96-189 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