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HomeMy WebLinkAbout96-189 Resolution No. 96-189 RESOLUTION AUTHORIZING EXECUTION OF A PURCHASE OF SERVICE AGREEMENT WITH THE AMERICAN LITTLE LEAGUE, CLASSIC LITTLE LEAGUE AND CONTINENTAL LITTLE LEAGUE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard B. Helwig, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute a Purchase of Service Agreement on behalf of the City of Elgin with the American Little League, Classic Little League and Continental Little League for lighting of the little league parks , a copy of which is attached hereto and made a part hereof by reference . s/ Kevin Kelly Kevin Kelly, Mayor Presented: June 26 , 1996 Adopted: June 26 , 1996 Vote: Yeas 6 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk PURCHASE OF SERVICE AGREEMENT BETWEEN AMERICAN LITTLE LEAGUE CLASSIC LITTLE LEAGUE CONTINENTAL LITTLE LEAGUE AND THE CITY OF ELGIN THIS AGREEMENT is made and entered into on this Z day ofun�e. , 1996, by and between American Little League (he inafter referred to as "American" ) , Classic Little League (hereinafter referred to as "Classic") , Continental Little league (hereinafter referred to as "Continental" ) or (all three leagues combined hereinafter referred to as "the leagues" ), and the CITY OF ELGIN, Illinois, a municipal corporation, (hereinafter referred to as the "City" ) . NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledged, the parties hereto hereby agree as follows : 1 . The leagues provide baseball league programs for youth residents of the City of Elgin. 2 . Field lighting will be constructed on one American field, one Classic field and three Continental fields (#1, #2, & #7 fields) . 3. Each league; American, Classic and Continental will coordinate and be responsible for the lighting projects on each of their fields with independent contractors, suppliers, or volunteers . 4 . The City shall provide a maximum of the following funding toward the lighting projects of each league; $55,000 to American, $50,000 to Classic, and $75,000 to Continental . 5 . The leagues must provide invoices to the City for the payment of contractors or suppliers for actual expenses incurred for their lighting project at a total sum not to exceed the above limits per league. 6 . The leagues must provide funding for all remaining work or supplies for their lighting project in excess of the established City funding contribution limits for each league as stated above. It is estimated that the total of each league lighting project will be as follows; American $60,500, Classic $61,500, and Continental $117,000 . 7 . The lighting installation on each league field, is scheduled to be completed no later than May, 1997 . 8 . The leagues do hereby, for themselves, their heirs, personal representatives and assigns, covenant and agree with the City to forever fully protect, indemnify, defend, and save • harmless the City of Elgin, Illinois, from any and all lawsuits, costs, claims for damages, attorney' s fees and expenses of every kind and nature which they may suffer, expend, or incur under or by reason, or in consequence of the leagues installing field lights and to defend, at its own costs and charges on behalf of and for the protection of the said City of Elgin, Elgin, Illinois, any legal action which may be instituted as a consequence of the leagues installing field lights . CITY OF ELGIN By C . Richard B. Helwig City Manager Attest: Dolonna Mecum City Clerk American Little League Aia4________ Terry imbie, President Attest: Cla- ,ittle . eague All IIIIIIMO ' ) ' dam- - Wooton, President Attest: id Continental Little League Frank Kaehler, President Attest: o , CONTINENTAL LITTLE LEAGUE P. O. BOX 122 ELGIN, ILL. 60121 T )01 14 May 1996 TO: MONICA BATES, DIRECTOR PARKS & RECREATION DAVE OSBORN, PROJECT DIRECTOR SUBJECT: LIGHTING OF LITTLE LEAGUE PARKS Monica, Per your request at our meeting of May 10 , I have enclosed as much information as possible given our brief time frame. It is my feeling that there is enough information to allow this project to be placed on the City Council Agenda for their May 22 meeting. American Little League has a 6 to 8 week delay before they can receive a transformer; there is little chance their lights can be up and operational in the near future. Target date for "lights on" end of July. Classic Little League has an opportunity to have the lighting on Field # 2 done without major transformer work. Target date for "lights on" is early July. Continental Little League still has an opportunity to have the project completed by mid June if there are no further delays. Our volunteer work force and supplemental contractors are ready to begin work when the financial plan is approved. Target date for "lights on" is end of June. I would also like to point out that with the three leagues working together, our package price is $ 46 , 335 lower than the lowest bid from contractors. We anticipate additional savings on supplies once the final requirements are determined at American and Classic. I plan to attend the May 22 Council meeting, and I am willing to make the project presentation for all three leagues . As we wait for final approval , we will continue our search for companies that can supply materials and expertise at lower or reduced cost. If there are any questions, please call me at 741-7001 . Sincerely, DERYL ARTER, TREASURER CONTINENTAL LITTLE LEAGUE hip 20f5 PARKS & RECREATION ALLOCATION AMERICAN LITTLE LEAGUE $ 45,000 FUND & $ 10,000 GRANT* = $ 55,000 * $ 10,000 GRANT = $ 5,000 AMERICAN + $ 5 , 000 NATIONAL CLASSIC LITTLE LEAGUE $ 40 ,000 FUND & $ 10 ,000 GRANT = $ 50 ,000 CONTINENTAL LITTLE LEAGUE $ 65,000 FUND & $ 10 ,000 GRANT = $ 75 ,000 PROJECT COST BREAKDOWN LIGHTS & FIXTURES SUPPLIED BY MUSCO LIGHTING, INC. AMERICAN LL #3 $ 40, 341 CLASSIC LL #2, $ 45,569 CONTINENTAL LL #1, #2, #7 $ 87,882 RELATED COST AUGER CRANE CONCRETE ELECTRIC CRANE2 MISC TOTAL AMERICAN 3 ,600 1,600 1,043 12,250 640 1 ,000 20,133 CLASSIC 3 ,600 1 ,600 1,043 7,000 640 2 ,000 15,883 CONTINENTAL 8,400 4,000 2 ,155 12,000 1,200 1,100 28,855 AMERICAN $ 40 ,341 + $ 20 ,133 = $ 60 ,474 CLASSIC $ 45,569 + $ 15,883 = $ 61 ,452 CONTINENTAL $ 87 ,882 + $ 28 ,855 = $ 116 ,737 TOTAL $ 238 ,663 LOW BID ON PROJECT # 96-045 $ 279 , 347* * DOES NOT INCLUDE $5,250 TRANSFORMER COST FOR AMERICAN LEAGUES VOLUNTEER LABOR SAVINGS $ 45,934 111p 3of5 FINANCIAL DISTRIBUTION This represents how each league proposes that the City funds be allocated. American Little League $ 55,000 Musco Lighting, Inc. $ 40,341 Elgin Augering $ 3,600 Crane rental $ 2,240 ComEd transformer $ 5,250 Electrical supplies _ $ 3,569 total $ 55,000 Total project cost $ 60,474 American will provide balance amount of $ 5,474 Classic Little League $ 50,000 Musco Lighting, Inc. $ 34,757 Elgin Augering, Inc. $ 3,600 Crane rental $ 1,600 Electrical supplies $ 7,000 Concrete $ 1,043 Misc $ 2,000 total $ 50,000 Total project cost $ 61,452 Classic will pay the balance of cost ( $ 11,452) of Musco lighting through a lease agreement with Musco Lighting, Inc. This will be done by Classic Little League issuing a purchase order to Musco Lighting. Classic also states that any money not used for supplies shall be issued to Musco Lighting at completion of the project. Continental Little League $ 75,000 Musco Lighting, Inc $ 46,145 Elgin Augering $ 8,400 Crane rental $ 5,200 Electrical supplies $ 12,000 Concrete $ 2,155 Misc $ 1,100 total $ 75,000 Total project cost $ 116,737 Continental will pay the balance of cost ( $ 41,737) of Musco lighting through a lease agreement with Musco Lighting, Inc. This will be done by Continental Little League issuing a purchase order to Musco Lighting. Continental also states that any money not used for supplies shall be issued to Musco Lighting at completion of the project. 111p d0f5 AUGERING Elgin Augering is willing to auger holes at all three sites with use of cassons during drilling at $ 600 per hole. American 6 holes $ 3 , 600 1 to 2 days for completion. Classic 6 holes $ 3 ,600 1 to 2 days for completion. Continental 14 holes $ 8 ,400 3 to 5 days for completion. CRANE The crane is needed immediately following the completion of augering to set the precast foundation. The crane rental is per hour or per day. Crane Steel is willing to supply a crane at the cost of: .$ 100 per hour. At Classic, the crane will be used to mount light fixtures for Cain field. American 6 poles 1 to 2 days $ 1,600 Classic 6 poles 1 to 2 days $ 1 ,600 Continental 14 poles 3 to 5 days $ 4,000 ELECTRIC Final cost of the electrical supplies has not been determined because the leagues are working together to obtain quantity discounts. For example, the leagues have requested a cost on underground wire from ComEd. American $ 4 , 000 supplies; $ 3 ,000 meter/board; $ 5 , 250 transformer Classic $ 5,000 supplies; $ 2 ,000 meter/board Continental $ 10,000 supplies; $ 2 , 000 meter/board CRANE 2 A crane is needed a second time to lift the light poles onto the foundations. Because light fixtures must be mounted to the pole before they are lifted, a crew of workers are needed during the time the crane is present. Therefore, for this part of the crane rental, the work will be done on Saturday at a cost of $150 per hour. American: 1/2 day $ 640 Classic: 1/2 day $ 640 Continental : 1 day $ 1, 200 111p SofS CONCRETE Brady Ready Mix Co. will supply the concrete backfill for each foundation. Brady Ready Mix Co. currently supplies the City of Elgin Public Works Department with concrete when requested. Brady Ready Mix will sell to the leagues at the City of Elgin price of $ 69 .50 per yard. American 6 holes 2 1/2 yards per total 15 yrds $ 1,043 Classic 6 holes 2 1/2 yards per total 15 yrds $ 1,043 Continental 6 holes 2 1/2 yards per 8 holes 2 yards per total 31 yrds $ 2 ,155 MISCELLANEOUS Each league will incur different miscellaneous costs which may be particular to each park. For example, American needs to build a concrete pad for the transformer. American concrete pad, fence repair $ 1 ,000 Classic trenching, hauling $ 2 ,000 Continental trenching, hauling $ 1 ,100 Ell • "" Agenda Item No. A (0 ---2 ) June 19, 1996 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: Little League Field Lights Purchase of Service Agreement PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to approve a Purchase of Service Agreement with American, Classic and Continental Little Leagues to install field lights. BACKGROUND The lighting project includes the City providing $180,000 of funding to install field lighting on five baseball fields for American, Classic and Continental Little Leagues . The leagues are responsible for contracting the lighting work, with the City agreeing to finance the improvements in accordance with the following project budgets . City Funds Project Cost League Support American LL $55,000 $ 60,474 $ 5,474 Classic LL $50, 000 $ 61,452 $11,452 Continental LL $75, 000 $116,737 $41,737 TOTAL: $180,000 $238, 663 $58, 663 GROUPS/INTERESTED PERSONS CONTACTED Parks and Recreation Advisory Board Little League groups FINANCIAL IMPACT eft The cost for the field lighting improvements is estimated at $238,663 . The expenditures for the project will be charged to the following account numbers : Little League Field Lights June 19, 1996 Page 2 Source Account Number Amount Riverboat Fund #275-0000-791 . 92-32 $ 30, 000 Riverboat Lease Fund #276-0000-791 . 92-32 $120, 000 Park Development Fund #340-0000-791 . 92-32 $ 30, 000 Little Leagues NA $ 58,663 TOTAL: $238, 663 Sufficient monies are available to fund these expenditures . LEGAL IMPACT None. ALTERNATIVES None. RECOMMENDATION It is recommended that the City Council approve the Purchase of Service Agreement between the City and American, Classic and Continental Little Leagues for the installation of lights to five Little League baseball fields . Respectfully Submitted, Monica Bates, Director Parks and Recreation Department Richard B. Helwig City Manager 288 MAY 8, 1996 VOLUME LXI $206,574 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. BID 96-032 AWARDED FOR AIR COMPRESSOR AND CONCRETE SAW Councilman McKevitt made a motion, seconded by Councilman Walters, to award two separate contracts to the individual, low, responsive bidder for each item as follows : Award to Item Amount Arrow Equipment Company Atlas Copco XAS90JD $9,449 . 00 air compressor O'Leary' s Contractors Target Pro 35 III $7, 160 . 67 Equipment & Supply concrete saw (7,233 . 00 less a 1%-20 day discount) Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. BID AWARDED FOR CHAIRS FOR FIRE STATIONS Councilman Gavin made a motion, seconded by Councilwoman Yearman, to award this contract to the overall, low responsive bidder, Barcalounger Designer Service, for a total amount of $9,785 . 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. BID 96-044 AWARDED FOR FOURTH OF JULY FIREWORKS PROGRAM Councilman Walters made a motion, seconded by Councilwoman Yearman, to award this contract to the firm submitting the highest rated proposal, Melrose Pyrotechnics, Inc. for a total of $20, 000. 00 . Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. BID 96-045 TABLED FOR LITTLE LEAGUE BASEBALL/SOFTBALL FIELD LIGHTING Councilman Gilliam made a motion, seconded by Councilman McKevitt, to table this item. Yeas : Councilmembers Gavin, Gilliam, McKevitt, Schock, Walters, Yearman and Mayor Kelly. Nays : None. 111E1' • Agenda Item No. May 9, 1996 TOi -- Mayor and Members of the City Council FROM:. Richard B. Helwig, City Manager SUBJECT: Little League Field Lights Proposal PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider a proposal to install athletic field lighting on five baseball fields for three little leagues: American, Classic and Continental . BACKGROUND The City Council has authorized $150,000 of 1996 riverboat funds for little league field lighting. In March, the Parks and Recreation Advisory Board considered presentations from the six Elgin little leagues on plans for using the $150, 000 in field light monies as well as the 1996 $10,000 grant designated for each league. The Board prioritized the field lighting according to current facility/programming capacity and field use expansion needs. The priority list was as follows: American Little League Field Continental Little League Field #7 Continental Little League Field #2 Classic Little League Field #2 Continental Little League Field #1 Classic Little League Minor League Field American Legion Field (lighting upgrade) National Little League Southeast Field Bid proposals were sought for the installation of the field lighting. The low bid estimates were considered by the Board at the April meeting to determine how many fields from the priority list could be included in the lighting project. In an attempt to stay within budget and acquire lighting for as many fields from the priority list as possible, the Board held lengthy discussions . After deliberating, the Board developed a plan to install lights whereby the City would provide financial assistance and the leagues would contribute volunteer labor, donated contractual services and monetary support. . i Little League Field Lights June 6, 1996 Page 2 Details of the Board' s plan for the field lighting and allocation of City funds is shown in Attachment #1 . A summary of the lighting improvement projects, the allocation of City funds and total project costs are outlined below: - City Funds Project Cost League Support American LL $55, 000 $ 60, 474 $ 5, 474 Classic LL $50, 000 $ 61,452 $11, 452 Continental LL $75, 000 $116, 737 $41, 737 TOTAL: $180, 000 $238, 663 $58, 663 If the City Council concurs with the Board' s plan for lighting, the next step would be to prepare one purchasing service agreement with all the leagues involved. The leagues would be responsible for contracting for the lighting work with the City agreeing to finance the improvements in accordance with the project budgets . COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Parks and Recreation Advisory Board Little League groups FINANCIAL IMPACT The cost for the field lighting improvements is estimated at $238, 663. The expenditures for the project will be charged to the following account numbers : Source Account Number/Project Amount Riverboat Fund #275-0000-791. 92-32 $ 30, 000 Riverboat Lease Fund #276-0000-791 . 92-32 $120, 000 Park Development Fund #340-0000-791 . 92-32 $ 30, 000 Little Leagues N/A $ 58, 663 TOTAL $238, 663 Sufficient monies are available to fund these expenditures . LEGAL IMPACT None. Little League Field Lights June 6, 1996 Page 3 ALTERNATIVES 1 . Implement the Board' s plan to light a total of 5 fields as described above. 2. • Award a contract to the low bidder Maurice Rakers Electric for bid Item A5 for $130, 970 to install lighting on American Field and Continental Fields #2 and #7 . Fewer fields would be lit, but installation would be included. RECOMMENDATION It is recommended that the City Council approve the cooperative matching field lighting proposal for the five little league fields in the following manner: * Reject all bids as received to furnish and install lighting systems for the various little league fields . * Establish a purchasing services agreement with the City and the leagues . Respectively Submitted, Monica Bates Director Parks and Recreation Dept. 1.400 ' _1 Richard B. Helwig City Manager