on or before the Proposal due local time and date specified
below. Proposals shall be sealed and clearly marked on the front, "Proposal for
Seasonal Plantings· Watering." Faxed proposals will not be accepted.
PROPOSALS ARE DUE NO LATER THAN:
9:30 a.m., on April 8th , 2014.
Proposers shall submit four (4) copies of their proposal.
The City is not responsible for delays occasioned by the U.S. Postal Service, the internal
mail delivery system of the City, or any other means of delivery employed by the Bidder.
Similarly, the City is not responsible for, and will not open, any Proposals responses
which are received later than the date and time stated below. Upon staff review, the
winning bidder will be selected at the regularly scheduled City Council Meeting in
accordance with the timeline.
QUESTIONS: Bidders shall register with the below representative to stay up-to-date on
all amendments to the RFP. All questions and clarifications regarding this Request for
Proposal must be submitted no later than 9:30 a.m. in accordance with the timeline, by emailing or calling the following City Representative:
Evan K. Summers
Assistant City Administrator
City of Berwyn
708-788-2660 x3252
TIMELINE:
Approval of RFP
Questions Due
Proposals Due
Open Bids
Award Contract
Watering Begins
Watering Ends
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April 1,2014
April 8,2014
April 8, 2014
April 22, 2014
June 9, 2014
October 10, 2014
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INDEX:
Section I
Section II
Section III
Section IV
Section V
Request for Proposals
Specific Conditions and Instructions to this Proposal
General Conditions and Instructions to Proposers
Company References
Company Information & Signature Sheet
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SECTION II SEPCIFIC CONDITION AND INSTRUCTIONS TO THIS PROPOSAL
A.
SCOPE:
The City of Berwyn is soliciting proposals from qualified professional firms to provide
the seasonal planting watering in accordance with the aforementioned timeline. The
successful vendor will provide watering services as described herein.
All specified planting containers and in-ground flower beds shall be watered as specified
by the City of Berwyn. The installation of plantings shall be completed under a separate
contract. All planting containers and in-ground flower beds will be watered as specified
herein or as-needed or requested at a unit price to maintain plant health and attractive
appearance between the installation date and the removal date. Both the installation
contactor and the watering contractor shall work together to ensure plant health.
The selected Bidder and the City must cooperate in order to successfully complete the
planting by this deadline. The City will designate a representative to work with the
selected Bidder's representative.
B.
PROPOSAL REQUIREMENTS:
1.
2.
3.
4.
5.
6.
7.
8.
9.
If any Bidder is in doubt as to the intent or meaning of any part of this Request for
Proposal, the Bidder must e-mail or call the City's representative no later than as
prescribed by the aforementioned timeline.
Bidders are expected to fully inform themselves as to the conditions, requirements
and specifications before submitting a proposal. The submission of a proposal by
a vendor implies the vendor's acceptance of the terms and conditions herein.
The proposer is responsible for all cost related to the preparation of this proposal.
Any cost associated with the delivery of water or watering equipment not
specifically set forth in this Request for Proposal will be the responsibility of the
vendor, and will be deemed included in the fees and charges Proposal herein.
The format of the vendor's proposal must be consistent with the format described
herein.
Proposed pricing ancl/of percentage discount shall be firm from the beginning date
of the signed purchase order; this is a turn-key project in which the awarded
amount is understood to cover the scope of work.
All prices/discounts shall be F.O.B. destination and shall include all charges that
may be imposed in fulfilling the terms and conditions of the contract.
The City is in no way restricted from ordering services from other vendors as
needed.
This proposal must be summarized in letter form on the vendor's letterhead. The
letter must be signed by an officer of the vendor or a designated agent empowered
to bind the firm in the contract offer. Acceptance to the terms must be noted in the
letter.
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10.
The proposal may include a proposed alternate for the contract. The City will
consider alternates that will achieve higher levels of practicality, intensity, effect
or cost savings.
11.
At least three (3) references from companies or agencies that have utilized your
services for a similar scope of work. The company's name and address, a contact
name, title and phone number or email, must be included with the reference
information (Section IV).
12.
A completed and signed Company Information & Signature Sheet (Section V);
delivery information must also be completed in this section.
NOTE: Proposers are required to submit the required information listed above. The City
reserves the right reject any and all proposals without cause.
C.
GENERAL REQUIREMENTS:
1.
2.
3.
4.
5.
Professional workmanship shall meet or exceed existing industry standards.
Unless otherwise specified, the vendor shall unconditionally guarantee the
materials and workmanship of all plant material and plants. If any defects or signs
of deterioration are noted which, in the City's opinion, are due to faulty
workmanship or material, the vendor, upon notification and at their expense, shall
replace the material and plantings (within seven (7) business days) to the
complete satisfaction of the City. The replacement of the material and or plants
shall be made only at such time as shall be designated by the City as least
detrimental to the operation of City business.
Regardless of any statement to the contrary, the vendor agrees that implied
warranty of merchantability and fitness for a specific purpose is not disclaimed.
Proposers shall guarantee delivery in accordance with the delivery requirements
referenced herein.
Failure of the vendor to provide commodities within the time specified, unless
extended in writing by the City, or failure to replace rejected commodities when
so directed by the City shall constitute delivery failure. When such failure occurs
the City reserves the right to cancel, adjust the contract or seek damages;
whichever is in the best interest of the City. In any event, the City may purchase
in the open market commodities of comparable worth to replace the articles
rejected or not delivered. On all such purchases the vendor shall reimburse the
City within reasonable time specified by the City for any expense incurred is not
cancelled, such purchases shall be deducted from the contract quantities. The City
reserves the right to accept commodities delivered which do not meet
specifications, or are substandard in quality, subject to an adjustment in price to
be determined by the City.
The Vendor shall be responsible for any commodities covered by this contract
until delivery and installation is completed at the designated point. In addition, the
vendor shall bear all risk for rejected commodities after notice of rejection.
Rejected commodities shall be replaced by and at the expense of the vendor after
written notification of rejection.
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Seasonal Planting RFP - Watering 2014
6.
D.
CONTRACT AWARD:
1.
2.
3.
4.
5.
E.
Upon Vendor's failure to replace commodities within seven (7) working days
after the date of notification, the City may return the rejected commodities to the
vendor at the vendor's risk and expense, or the City may dispose of them as its
own property.
Final inspection of commodities shall be conclusive except as regards to latent
defects, fraud, or such gross mistakes that amount to fraud. Final inspection and
acceptance or rejection of the commodities shall be made within a reasonable time
after delivery, but failure to inspect or reject commodities shall not impose
liability on the City if such commodities are not in accordance with the
specification. All commodities delivered to the City shall be accepted subject to
inspection and physical count.
The Vendor's proposal must be complete to be considered for award.
The City reserves the right to qualify, accept or reject any or all vendors and
accept any proposal deemed to be in the best interest of the City. The City of
Berwyn reserves the right to accept or reject any or all proposals and to waive
irregularities or technicalities in any proposal when in the best interest of the City.
The City of Berwyn reserves the right to accept or reject any exception taken by
the vendor to the terms and conditions of the request for proposals.
Consideration may be given to, but not limited to, delivery time, the proposed
plant material and plantings, warranty/product, reliability & functionality/product
availability, references, delivery time, local bidders, and special pricing & volume
discounts.
Award, if made, shall be in the form of a Purchase Order.
All prescriptions of this RFP shall be understood as a form of signed contract.
EVALUATION PROCESS:
Each proposal submitted stands alone and will be evaluated on its own merits in terms of
meeting the City's requirements and terms and conditions, pricing, and overall
responsiveness to the Request for Proposal. The City may conduct discussions with any
offeror that submits an acceptable or potentially acceptable proposal. Offerors shall be
accorded fair and equal treatment with respect to any opportunity for discussion and
revision of proposals. The City's representative reserves the right to request the offeror to
provide additional information during this process.
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SPECIFIC CONDITIONS AND INSTRUCTIONS:
• This contract is for the watering of plantings. A separate contract will be issued for the
installation of plantings.
• The contractor awarded the installation contact shall coordinate installation with the
watering contractor to ensure plant health.
• Water for the plants can be obtained via Berwyn Public Works at cost. If water is
provided by the City, an invoice for the water will be sent to the contractor at the end of
the contract.
• This is a lump sum contract. Additional water may be required during drought periods
but is the sole responsibility of the contractor.
• Prospective bidders shall register with the City's representative in order to stay up to date
with announcements and changes.
The above conditions and instructions clarify this specific proposal document, but are in
addition to the attached GENERAL CONDITONS AND INSTRUCTIONS TO
PROPOSERS (Section III).
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SECTION III
GENERAL CONDITIONS AND INSTRUCTIONS TO PROPOSERS
The general rules and conditions which follow apply to an proposals issued by the City, unless
otherwise specified. Proposers or their authorized agents are expected to fully inform themselves
as to the conditions, requirements, and specifications before submitting proposals; failure to do
so shall be at the proposer's own risk.
REQUEST FOR PROPOSAL (RFP): is defined as a request for an offer, by one party to
another, of terms and conditions with reference to some work or undertaking.
This document constitutes a REQUEST FOR PROPOSAL, and is thus a solicitation for
responses. Conversely, this REQUEST FOR PROPOSAL is NOT a Proposal and is not governed
by State or Federal bidding requirements.
Moreover, any acceptance of a proposal shall NOT result in a binding contract between the City
and the proposer, but instead will simply enable negotiations to take place which may eventually
result in a detailed and refined agreement or contract between the proposer and the City.
"Proposal date" as referenced herein shall mean the local date and time specified in the proposal
documents.
A.
CONDITIONS FOR PROPOSING
I.
COMPLETENESS/AUTHORIZATION OF PROPOSAL. Proposer shall
2.
supply an information and submittals required by the proposal documents to
constitute a proposal. The proposal shall clearly state the legal name, address,
telephone number, and fax number of the proposer. The proposal shall be signed
above the typed or printed name and title of the signer. The signer shall have the
legal authority to bind the proposer to proposal. The signed document shall
constitute acceptance of the bidder to terms and conditions set forth herein but
shall not bind the City until a purchase order is made.
ADDRESSING OF PROPOSAL. Unless otherwise specified, faxed proposals
will not be accepted. Proposal shall be submitted in a sealed envelope clearly
marked on the front with proposal number and due date, and unless otherwise
specified, addressed to:
City Clerk's Office
City of Berwyn
6700 W 26th Street
Berwyn, IL 60402
3.
PROPOSAL DEADLINE. Proposer shall be responsible for taking whatever
legal measures are necessary to ensure that the proposal reaches the office of the
City Clerk on or before the local time and date specified. The City shall not be
responsible for, and may not consider, any late proposal, amendment thereto, and
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request for withdrawal of proposal received after the date specified. Proposals
received after the time and date specified on the Request for Proposal need not be
opened and will not be considered for award by the City.
4.
5.
6.
B.
1.
A written request for withdrawal of a proposal or any part thereof may be granted,
provided the request is received in writing by the City prior to the specified
proposal date.
PROPOSALS BINDING 60 DAYS. Unless otherwise specified, all formal
proposals submitted shall be binding for sixty (60) days following proposal date,
unless the proposer(s), at the City's request agrees in writing to an extension.
COMPETENCY OF PROPOSER. No proposal may be accepted from or
contract awarded to any person, firm or corporation who is in arrears or in default
to the City of Berwyn upon any debt or contract. Prior failure of a proposer to
perform faithfully on any previous contract or work for the City may be grounds
for rejection. The proposer, if requested, shall present evidence of performance
ability and possession of necessary facilities, pecuniary resources and adequate
insurance to comply with the terms of these proposal documents; such evidence
shall be presented within a specified time and to the satisfaction of the City.
COLLUSIVE PROPOSING. The City of Berwyn believes it is important to
keep a fair and balanced marketplace, therefore the Proposer certifies that the
proposal is made without any previous understanding, agreement or connection
with any person, firm, or corporation making a proposal for the same project,
without prior knowledge of competitive prices, and that the proposal is in all
respects fair, without outside control, collusion, fraud or otherwise illegal action.
Prior compensated consulting shall not preclude a firm from bidding.
INSURANCE
INSURANCE REOUIREMENTS. The successful proposer shall provide insurance as
follows:
a.
Certificate of Insurance; Cancellation of Modification
(1). Before commencing work, the Proposer shall submit to the City for approval a Certificate of
Insurance meeting the requirements specified herein, to be in effect for the full contract period.
(2). The Proposer shall notify the City in writing at least thirty (30) calendar days prior to any
change or cancellation of said policy of policies.
(3). Cancellation or modification of said policy or policies shall be considered just cause for the
City of Berwyn to immediately cancel the contract and/or halt work on the contact, and to
withhold payment for any work performance on the contract.
b. Minimum Coverage
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(l). Any policy or policies of insurance purchased by the Proposer to satisfy their responsibilities
under the proposal shall include contractual liability coverage, and shall be in the following type
and minimum amounts:
Informal Project specs: Class I (under $IM)
Type of Coverage
a. Comprehensive General Liability
(1) Bodily Injury & Property Damage
Each
Occurrence
Aggregate
$500,000
$1,000,000
Combined
Single Limit
b. Automobile Liability
$500,000
(l) Bodily Injury & Property Damage
c. Worker's Compensation Insurance as required by Illinois state law.
The City requires that the Contractor's Insurance carrier be "A" rated or better by A.M.
Best.
WHEN ADDITIONALLY REQUIRED:
Errors & Omissions
Fidelity Bond (minimum)
$500,000
$ 50,000
d. Hold Harmless: Endorsement Required
(1). The Proposer, including their subcontractor, employees, representatives or agents, shall
indemnify, defend and hold harmless the City of Berwyn and its officers, employees, and agents
from any and all liability, loss, cost, damage and expense (including reasonable attorney's fees
and court cost) resulting from, arising out of, or incurred by reason of any claims, actions or suits
based upon or alleging bodily injury including death, or property damage rising out of or
resulting from the Proposer's operations under this document.
(2). Proposer is not, and shall not be deemed to be, an agent or employee of the City of Berwyn.
(3). Responsibility for Damage Claims - Notwithstanding the above, it is specifically agreed
between the parties executing this contract that is not intended by any of the provisions of any
part of the contract documents to create in the public or any member thereof a third party
beneficiary hereunder, or to authorize anyone not a party to this contract. It is understood that no
subcontractor is a third party beneficiary to any contract between the Contracting Authority and
prime contractor. Nothing in any special provision or any supplemental specification shall be
construed as eliminating or superseding the requirements of this section.
e. Additional Insurance Requirements
Owner's Insurance shall include coverage for loses or damage caused by the negligent act or
omissions of Contractor or Subcontractors, or for damage to material or equipment while under
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the control of or stored by Contractor or Subcontractor prior to installation or prior to inclusion
of such material or equipment in construction. Contractor shall maintain appropriate insurance
for such risks or occurrences and name the City of Berwyn as an additional insured.
Contractor shall be responsible for the owner's deductible on the owner's builder's risk.
e.
SPECIFICATIONS
1.
FORMAL SPECIFICATIONS. The proposer shall propose by and comply
with the true intent of the specifications (i.e., not take advantage of any
unintentional error or omission). Whenever mention herein is made of a service to
be provided in accordance with laws, ordinances, etc., shall be construed as the
minimum requirements of the specifications. Site visits to review existing
conditions/size of in-ground planters are encouraged for proper bidding.
2.
PROPOSED ALTERNATE. When an item is identified in the Proposal
document by a manufacture's name or catalog number, it is understood that the
Bidder proposes to furnish the commodity and/or service so identified by the City
unless the Bidder specifically proposes an alternate. In Bidding on a proposed
alternate, the Bidder shall clearly state on his/her Proposal exactly what he/she
proposes to furnish, and forward with his/her Proposal, a complete description of
the proposed alternate, including brand, model number, drawings performance
and test date, references, and any other information necessary for a complete
evaluation. Bidder shall include a statement setting forth any charges in other
materials, equipment, or other work which would be required by incorporation of
the proposed alternate. The burden of proof of the merit of the proposed alternate
in upon the proposer. The City's decision to approve or disapprove of a proposed
alternate shall be final.
3.
QUALIFICATIONS, CREDENTIALS AND REFERENCES. The proposer
shall provide a description of qualification, credentials, experience, and resources
as they relate to provision of the proposal. The proposer shall also provide a list of
clients for whom similar work has been performed within the last two years,
including the firm, contact person, address, and phone number of each contract
person.
4.
ADDENDUM TO SPECIFICATIONS. Any substantive interpretation,
correction or change of the proposal documents shall be made within addendum.
Interpretation, corrections or changes of the proposal documents made in any
other manner shall not be binding. Such interpretations, corrections or changes
shall not be relied upon by proposer. Any addenda shall be issued by the City
within a reasonable time prior to the proposal date.
D.
SECTION OF FIRM
1.
REJECTION OF PROPOSALS. The City reserves the right to accept or reject
any or all proposals, to waive irregularities and technicalities, and to request
resubmission. The city also reserves the right to reject a similar nature, or
proposal from a proposer who, investigation shows, is not in a position to
satisfactorily and timely perform the contract.
2.
SELECTION The City desires to enter into negotiations and ultimately reach an
agreement with a Proposer who demonstrates the best combination of attributes to
conduct the project, and who also negotiates a project cost with the City that is
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fair and reasonable. The City may conduct discussions with any proposer who has
submitted a proposal to determine qualifications, for further consideration. Since
the initial review by the City will be deemed preliminary in nature, the document
and process will be deemed confidential until such time as the successful proposer
is selected. Criteria for selection will include but not limited to:
• Ability to provide the type and quality of service that best meets the needs
of the City.
• Organization, size, management and structure of the firm to provide
service.
• Experience and qualifications of the persons with supervisory and
management assignments, especially relating to similar work assignments.
• Satisfactory reference checks of clients on similar projects.
• Previous and existing compliance with laws and ordinances relating to
contracts with the City and to the proposer's employment practices.
• Whether the proposer is in arrears to the City, in dept on a contract or is a
defaulter on a surety or other agreement with the City.
• If a reasonable doubt arises as to proposer's solvency, the City reserves
the right to require financial information sufficient to show solvency.
• Cost estimate; the City is not required to accept the proposal with the
lowest cost estimate.
• The use of local labor or businesses.
Once the City has reached an agreement with the Proposer, a purchase order will be issued
to the awardee. The purchase order will define the conditions of the contract between the
City and the contractor selected to receive the award.
3.
CORRECTIONS TO SUBMITTED PROPOSALS. Any changes that are made
4.
5.
6.
7.
E.
to this proposal using correction fluid, writing utensils, etc. before submission
must be dated and initialed in each area that a change is made.
PRICING REQUIREMENTS. All pricing submitted by the Bidder shall be
indicated in both words and figures. (Ex. $200.00, two hundred dollars).
PRESENTATIONS. When required and based on evaluation of proposals
submitted, the City may select finalists who will be required to participate in
interviews, including key personnel designated for the proposal, and to make
presentations regarding their qualifications and their ability to furnish the required
service to best serve the needs of the city.
Formal presentations will be scored and evaluated by the Public Works Director
who will make a recommendation to the City Council for final approval. Nothing
in the proposal can obligate the City to enter into a contract.
LOCAL PURCHASES. Unless otherwise specified, cost and other
considerations being equal, local firms shall be given first consideration for the
project.
ERRORS IN PROPOSAL. Any ambiguity in any proposal as a result of
omission, error, lack of clarity or non-compliance by the proposer with
specifications, instructions and conditions shall be construed in the light most
favorable to the City. Changes in proposals shall be initialed and dated.
GENERAL CONTRACT PROVISIONS
1. CONTRACT AWARD. Upon City's selection and satisfactory between City and
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2.
3.
4.
5.
6.
7.
8.
Proposer on the work to be performed, a written award in the form of a Purchase
Order, contract or other instrument shall result in binding contract with out further
action by either party. The contract shall be on forms provided by the City; or if
the proposer's contract document is used, the City reserves the right to modify and
document to conform to the request for proposal and to do so in the light most
favorable to the City.
INSURANCE. Current Certificate of Insurance in the amounts specified shall be
on file with the City before work can commence.
AVAILABILITY OF FUNDS. A contract shall be deemed valid only to the extent
for appropriations available to each project. The City's extended obligation on these
contracts, which envision extended funding through successive fiscal periods, shall
be contingent upon actual appropriation for the following fiscal year.
CONTRACT ALTERATIONS. No alterations or variables in the terms of a contact
shall be valid or binding upon the City unless authorized in writing by both parties.
SUBLETTING OF CONTRACT. Proposer shall not assign, transfer, convey,
sublet or otherwise dispose of the contract or their right, title or interest therein, or
their power to execute such contract to any other person, firm or corporation without
the prior written consent of the City, but in no case shall such consent relieve the
Proposer from their obligations, or change the terms of the contract.
CONTRACT PERIOD. Contract shall remain in force for the full specified
period and until all services have been satisfactorily delivered and accepted
and thereafter until all requirements and conditions shall be met, unless:
a. The contract life shall be from award to project close out; insurance shall
extend until December 31 of the contract year.
b. Extended upon written authorization of the city and accepted by contractor,
for a period negotiated and agreed upon by both parties, when in the best
interest of the City.
c. Terminated due to the default, as described below.
d. The City reserves the right to cancel the Contract without reason by giving 30
days notice to Contractor.
DEFAULT. The Contract may be cancelled or annulled by the City in whole or
in part by written notice of default to the Proposer upon non-performance,
violation of contract terms, delivery failure, bankruptcy or insolvency, or the
making of an assignment for the benefit of creditors. The City reserves the right to
grant Contractor a specified cure period of during which to cure or remedy the
default, which cure period shall be included in the written notice to default. If
default is not cured within the specified time, City reserves the right, but is not
obligated to, extend the cure period or City may deem the contract terminated
without further notice. Lack of knowledge by the contractor will in no way be
cause for relief from responsibility. In the event of detrimental default, the City
reserves the right to file suit against the Contractor. Any legal proceedings shall
take place in the County of Cook, IL.
INDEMNITY. The Proposer shall indemnify, defend and hold harmless the City
of Berwyn and its officers, employees and agents from any and all liability, loss,
cost, damage, and expense (including reasonable attorney's fee and court costs)
resulting from, arising out of, or incurred by reason of any claims, actions, or suits
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9.
F.
based upon or alleging bodily injury including death, or property damage rising
out of or resulting from Proposer's operations under this Contract, whether such
operations be by the Contractor or by any Subcontractor or by anyone directly or
indirectly employed by either.
Proposer is not, and shall not be deemed to be, an agent or employee of the City
of Berwyn.
Proposer further agrees to:
a. Save the City, its agents and employees harmless from liability of any nature
or kind for the use of any copyright or uncopyright composition, secret
process, patented or unpatented invention, article or appliance of which the
Proposer is not the patentee, assignee, licensee or owner, furnished or used in
the performance of the contract.
b. Obtain all permits and licenses required by city, state and federal governments
and pay all related fees. The Proposer shall also comply with all laws,
ordinances, rules and regulations of the City, State of Illinois and the Federal
Government including the Prevailing Wage Act.
NON DISCRIMINATION. Proposer shall not discriminate against any
employee or applicant for employment or any member of the public because of
race, color, creed, religion, national origin, sex, sexual statement, sexual
orientation or otherwise commit an unfair employment practice. Proposer further
agrees that this non-discriminatory agreement shall be incorporated by the
Proposer in all contracts entered into with suppliers of commodities and/or
services, contractors and subcontractors, and all labor organizations furnishing
skilled, unskilled and craft union skilled labor, or who may perform any such
labor or services in connection with this contract.
PAYMENT PROVISIONS
1. PAYMENT TERMS. Payment may be made only after inspection and acceptance
by the using department. Payment of balances shall be made only after approval and
final acceptance by the City. City Council meets bi-monthly and therefore adequate
time must be given by the contractor for City staff to review, authorize and submit to
City Council for approval.
2.
INVOICING. Following acceptance of each payment term, payment shall be made
within thirty (30) calendar days from receipt of itemized invoice. Before the City will
pay any invoice, the invoice must include a detailed description of all charges, the
proposal number, department name, dollar amount, quantity of hours worked, and
any other pertinent information. All reimbursable expenses (meals, travel, etc.) must
be accompanied by a copy of the vendor's receipt. Submit invoice in duplicate to:
City of Berwyn
City Administrator's Office
6700 W. 26th Street
Berwyn, IL 60402
3. WITHHOLDING PAYMENT. Consideration for withholding payment shall
include faulty materials, or workmanship, failure to meet delivery deadlines, and
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liens that have been filed, or evidence indicating a possible filing of claims. In all
cases, regulations and limitation imposed by the Federal Government shall govern.
4.
TAXES. The City of Berwyn is exempt from all Federal, State of Illinois and other
State Taxes on the purchase of commodities and services used by the City of Berwyn
within the State of Illinois. The Finance Department shall provide tax exemption
certification to out-of-state taxes imposed on purchases of commodities and/or
services which are which are used within another state are applicable and subject to
payment.
Contractors and subcontractors shall pay all legally required sales, consumer and use
taxes on all commodities and/or services purchased or rented to complete their
contract.
If a contractor, subcontractor, or builder is to use building materials, supplies, and
equipment in the performance of a construction contract with a designated exempt
entity, the person shall purchase such items of tangible personal property without
liability for the tax if such property will be used in the performance of the
construction contract and a purchasing agent authorization letter and an exemption
certificate, issued by the designated exempt entity, are presented to the retailer.
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I. SECTION IV REFERENCES
The vendor must complete the required reference information listed below. The vendor must
provide at least three (3) references from companies or agencies that have purchased the
proposed (or similar) services from your company. The company's name and address, a contact
name, title, and phone number, must be included with the reference information.
1.
Company Name:
Company Address:
Company Contact:
Title of Contact:
Phone Number:
2.
Company Name:
Company Address:
Company Contact:
Title of Contact:
Phone Number:
3.
Company Name:
Company Address:
Company Contact:
Title of Contact:
Phone Number:
Note: Additional reference may be included with the Vendor's proposal.
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A. SECTION V COMPANY INFORMATION & SIGNATURE SHEET
Contractors must include with their submitted proposal this completed and
signed Company Information & Signature Sheet and a price list for the
proposed summer flower rotation required for this contract.
The undersigned Bidder, having examined and determined the scope of this
Request for Proposal, herby proposes to supply and delivery the proposed
commodities as described in the proposal documents at the prices set forth within.
The undersigned Bidder states that this Proposal is made in conformity with the
specifications and qualifications contained herein. In the event that there are any
discrepancies or differences between any conditions of the vendor's proposal and
the Request for Proposal prepared by the City of Berwyn, and the City's Request
for Proposal shall prevail.
The undersigned Bidder certifies that this proposal is made in good faith and
without collusion or connection with any other persona or persons Bidder on the
project.
Delivery: Upon receipt of a purchase order from the City of Berwyn, the vendor
guarantees delivery and application of water as stipulated in the RFP.
Name of Firm:
Authorized Representative:
Signature of Representative:
Title of Authorized Representative:
Address:
City/State/Zip:
Phone Number:
Fax Number:
Website Address:
E-Mail Address:
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)r----------
Date Signed:
Addenda Form:
The undersigned herby acknowledges receipt of the following applicable
addenda:
Addenda Number
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ATTACHMENT A
Pricing
City of Berwyn Summer Flower Watering
2014
I.
Scope of Work
The City of Berwyn is soliciting proposals for the summer of 2014 seasonal planting watering at
locations throughout the City. The summer planting installation includes stand-alone containers
and in-ground flower beds. The watering sites are located throughout the City of Berwyn,
including Ogden Avenue, Cermak Road, Roosevelt Road and the Depot District.
The Proposal shall include the following tasks:
The Bidder shall furnish all labor, supervision, supplies, tools, equipment and other means
necessary or proper for performing and completing the work, and be responsible for compliance
with all applicable laws. The Bidder shall be responsible for the cleaning up of the job site and
shall repair or restore all structures and property that may be damaged or disturbed during
performance of the work to the satisfaction of the City of Berwyn.
List of Planters Summary:
1.
2.
3.
4.
20" Round Container: 98 Total
32" Round Container: 144 Total
36" Round Container: 40 Total
In-Ground Flower Beds: 49 Total
List of Planting Locations and Quantities:
1. Area I
Cermak Road
a. 32" Round Containers: 123
b. 20" Round Containers: 87
2. Area II
Ogden Ave
a. In-ground Planters: 9 total
3. Area III
Depot District (Windsor Ave, Stanley Ave and Oak Park Ave)
a. 32" Round Containers: 21
b. 20" Round Containers: 9
4. Area IV
Roosevelt Road (South Side of Street Only)
a. In-ground Planters: 20
b. 36" Round Containers: 40
II.
Specifications
a. Containers
i. Ensure adequate drainage of planter.
ii. Water a minimum of 3 times per week or more often as necessary in order
to maintain plant health during season.
iii. Apply weed control and hand weed as necessary.
iv. Weekly inspection of plantings and de-litter as necessary.
v. Fertilize at time of planting and twice monthly thereafter.
b. In-ground Flower Beds
i. Remove and dispose of all debris, litter and dead plantings.
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ATTACHMENT A
Pricing
ii. Water a minimum of 3 times per week or more often as necessary in order
to maintain plant health during the season
iii. Apply weed control and hand weed as necessary.
iv. Cultivate to define edges.
v. Fertilize at time of planting and twice monthly thereafter.
c. Weeding I Fertilization I Cultivation: All containers and in-ground flower beds
shall be kept weed free. All weed control applications must be made by a
licensed professional. Applications may be restricted to weekend or off-time
hours. Cultivation of planting beds as required to control weed and define edges
is required. Fertilize planting containers and in-ground flower beds as needed to
maintain high vigor and good color. Fertilizer formulation shall not include pre or
post emergent treatment unless pre-approved. The City of Berwyn shall be
notified prior to application of any fertilization for material approval and
scheduling.
d. Watering: Water all planters as necessary to maintain plant health throughout
length of contract at specified unit price.
e. Bed upkeep of these area will be comprised of the following procedures:
i. Inspect plants for health I damage and replace I correct as necessary.
ii. Water all planting containers and in-ground beds as necessary to maintain
plant health throughout contract period.
iii. Fertilize planting containers and in-ground flower beds as needed to
maintain high vigor and good color.
The contractor is required to supply all water, watering equipment and labor. The contractor is
responsible for upkeep of plantings.
The City of Berwyn appreciates and encourages the use of local labor, services and goods.
The contract will cover one planting season. Watering should begin once plantings are installed
and must continue until the plantings are removed. Plants are to be watered in a manner which
preserves the health and vitality of the plantings, additional watering may be required (i.e.
drought, high heat, etc.). The City will not reimburse contractor for additional required watering
occurrences.
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The City of Berwyn
Robert P. Schiller
Director of Public Works
A Century of Progress with Pride
Date: March 25, 2014
To:
Mayor Robert J. Lovero
Members of City Council
Re:
Request to Solicit Bids - Landscape Contractors
I am seeking approval to solicit bids from qualified landscape contractors for the upkeep and
maintenance of the following commercial districts:
• Ogden Avenue
• The Depot District
• Cermak Road
• Roosevelt Road
These services are budgeted through the various TIFs and General Fund.
Respectfully submitted,
Bob Schiller
Public Works Director
RS/eks
1 Public Works Drive BeJWYn, Illinois 60402·0701 Telephone: (708) 749·6510 Fax: (708) 749·9503
www.beJWYn.il.gov
3.25.2014 (Council Packet) Page 49
The City of BERWYN Illinois Fire Department
t
DEN S O'HALLOHAN Fire Ct lef
6700 Wesl26th Street· Berwyn, illinois 60402-0701· Telephone: 708.788.2660 exl251
Fax:708.788.3990
March 21, 2014
Honorable Mayor Robert J. Lovero
Members of City Council
RE:
Medical Reimbursement Services, Inc.
Increase of Base rate Fees charged for ambulance calls
Mayor & City Council Members,
I have been contacted by Medical Reimbursement Inc, our ambulance billing contractor recommending
that we review our current ambulance billing rates. The last time the City of Berwyn raised the
ambulance billing rates was in May of2008 which is over five years ago. That rate increase was to
"catch up" to changes in the Medicare fee schedule that had been implemented at that time.
During the last five years Medicare has approved cost of living increases for base rates, while decreasing
other rates. Medicare no longer pays for oxygen and some other charges such as EKG's, IV usage, etc.
Medicare is now moving towards paying base rates only.
Therefore: Medical Reimbursement Inc is recommending rolling the 'extra's" we were previously able to
charge for into the base rate. It is important to capture what they do allow in order to "stay even" with the
changes imposed by Medicare fee schedules.
Additionally, area hospitals where we transport patients are cutting back on allowing the re-supplying of
ambulances with items used, which also adds to the cost of supplying EMS services to our citizens.
The following is a summary of last year's data as well as the proposed increases and expected revenues
2013 collection efforts by Medical Reimbursements Services Inc.
Call volume
3,241
$840,242.14
Total revenue
Average revenue per call
$259.25
$70,020.18
Monthly revenue
3.25.2014 (Council Packet) Page 50
The City of BERWYN, Illinois Fire Department
DI:.NIS O'HALLORAN. Fire C ief
6700 West 26th Street· Berwyn. illinois 60402..Q701 • TelephOne: 708.788.2660 ext 251
Fax:708.788.3990
Proposed Rate Increases
BLS Base Rate, Resident
BLS Base Rate, Non-Resident
ALS Base Rate Resident
ALS Base Rate Non-Resident
Mileage
Oxygen
EKG Telemetry
IV Monitoring
Immobilization
Current
$450.00
$550.00
$550.00
$600.00
$10.00
$ 50.00
$ 70.00
$ 45.00
$100.00
Proposed
$600.00
$700.00
$700.00
$800.00
$ 15.00
no charge
no charge
no charge
no charge
MlC Allows
$365.42
$365.42
433.93
$433.93
$ 6.87
This rate increase proposal is in line with other suburban communities. Therefore; it would be my
recommendation that you incorporate the base rate increase. This will add some much needed revenue
for our City. Should you have any questions regarding this complex matter please feel free to contact
me.
Respectfully submitted,
j)en4CJ~
Denis Q'Halloran
Fire Chief
3.25.2014 (Council Packet) Page 51
The City of Berwyn
Nona N. Chapman
1st Ward Alderman
A Century of Progress with Pride
6700 WeRt
26. 11
Street Berwyn. Illinois 60402·0701 Telephone: (708) 749·6401
www.berwyn-il.gov
Fax: (708) 788-2675
March 21, 2014
Mayor Robert J. Lovero
Members of the City Council
City of Berwyn
SUBJECT: Payroll March 12, 2014
Ladies and Gentlemen:
The current payroll has been prepared for review by the finance department and is ready for approval at
the March 25, 2014 meeting.
Payroll: March 12,2014 in the amount of $ 1,120,786.01
Respectfully Submitted,
Nona N. Chapman
Budget Committee Chairman
3.25.2014 (Council Packet) Page 52
The City of Berwyn
Nona N. Chapman
1st Ward Alderman
A Century of Progress with Pride
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3.25.2014 (Council Packet) Page 59
Piper School PTA
Spring Fundraiser - Community Rummage & Craft Sale
Contact: Piper PTA Fundraising Co-Chair - Jolene Fiscella, 708-484-4684, j.fiscella@sbcglobal.net
When: Saturday, April 26, 2014, Rain Date: TBA
Time: Set up 7:00 - 9:00 a.m.
9:00 a.m. - 3:00 p.m.
Where: Piper Elementary School
2435 Kenilworth Ave.
Berwyn, IL 60402
The Sale will take place outdoors on the paved, asphalt playground area.
The space is fenced in. It is located on the north side of Piper School
The Piper School PTA holds an annual spring fundraiser. Funds are used to support the students and teachers
at our school. Our goal is to run a fundraiser that does not involve our students selling products this spring.
Additionally we want to support our healthy lifestyles initiative at Piper School by finding an alternative to
asking our students to sell candy bars and cookie dough.
The Piper School PTA will hold a flea market style "rummage & craft sale" as our spring fundraising event.
The PTA will rent rummage sale "spaces" to the parents of students as well as the general public. Cost will be
$20 for PTA members and $25 for non-PTA members for a 10' x 10' space on the paved playground area. Cost
will be $10 for PTA members and $15 for non-PTA members for a 5' x 10' space on the paved playground.
The PTA will keep 100% of the fees from spaces rented at the rummage & craft sale. Sellers will keep 100% of
the profits they earn. The PTA is considering a booth to sell refreshments including bottled water and soft
drinks, or packaged snacks such as granola bars or pretzels. The PTA table may include a raffle for small prizes.
The Piper PTA Spring Fundraiser Rummage and Craft Sale would not require any streets or sidewalks to be
closed off for this event.
The Piper PTA requests permission to post signs around the neighborhood to promote the rummage sale one
week prior to the event and throughout the day of the event.
3.25.2014 (Council Packet) Page 60
s
- --48'-
'----20'----'
3.25.2014 (Council Packet) Page 61
Piper School PTA
Community
Rummage & Craft Sale
Are you crafter or
an artist who sells
handmade items?
\uttereo
Got C ts7
c\ose . «'-r--.--"'""""'===------'
uch stU
,00 m
. 'lour
\n
:t
att\C,
basemen 'ae?
of ga{a~
Purchase a
KEEP ALL
space to
THE
sell your
MONEY
stuff!
YOU MAKE!
Saturday, April 26
9:00 a.m. - 3:00 p.m.
Piper School Playground
2435 S. Kenilworth Ave., Berwyn
RESERVE YOUR RUMMAGE SALE SPACE TODAY!
10' X 10' space
5' x 10' space
·..$20 PTA Member - $25 Non PTA Member
$10 PTA Member - $15 Non PTA Member
Name:,
_
Address:
_
Phone:
email:
_ _I am a PTA Member
_
_ _I would like $5 of my space fee to go towards a PTA membership card
Number of spaces desired: _ _10' x 10'
5'
X
10'
Total Amount Enclosed: $
Teacher/Grade
_
_
·Send payment and reservation form to Piper School with your child or drop them off in the office by 4/11/14.
·We accept cash or check made payable to "Piper PTA."
·AII spaces are on the asphalt playground. Sellers must bring their own tables, etc.
·Set up from 7 a.m. - 9 a.m., Saturday, April 26. Doors open to public at 9:00 a.m. Rain date: TBD
·For more information or to help the PTA with this event: contact Jolene at piperptabsd100@gmail.com
100% of proceeds go to the Piper PTA and benefit our Students & teachers!
3.25.2014 (Council Packet) Page 62
Piper School PTA
Community
Rummage & Craft Sale
Are you crafter or
\Utte(eo
an artist who sells
Got e tS'?
handmade items?
e\Ose . ~ ..........--r--.........",......-------'
uen stU
100 f<\
. '10U(
,n t ott\e,
n
'oosef<\e 'oe?
o( go(ot)
Purchase a
KEEP ALL
space to
THE
sell your
MONEY
stuff!
YOU MAKE!
Saturday, April 26
9:00 a.m. - 3:00 p.m.
Piper School Playground
2435 s. Kenilworth Ave., Berwyn
RESERVE YOUR RUMMAGE SALE SPACE TODAY!
10' X 10' space·······$20 PTA Member - $25 Non PTA Member
5' x 10' space· ....·..$10 PTA Member - $15 Non PTA Member
Name:
_
Address:
_
Phone:
email:
_ _I am a PTA Member
_
_ _I would like $5 of my space fee to go towards a PTA membership card
Number of spaces desired: _ _10' x 10'
5'
X
10'
Total Amount Enclosed:
S- - - -
Teacher/Grade
_
-Send payment and reservation form to Piper School with your child or drop them off in the office by 4/11/14.
-We accept cash or check made payable to "Piper PTA."
-All spaces are on the asphalt playground. Sellers must bring their own tables, etc.
-Set up from 7 a.m. - 9 a.m., Saturday, April 26. Doors open to public at 9:00 a.m. Rain date: TBD
-For more information or to help the PTA with this event: contact Jolene at piperptabsd100@gmail.com
100% of proceeds go to the Piper PTA and benefit our Students & teachers!
3.25.2014 (Council Packet) Page 63
i h Ward
Rafael Avila
Mayor
Robert J. Lavero
MEMORANDUM
March 20, 2014
TO: The Honorable Robert J. Lovero
Members of the City Council
RE: Handicap Parking Application #877
2738 S. Cuyler Ave
Ladies and Gentlemen:
The attached application has been reviewed and is submitted for your consideration with a
recommendation for approval of a parking space.
Address
Owner Name
Application #
2738 S. Cuyler Ave
Dimitry Puschkar
877
Thank you very much,
Robert Fe--;7rU Id.
th
7;fl
4 Ward Alderman
3.25.2014 (Council Packet) Page 64
Application Number
877
r.J3erwyn Po{ice tJ)epartment
6401 West 3bt. SUeet
hrwya, nUnols 60402
708'795-5600
Fu708-795'5627
Emeraency can 911
1I.lIIdit·al)ltCt) • Parking / Zone
Ih.oquest l"orm
To:
From:
Date:
Officer:
Mayor Robert J. Lovern
Berwyn Police Department Community Service Division
2127/2014
M. Raimondi #192
Applicant Name:
Dimitry Puschkar
Address:
2738 S. Cuyler Ave, Berwyn IL 60402
Telephone:
Nature of Disability:
Information
Yes
Doctor's Note! Affidavitl X
No
0
Yes No
Interviewed:[K]=:J
Owner's Support Letter~
Handicapped Plate~
Garage:~
Handicapped Placard [K]=:J
Driveway:c=J:R]
Off Streetc=J:R]
Wheelchair:~
Walker 1Cane:c:r==:l
OnStreet~
Yes
Meets Police Dept
Requirements
Oxygen:
r=:==:r=::=J
No
Space~
Report # 14-01935
Zonecr=J
____;:z;4_lward Alderman:
Robert Fejt
Staff Recommendation
Approved
X
Denied
3.25.2014 (Council Packet) Page 65
OFFICIAL SWORN POLICE REPORT
Berwyn Police Department
It'l
~
..-4
=>I
~
6401 West 31st Street
Berwyn, IL 60402 (708) 795-5600
..-4
STATION COMPLAINT UCR/Off.n•• Cod.
DESCRIPTION
$
9041 (Applicant File)
Applicant File
....~u=
=
..
REPORT TYPE
INCIDENT'
14-01935
RELATED CAD'
HOW RECEIVED
DDT'
('14-0 III 85
Incident Report
Tclephone
WHEN REPORTED
LOCATION OF OFFENSE (HOUSE NO., STREET NAME)
02127/2014 10:52
2738 S CUYLER AV Berwy-"-::n:,-.I:=L-::6.,--04.,--c0;,.:,2
TIME OF OCCURRENCE
_
STATUS CODE
STATUS DATE
02/27/201410:52
INVOLVED ENTITIES
DOB
NAME
Puschkar, Dimitry
AGE
ADDRESS
SEX
RACE
HGT
M
White, Caucasian
WGT
HAIR
DLtI
SIDti
j
2738 S CUYLER AV Berwyn.IL 60402
l
EYES
FBII
PHONE
ALTPHONE
-----------
CLOTHING
TYPE
UCR
l
RELATED EVENT'
9041 (Applican( File) - 0 coun(s)
INVOLVED VEHICLES
STATE
VEHIPLATEti
IL
INVOLVEMENT
TYPE
VIN.
Van/Minivan
YEAR
MAKE
MODEL
1998
Chevrolet
Astra Van
COMMENTS
COLOR
Maroan/Burgandy
OWNER
Puschkar. Dimitry
NARRATIVES
PRIMARY NARRATIVE
Dimitry Puschkar,
, who resides at 2738 S. Cuyler Avenue, Berwyn IL, is requesting handicapped
parking signs to be placed in front of his residence.
Mr. Puschkar
There is a garage on the premises, however, Mr. Puschkar is not the property owner and does not have access to the
garage.
For the above stated reasons, this officer feels that this application should be considered for approval at this time.
REPORTING OFACER
RAIMONDI, MARGO J
STAR'
192
APPROVED BY
STARti
JANECEK. GEORGE
306
3.25.2014 (Council Packet) PagePage
66 I of I
I
Robert .J. Lovero
Nlayor
.Baines D. Ritz
Chief of Polic~
A Century of l:Jm~ress with Pride
Affidavit For Handical!Ped Parkin~n or Drop OtT Zone
You must have a permanent Handicap State Plate or Handicap Placard
to park any vehicle in a designated Handicap Parking space
,,-
r ...
//
t:>·
- ,114 r It Y ~ U S cilt ;1tJ
I
:") 7.10
./...
<"':} " " '
Is there a garage on the property?
Driveway ,Aft?
t~~ I No
/?'
Il
(Berwyn Address)
(Name of Handicapped Applicant)
(Name of caregiver, or guardian if minor)
0 c'" () 0,. E:
.).
(Telephone IC~)) Phone Number)
Are you the homeowner?
Yes_ _ No V
Carport jt/ ~:?
AU Applicants must submit the Physicians form (A)
*Renters must submit the Owner Consent form (B).
***********************************************************************************
Vehicle Information
;f{4<~&1
(Vehicle make and model)
II 9 '/%
(Color I Year)
LA 87
(Dlinois License Plate Number)
(Current City Vehicle Sticker Number)
(illinois Handicapped Plate)
(llJinois Permane~t Handicap Placard Number)
I hereby affirm that the information provided is true and correct, and it shall be prohibited and unlawful for any
a sw _~vit, which said person knows to be false or believes to be false.
perso~JQJile
~;J~ - {::",uA;v'
Rem
;;2
;j¢ y
~>
the completed form to the Parking Division at the Berwyn olice Department
6401 West 31st Street, Berwyn, Dlinois
3.25.2014 (Council Packet) Page 67
Robert J. Lovero
Mayor
James D. Ritz
Chief of Police
A Century of Progress with Pride
(Signature of handicapped person ortheir legal
gUardianQ0e?~'"'-~D~re)
:.' I
/&1 /T/C ( {vi ~ Ltcl t.... tt
e
Cl; / z /1'1
Physician Form (A)
This form must be tilled out in its entirety and signed by your physician.
Physician must state. by printing below. the nature of the patientts handicap
. -tJ
o
o
Does the patient utilize any of the following? :
Walker
_
Wheel Chair
_
Cane_. _ _
Oxygen,
_
I hereby certify that the physical conditions of the above named "Handicapped Person" constitutes himlher
as a handicapped person as defined under the statutory provision Par. 1-159 (Physically Handicapped PersonEvery natural person who has permanently lost the use of a leg or both legs or an arm or both arms or any
combination thereof or any person who is so severely disabled as to be unable to move without the aid of
crut9hqs or a wheelchair.)
'2- / /1.
. (Physici~'s sigJJftureJStamp)
«
,
(print Physician's Name)
r
!_2._o_I_.. _. f
_
(bate)
(Address and Telephon~ Number)
Return the completed form to the Parking Division at the Berwyn Police Department
640t West 31 st Street, Berwyn, DUnois
3.25.2014 (Council Packet) Page 68
obert J. Lovero
Mayor
James D. Ritz
Chief of Police
A Century of Progress with Pride
Form B
Owner Consent For Handicap Sign
Placement/Drop-off Zone
Return the completed form to the Parking Division at the Berwyn Police Department
6401 West 31 1t Street, Berwyn, DJinois
3.25.2014 (Council Packet) Page 69
Handicapped Space/Zone
Police Department Site Inspection
Application #
Police Department Designee
877
C.S.O. Margo J. Raimondi
Comments: Applicant is not the property owner. Property owner, Larry Ohler, parks
two vehicles in garage. Handicapped parking signs were in front of this address previouslyissued to property owner (in 2011)
Meets Police Department Criteria:
Parking Space
Parking Zone
Yes
Yes
E9
No
No
Police Report # 14-01935
Date: 2/27/2014
Handicapped Space/Zone
Public Works Site Inspection
Application #
Public Works Director or Designee
877
Dan Schiller
Comments: There are currently 2 handicapped spaces on the block. Both spaces are
located across the street from the applicant's address.
Meets Public Works Criteria:
Parking Space
Parking Zone
Date: 3/6/2014
Yes
Yes
E9
No
No
X
Police Report # 14-01935
3.25.2014 (Council Packet) Page 70
Handicapped Space/Zone
Traffic Engineer Site Inspection
Application #
Traffic Engineer or Designee
877
Nicole Campbell
Comments:
Meets Traffic Criteria for:
Parking Space
Yes
Parking Zone
Yes
0
X
Police Report # 14-01935
Date: 3/6/2014
Rec'd by City Clerk:
3/10/2014
To Alderman:
3/10/2014
3/25/2014
To Council:
Determination:
Notice to Applicant:
E8
No
No
3.25.2014 (Council Packet) Page 71
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