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10192020 City Council Packet ext
Administration 55 West Tompkins Street Galesburg, IL 61401 CITY OF GALESBURG Illinois, USA October 19 City Council Agenda __________________________________________________________________________________________________________________________________________________________________________________________________________________________ Page 1 of 2 City Council Meeting Agenda City of Galesburg, Illinois City Council Chambers October 19, 2020 Due to social distancing necessitated by COVID-19, members of the public who would like to view or participate in the Galesburg City Council meeting are encouraged to utilize remote attendance options. Citizens can view the council meetings on Comcast channel 7 or stream the meeting live on the City’s website. Citizens can submit public comments in advance of the meetings by emailing public@ci.galesburg.il.us. Comments must be received one hour prior to the posted start time of the meeting to be addressed at the meeting and all comments will be subject to the time requirements and standards established for public comment. 5:25 p.m. Proclamation Physical Therapy Month Proclamation Pilot International Founders Week 5:30 p.m. Roll Call Pledge of Allegiance Invocation Approve Minutes from September 28, 2020 and October 5, 2020 Consent Agenda #2020-20 20-2024 Resolution Illinois Transportation Enhancement Program Grant for Simmons Street Reconstruction 20-2025 Resolution Illinois Transportation Enhancement Program Grant for a shared use path on S. Lake Storey Road 20-4078 Approve Donation of old holiday lights 20-4079 Approve Purchase of Geo-Melt products for 2020-2021 winter season 20-4080 Approve Investment Policy 20-4081 Approve Purchasing Policies & Procedures 20-8019 Bills and Advance Checks Approval and warrants drawn in payment of same Passage of Ordinances and Resolutions 20-1023 Ordinance Zoning map amendment to go from Neighborhood Business (B1) to General Business (B2) at 1230 E Losey St (Final Reading) 20-1024 Ordinance Revise Chapter 95 to clarify park hours (Final Reading) 20-1026 Ordinance Amending the number of Class C Liquor Licenses (First Reading) __________________________________________________________________________________________________________________________________________________________________________________________________________________________ Page 2 of 2 Bids, Petitions and Communications 20-3032 Bid Replacement of valves on Ranney Collector Well Public Comment City Manager’s Report Miscellaneous Business (Agreements, Approvals, Etc.) 20-4082 Approve Facade Grant Agreement for 169 N. Broad Street 20-4083 Approve Price modification for board ups for remainder of 2020 20-4084 Approve Agreement with Hutchison Engineering for construction observation of the Ranney Collector Well valve replacement project 20-4085 Approve Amendment to the Development Agreement with MLKKM Properties, LLC. 20-4086 Approve Repair of Gravel Pack Well #1 20-4087 Approve Debt collection agreement with Credit Collection Partners for circuit court ordinance violations 20-4088 Approve Debt collection agreement with Credit Collection Partners 20-4089 Approve Stearman Foundation Development Agreement Town Business 20-9025 Bills Closing Comments Adjournment Vision Statement “The City of Galesburg will be a dynamic community featuring a full range of public amenities to serve a diverse citizenry. The City Council will play a pro-active role in providing leadership to its citizens, neighborhoods, and other public bodies and enact policies which ensure the existence of a broad based economy.” CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TT Page 1 of 4 CITY COUNCIL MEETING City Manager’s Report October 19, 2020 CONSENT AGENDA #2020-20 Item 20-2024 ITEP Grant for Simmons Street Reconstruction Staff recommends approval of a funding resolution for the Illinois Transportation Enhancement Program (ITEP) grant application for the Simmons Street Historic Brick Street Restoration project from Cherry Street to Seminary Street. As part of the reconstruction project, it is planned to restore Simmons Street to a brick street as outlined in the Design Development of Downtown Public Spaces plan completed in 2016 and approved by City Council. If awarded, the total project cost, including engineering and construction, is estimated at $3,171,400, with the grant funded portion being $2,000,000 and the City’s share being $1,171,400. Project award announcements would be made sometime next year. Item 20-2025 ITEP Grant for S. Lake Storey Road Shared Use Path Staff recommends approval of a funding resolution to for an Illinois Transportation Enhancement Program (ITEP) grant application for a shared use path along South Lake Storey Road. The grant requires a 20% local match, and the City’s share of this project is estimated to be $555,430. Item 20-4078 Donation of Old Holiday Lights Staff recommends approval of donating the City’s share of old holiday lights to Abingdon, IL. The lights are no longer going to be utilized by the City of Galesburg. Item 20-4079 Purchase of Geo-Melt Products for the 2020 – 2021 Winter Season Staff recommends approval of the purchase of Geomelt 55, EcoSalt, and Bio-AG64 from SNI Solutions as needed for the 2020-2021 winter season at the quoted prices. The Geomelt product quoted price for 2020-2021 is $1.90/gallon delivered and the Bio-AG64 is $2.00/gallon delivered, which are both $0.05/gallon more than last year. It is estimated that the City will use approximately 9,000 gallons over the course of a year. The EcoSalt product is quoted at $8.50 per bag, which is the same price that was quoted for the last four winter seasons. The EcoSalt is used for sidewalk areas where road salt cannot be applied. Item 20-4080 Investment Policy Staff recommends approval of the updated Investment Policy. In an effort to ensure the Investment Policy is kept current and in compliance with State law, the City’s Investment Policy is reviewed annually. Item 20-4081 Purchasing Policies & Procedures Staff recommends approval of the updated purchasing policies and procedures. Item 20-8019 Bills Bills and Advanced Checks are submitted for approval; please direct questions to Gloria Osborn, Director of Finance and Information Systems. CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TT Page 2 of 4 ORDINANCES AND RESOLUTIONS Item 20-1023 Zoning map amendment to go from Neighborhood Business (B1) to General Business (B2) at 1230 E Losey Street (Final Reading) An Ordinance is provided for council consideration which rezones from (B1) Neighborhood Business to (B2) General Business the lot located at 1230 East Losey Street. The Planning and Zoning (P&Z) Commission held the required public hearing during their September 22, 2020 meeting. On a vote of 4 ayes, 1 nay, and zero abstentions recommend the zoning amendment be denied. The City Manager and Director of Community Development concur with the P&Z Commission’s recommendation. The owner is proposing to open a “Rage Room” business. The B2 zoning district would allow a Commercial Recreational Use as a Permissive use. The attached aerial shows the general location of the lot in question and the existing zoning. To the north, south and east are properties that are zoned as Single Family Residential (R1B), and to the west the property is zoned General Business (B2). Property owners in the neighborhood did contact city staff via letter, email, phone, and in-person voicing objections. Item 20-1024 Revise Chapter 95 to Clarify Park Hours (Final Reading) Staff recommends approval of an ordinance amending the appendix of the City code to clarify park hours. Lake Storey, Colton Park, and Lincoln Park are the only parks that are closed from midnight to 4:00 a.m. All other parks are closed from sunset to sunrise, with the exception of when ballfield, basketball court, or tennis court lights are on. This wording update serves to simply the ease of interpreting and enforcing the ordinance regarding park hours. Item 20-1026 Amending the Number of Class C Liquor Licenses (First Reading) Staff recommends approval of amending Section 113.043(C) of the Municipal Code to increase the number of Class C liquor licenses to 32. Cornucopia Natural Market & Deli, 176 South Seminary Street, has submitted an application for a Class C Liquor License, which would allow for the retail sale of all types of alcoholic liquor for consumption off the premises (package only). They have met all the requirements based on Chapter 113 of the Galesburg Municipal Code to hold a liquor license. BIDS, PETITIONS AND COMMUNICATIONS Item 20-3032 Replacement of Valves on Ranney Collector Well Staff recommends approval of the bid from McClintock Trucking and Excavating in the amount of $74,850.00 for replacing valves for the Ranney Collector Well in Oquawka. At the September 21, 2020 meeting, the Council approved bids to purchase the replacement valves that will be installed as part of this project. The work under this contract requires the contractor to remove and replace all three gate valves and check valves for the three different pumps at the Ranney Collector Well. The Contractor anticipates completing the work in the middle of November. It is estimated to take two weeks to complete the project. Four bids were received for this work, with McClintock Trucking and Excavating providing the low and best quote. CITY MANAGER’S REPORT CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TT Page 3 of 4 MISCELLANEOUS BUSINESS (Agreements, Approvals, Etc.) Item 20-4082 Façade Grant Agreement for 169 N. Broad Street The Façade Advisory Committee recommends approval of facade assistance for Safe Harbor Family Crisis Center (Purple Hanger Resale Shoppe) at 169 N. Broad Street. The overall estimated facade project cost is $172,943. This project is eligible to receive the maximum grant of up to $80,000, or 50% of the actual final project costs, whichever is less. If approved, the project will be funded by a mix of owner equity and a Tax Increment Financing (Façade grant) incentive. Sufficient funds will be available this year in the Tax Increment Financing District IV Fund for this facade assistance. Item 20-4083 Price Modification for Board-ups for the Remainder of 2020 Staff recommends approval of updating the pricing from Werner Restoration for board-ups for the remainder of 2020. In December 2018, Werner Restoration was awarded a five-year contract to provide miscellaneous board-ups for the City of Galesburg. At the time of the agreement, the severe spike in lumber pricing this year could not have been anticipated. Lumber pricing has drastically increased in 2020 due to demands from the number of storms the US has encountered this year. Werner Restoration has requested that the City allow for revised pricing through the end of 2020 in hopes that the market will stabilize. Revised pricing is provided in the council letter and increases range from 41% – 94%. Item 20-4084 Agreement with Hutchinson Engineering Staff recommends approval of the proposal from Hutchison Engineering, Inc. to provide construction inspection services for the Ranney Collector Well valve replacement project in Oquawka. It is planned for McClintock Trucking and Excavating to replace three gate valves and three check valves for the Ranney Collector Well. It is proposed to have an engineer who is experienced with the City’s Ranney Collector Well oversee the construction project. The scope of work under this contract will include reviewing shop drawings, holding a pre-construction meeting, twelve days of full-time on-site inspection (if required), final inspection meeting, project administration/clerical, and mileage. The amount of actual on-site construction inspection time will be determined by the Water Superintendent based on the work being done each day. The City will only be billed for the number of hours of actual construction inspection that is provided. It is estimated this work will cost $15,000. The Water Division has sufficient funds for this work. Item 20-4085 Amendment to the Development Agreement with MLKKM Properties, LLC. Staff recommends approval of the first amendment to the Development Agreement with MLKKM Properties, LLC. In 2017, the City and MLKKM Properties entered into a development agreement regarding four commercial parcels (approximately 6 acres) in Gale Subdivision. The developer received approximately $755,000 in development assistance for infrastructure improvements necessary at the parcels. The Developer has completed this work and successfully sold one of the four lots, which ultimately became McAlister’s Deli. The terms of the Agreement required the Developer to begin repayment of this development assistance beginning in November 2020. Staff met with the Developer in late September, at which time he requested that all payments be extended for one year due to the impact of COVID 19 on his business. In this scenario, his first payment would be due November of 2021 and he would conclude payments by November of 2030. CITY OF GALESBURG Administration Operating Under Council – Manager Government Since 1957 _________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: TT Page 4 of 4 Item 20-4086 Repair of Gravel Pack Well #1 Staff recommends approval of waiving the normal purchasing policy and approving the emergency rehabilitation of Gravel Pack Well #1 in Oquawka by Layne Christensen Company at a cost of $32,495.00. Approximately a month after acid treatments to clean the screen, Gravel Pack Well #1 began experiencing issues, and a video inspection revealed the screen was clogged with iron deposits. It has been determined that the actuated valve at the well did not close tightly and allowed for water from the other gravel pack wells to be pumped into GP1, which lead to the excessive iron deposits inside the well. By acid washing the screens and fixing the actuated valve so that it closes properly the well should be able to be restored to operation. The gravel pack wells installed in the 1970’s are old and are near the end of their service lives, but it is hoped that this well can be rehabbed and used until a new Gravel Pack Well #6 is installed. Item 20-4087 Debt Collection Agreement with Credit Collection Partners for Circuit Court Staff recommends approval of a Debt Collection Agreement with Credit Collection Partners (CCP) for Circuit Court Ordinance Violations. The company that currently serves as the City’s debt collector for circuit court ordinance violations intends to cease operations. The contract provides that any defendant who is in default for a circuit court ordinance violation may be referred to CCP for collection services. CCP adds an additional 30% collection fee in addition to the amount referred for their services. This is a one-year agreement with automatic renewal; however, the parties may cancel with 60 days written notice. Item 20-4088 Debt Collection Agreement with Credit Collection Partners Staff recommends approval of a Debt Collection Agreement with Credit Collection Partners (CCP) to collect fines and debts accrued, which do not run through the Circuit Court. This would include cases from adjudication, utility bills, demolitions, and miscellaneous receivables. In exchange for their services, CCP will deduct 25% of their collections. This is a one-year agreement with automatic renewal; however, the parties may cancel with 60 days written notice. Item 20-4089 Stearman Foundation Development Agreement Staff recommends approval of a Development Agreement with the National Stearman Foundation, Inc. for their hangar project to provide a permanent home for National Stearman Foundation at the Galesburg Municipal Airport. The construction costs for the 10,000 square foot hangar is approximately $500,000. The City will provide up to $150,000 for site engineering work and site construction costs, $30,000 for utility connections, a grant of $50,000 for the construction of the hangar and use of the ground at a reduced rate. TOWN BUSINESS Item 20-9025 Town Bills Respectfully submitted, Todd Thompson City Manager Galesburg City Council Work Session Erickson Conference Room 55 West Tompkins Street, Galesburg, Illinois September 28, 2020 5:30 p.m. Called to order by Mayor John Pritchard at 5:30 p.m. Roll Call #1:Physically Present:Mayor John T.Pritchard,Council Members Bradley Hix,Corine Andersen,Wayne Allen,and Larry Cox,6.Present via Telephone:Council Member Peter Schwartzman,1.Absent:Council Members Wayne Dennis and Lindsay Hillery,2.Mayor Pritchard declared a quorum present. The Pledge of Allegiance was recited. A moment of silence was observed in lieu of an invocation. 20-1022 Special Ordinance on first reading approving the Local Coronavirus Urgent Remediation Emergency (Local CURE) support program financial support conditions and certification. Council Member Hix moved,seconded by Council Member Andersen,to suspend the rules and move agenda item 20-1022 to final reading. Roll Call #2: Ayes:Council Members Hix, Andersen, Schwartzman, Allen, and Cox, 5. Nays:None Absent:Council Members Dennis and Hillery, 2. Chairman declared motion carried. Council Member Hix moved,seconded by Council Member Cox,to approve Special Ordinance 20-598 on final reading for the Coronavirus Urgent Remediation Emergency (Local CURE) support program financial support conditions and certification. Roll Call #3: Ayes:Council Members Hix, Andersen, Schwartzman, Allen, and Cox, 5. Nays:None Absent:Council Members Dennis and Hillery, 2. Chairman declared motion carried. Information was presented by Nick Machovec,Molyneux,on risk management and insurance. A copy of the presentation will be added to this record. Information was presented by Greg Weykamp,Edgewater Resources,on the Lake Storey Expansion Study. A copy of the presentation will be added to this record. PUBLIC COMMENT September 28, 2020 Page 1 of 2 There being no further business,Council Member Andersen moved,seconded by Council Member Hix, to adjourn the regular meeting at 7:53 p.m. Roll Call #14: Ayes:Council Members Hix, Andersen, Schwartzman, Allen, and Cox, 5. Nays:None Absent:Council Members Dennis and Hillery, 2. Chairman declared motion carried. John Pritchard, Mayor Kelli R. Bennewitz, City Clerk September 28, 2020 Page 2 of 2 5:15 p.m.Public Hearing: Pre-Annexation Agreement for 501 North Soangetaha Road Galesburg City Council Regular Meeting City Council Chambers 55 West Tompkins Street, Galesburg, Illinois October 5, 2020 5:30 p.m. Called to order by Mayor John Pritchard at 5:30 p.m. Roll Call #1:Physically Present:Mayor John T.Pritchard,Council Members Wayne Dennis, Corine Andersen,Wayne Allen,and Larry Cox,5.Present via Telephone:Council Members Bradley Hix and Peter Schwartzman,2.Absent:Council Member Lindsay Hillery,1.Also Present:City Manager Todd Thompson,City Attorney Bradley Nolden,and City Clerk Kelli Bennewitz. Mayor Pritchard declared a quorum present. The Pledge of Allegiance was recited. Reverend Leigh Nygard gave the invocation. Council Member Dennis moved,seconded by Council Member Cox,to approve the minutes of the City Council meeting from September 21, 2020. Roll Call #2: Ayes:Council Members Hix, Dennis, Andersen, Schwartzman, Allen, and Cox, 6. Nays:None Absent:Council Member Hillery, 1. Chairman declared motion carried. Council Member Hillery entered the meeting at 6:32 p.m. CONSENT AGENDA #2020-19 All matters listed under the Consent Agenda are considered routine by the City Council and will be enacted by one motion. 20-2022 Approve Resolution 20-20 authorizing the pre-annexation agreement for the property at 501 North Soangetaha Road. 20-2023 Approve Supplemental Motor Fuel Tax Resolution 20-2023 for the 2020 seal coat project in the amount of $250,000. 20-8018 October 5, 2020 Page 1 of 8 Approve bills in the amount of $1,135,682.97 and advance checks in the amount of $790,847.74. Council Member Allen moved,seconded by Council Member Cox,to approve Consent Agenda 2020-19. Roll Call #3: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried by omnibus vote. PASSAGE OF ORDINANCES AND RESOLUTIONS 20-1018 Council Member Dennis moved,seconded by Council Member Allen,to approve Ordinance 20-3617 on final reading authorizing the purchase of the following properties to be demolished from the Knox County Trustee:711 Avenue A,883 West Third Street,and 421-423 Monmouth Boulevard. Roll Call #4: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. 20-1019 Council Member Dennis moved,seconded by Council Member Hillery,to approve Ordinance 20-3618 on final reading setting the salary for the Mayor for the term beginning May 2021. Roll Call #5: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. 20-1020 Council Member Andersen moved,seconded by Council Member Hillery,to approve Ordinance 20-3619 on final reading setting the salaries for the City Council Members for the term beginning May 2021. Roll Call #6: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. October 5, 2020 Page 2 of 8 20-1021 Council Member Dennis moved,seconded by Council Member Hillery,to approve Ordinance 20-3618 on final reading setting the salary for the City Clerk for the term beginning May 2021. Roll Call #7: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. 20-1023 Ordinance on first reading to approve the rezoning from (B1)Neighborhood Business to (B2) General Business for the lot located at 1230 East Losey Street. Mitchell Gibson addressed the Council and explained that he is the one proposing to open the rage room at this location.He stated that he doesn't believe noise will be a factor and that he is currently working on soundproofing the walls.He added that he is proposing the hours of operation be 11 a.m.to 7 p.m.but would be willing to amend those if the neighbors asked.He believes the community needs a place to let out aggression,yell,and scream,without being held accountable or using drugs or alcohol. City Manager Thompson reminded Council that they need to be aware what type of businesses could possibly move in after the rezoning occurred, not just the present business operation. Council Member Schwartzman encouraged the Council to have more discussions on this item and stated that rage rooms have become very popular in other communities.He does not see the business being problematic. 20-1024 Ordinance on first reading amending Appendix A and B in Chapter 95.18 of the Galesburg Municipal Code to clarify park hours. 20-1025 Special Ordinance on first reading vacating the 16 feet wide Water Street alley located east of North Cedar Street. Council Member Allen moved,seconded by Council Member Cox,to suspend the rules and move agenda item 20-1025 to final reading. Roll Call #8: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Allen, and Cox, 6. Nays:Council Member Schwartzman, 1. Absent:None Chairman declared motion carried. October 5, 2020 Page 3 of 8 Council Member Allen moved,seconded by Council Member Dennis,to approve Special Ordinance 20-599 on final reading vacating the 16 feet wide Water Street alley located east of North Cedar Street. Roll Call #9: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. BIDS, PETITIONS, AND COMMUNICATIONS PUBLIC COMMENT Courtney Wallace addressed the Council regarding a group called Galesburg United.She stated that they are unsure if the proposed NAACP resolution is the answer to the community’s racism issues and distributed a letter to Council with information on their group and suggestions. City Clerk Bennewitz read a statement received from Noelle Plotts regarding the Lake Storey Expansion.She stated that Plotts and her neighbors are concerned that if the project were approved,taxes would increase,as well as extra pollution.Several of her neighbors are concerned about losing their homes to the project and are leery of making any improvements to their property at this time. CITY MANAGER’S REPORT A.Trick or Treat hours in Galesburg: Saturday, October 31, 2020, 5:00 - 8:00 p.m. a.Citizens that select to participate are encouraged to follow the Illinois Department of Public Health guidelines. MISCELLANEOUS BUSINESS (Agreements, Approvals, Etc.) Council Member Cox moved,seconded by Council Member Hillery,to remove agenda item 20-4073 from the table. Roll Call #10: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. 20-4073 Council Member Hillery moved,seconded by Council Member Andersen,to approve a change order with Vortex,Inc.in the amount of $3,000 to redesign the play feature to conform with the Illinois Department of Public Health regulations. Roll Call #11: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. October 5, 2020 Page 4 of 8 Nays:None Absent:None Chairman declared motion carried. 20-4075 Council Member Andersen moved,seconded by Council Member Hillery,to consider a minor plat of the Henderson-Sandburg Re-Subdivision One located at 2031 National Boulevard. Roll Call #12: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. 20-4076 Council Member Dennis moved,seconded by Council Member Hillery,to approve a professional service agreement with Dewberry Engineers,Inc.to conduct Phase I of a Risk and resilience Assessment study for the Water Division in the amount of $25,000. Roll Call #13: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. 20-4077 Council Member Dennis moved,seconded by Council Member Hillery,to approve an agreement with Western Illinois Regional Council to provide professional and technical services for the grant to reconstruct Phillips Street in the amount of $30,000. Roll Call #14: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. Council Member Allen moved,seconded by Council Member Dennis,that the City Council sit as the Town Board. The motion carried by voice vote. TOWN BUSINESS 20-9020 Trustee Allen moved,seconded by Trustee Hillery,to approve Ordinance 20-01 on final reading setting the salary for the Township Supervisor for the term beginning May 2021. Roll Call #15: Ayes:Trustees Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None October 5, 2020 Page 5 of 8 Chairman declared motion carried. 20-9021 Trustee Dennis moved,seconded by Trustee Hillery,to approve Ordinance 20-02 on final reading setting the salary for the Township Assessor for the term beginning January 2022. Roll Call #16: Ayes:Trustees Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. 20-9022 Trustee Hillery moved,seconded by Trustee Andersen,to approve Ordinance 20-03 on final reading setting the salary for the Township Clerk for the term beginning May 2021. Roll Call #17: Ayes:Trustees Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. Council Member Hix left the meeting. 20-9023 Trustee Andersen moved,seconded by Trustee Cox,to approve Ordinance 20-04 on final reading setting the salary for the Township Trustees for the terms beginning May 2021. Roll Call #18: Ayes:Trustees Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 6. Nays:None Absent:Trustee Hix, 1. Chairman declared motion carried. 20-9024 Trustee Dennis moved,seconded by Trustee Hillery,to approve Town bills and warrants be drawn in payment of same. Fund Title Amount Town Fund $1,499.28 General Assistance Fund $3,473.26 IMRF Fund $2,606.69 Social Security/Medicare Fund $2,455.37 Liability Fund Audit Fund Total $10,034.60 Roll Call #19: October 5, 2020 Page 6 of 8 Ayes:Trustees Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 6. Nays:None Absent:Trustee Hix, 1. Chairman declared motion carried. Council Member Hix rejoined the meeting. Trustee Allen moved,seconded by Trustee Cox,to resume sitting as the City Council.The motion carried by voice vote. CLOSING COMMENTS Council member Allen encouraged the public to stay diligent in social distancing,wearing masks and being careful. He wished everyone well and hoped for a better 2021. Council Member Schwartzman agreed with Council Member Allen about the virus and asked citizens to stay safe.He added that he appreciated Galesburg United being at the meeting tonight and appreciates any citizen input. Council Member Andersen also thanked those in attendance and Galesburg United for the information. Council Member Hillery also expressed her appreciation for the information from Galesburg United. Council Member Hix thanked Chief Idle and Police Officers Carr and Carpenter for the recent ride-along.He stated that it was informative and eye opening.He also reported that he and City staff met regarding the proposed Nuisance Ordinance and they are working on bringing it to Council for consideration soon. Mayor Pritchard thanked Courtney Wallace for attending the meeting and distributing information.He plans to talk with her after the meeting or in the near future.He also added that the COVID virus is still here and that Knox County cases have been on the rise.He urged citizens to wear a mask,wash their hands,keep a social distance from others,and stay home if they feel ill. He feels we will all persevere if we remain cautious. There being no further business,Council Member Cox moved,seconded by Council Member Dennis, to adjourn the regular meeting at 6:07 p.m. Roll Call #20: Ayes:Council Members Hix, Dennis, Hillery, Andersen, Schwartzman, Allen, and Cox, 7. Nays:None Absent:None Chairman declared motion carried. October 5, 2020 Page 7 of 8 John Pritchard, Mayor Kelli R. Bennewitz, City Clerk October 5, 2020 Page 8 of 8 WHEREAS, Pilot International was founded in Macon, Georgia, in October, 1921, when a group of civic-minded business leaders established an international service organization; and WHEREAS, The founding members combined their diverse talents in “friendship and service” to improve the quality of life in communities throughout the world; and WHEREAS, Pilot International is comprised of 305 clubs and over 5,800 members worldwide; and WHEREAS, Members of Pilot International strive to further the organization’s humanitarian efforts through scholarships and grants to support research, education, and community caregiving programs; and WHEREAS, Pilot International is committed to service in areas of, brain safety and health and supporting those who care for others; and WHEREAS, Pilot International partners with Project Lifesaver and other respected service organizations to promote awareness for injury prevention and care of those in need; and WHEREAS, Pilot International fosters volunteerism in more than 6,500 young people worldwide through its sponsorship of Anchor and Compass Clubs; and WHEREAS, Pilot International has been true to its mission to serve communities throughout the world for almost 100 years and the Pilot Club of Galesburg has served Galesburg, Illinois, for more than 67 years; now NOW THEREFORE, I, John Pritchard, Mayor of the City of Galesburg, Illinois, recognize the achievements and contributions of this worldwide organization, its clubs and members, and recognize their anniversary by proclaiming October 18 - 24, 2020, as “PILOT INTERNATIONAL FOUNDERS WEEK” Dated this 19th day of October 2020. _______________________________________ Mayor John Pritchard ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: AJG Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER OCTOBER 19, 2020 AGENDA ITEM: Funding Resolution for the Illinois Transportation Enhancement Program (ITEP) grant application for the Simmons Street Historic Brick Street Restoration project from Cherry Street to Seminary Street. SUMMARY RECOMMENDATION: The City Manager, Director of Public Works and City Engineer recommend approval of authorizing city funds as a match for an ITEP grant application for the Simmons Street Historic Brick Street Restoration project from Cherry Street to Seminary Street. BACKGROUND: The Illinois Department of Transportation (IDOT) is accepting applications for the ITEP Grant. The ITEP program is competitive and provides funding for community based projects that expand travel choices and enhance transportation experience by improving cultural, historic, aesthetic and environmental aspects of our transportation infrastructure. The City, as project sponsor, would receive up to 80 percent reimbursement up to a maximum of $2,000,000 for eligible project costs related to construction and engineering. The remaining project costs are the responsibility of the City. The project must qualify in one of nine eligible categories listed in the ITEP Guidelines Manual and the project must relate to surface transportation to be eligible for funding. The proposed Simmons Street project has elements meeting the criteria for two of the nine categories including Streetscapes and Historic Preservation and Rehabilitation of Historic Transportation Facilities. The Simmons Street corridor is located within the Galesburg Historic District which is recognized in the National Register of Historic Districts. As part of the reconstruction project, it is planned to restore Simmons Street to a brick street as outlined in the Design Development of Downtown Public Spaces plan completed in 2016 and approved by City Council. The project would also incorporate other streetscape elements outlined in the plan for the Simmons Street corridor. The total project cost, including engineering and construction, is estimated at $3,171,400, with grant funded portion being $2,000,000 and the City’s share being $1,171,400. Project award announcements would be made sometime next year. If awarded, preliminary engineering work would be done in 2021 and 2022 with anticipated construction starting in the spring of 2023. BUDGET IMPACT: The City’s share of the project, estimated at $1,171,400, is planned to be funded through the use of Rebuild Illinois Bond Funds and TIF IV funds and will be included in the future budget. SUPPORTING DOCUMENTS: 1. Funding Resolution 2.Local Assurance Form 20-2024 RESOLUTION NO.____________ WHEREAS, the corporate authorities of the City of Galesburg, Illinois believe that the Simmons Street Historic Brick Street Restoration project is in the interest of the citizens of Galesburg; and WHEREAS, City of Galesburg and Knox County, Illinois are eligible to apply for a Transportation Enhancement Grant from the State of Illinois for the purpose of the restoration of Simmons Street to an historic brick street; and WHEREAS, the preliminary estimate of the total cost of the project is $3,171,400.00; and WHEREAS, the City of Galesburg’s share of the total cost of the project is estimated to be $1,171,400.00; NOW THEREFORE, BE IT RESOLVED BY THE CORPORATE AUTHORITIES OF THE CITY OF GALESBURG, ILLINOIS: The City of Galesburg supports the application by the City of Galesburg for the Transportation Enhancement Grant referred to above, and will contribute its share to the Simmons Street Historic Brick Street Restoration project in the event the grant application is approved. Approved this _19th_ day of _ October _, 20_20_, by a roll call vote as follows: Roll Call #:_________________ Ayes:__________________________________________________________________________ _______________________________________________________________________________ Nays:__________________________________________________________________________ ______________________________________________________________________________ Absent:________________________________________________________________________ ____________________________________ John Pritchard, Mayor ATTEST: ___________________________________ Kelli R. Bennewitz, City Clerk Local Assurance PRO 2245 (Rev. 04/13/20)Printed 10/14/20 This page must be signed by a representative of the local sponsoring agency in order for the project to be considered for funding The project sponsor certifies that it is willing and able to manage, maintain, and operate the project as a highway authority eligible to receive federal funding. The project sponsor possesses legal authority to nominate the transportation enhancement project and to finance, acquire, and construct the proposed project. The sponsor authorizes the nomination of the transportation enhancement project, including all assurances contained therein. The sponsor authorizes the person identified below as the official project representative to act in connection with the nomination and to provide such additional information as may be required. The project sponsor affirms that, if selected, the project will commence within the time periods defined by the Sunset Clause (refer to Section J of the ITEP Guidelines Manual) and in accordance with departmental policies. I certify that the information contained in this transportation enhancement application, including attachments, is accurate and that I have read and understand the information and agree to the assurances on this form. Name John Pritchard Title Mayor Signature Date Name of Sponsoring Agency City of Galesburg COUNCIL LETTER CITY OF GALESBURG OCTOBER 19, 2020 AGENDA ITEM:Resolution of commitment to provide a match for an Illinois Transportation Enhancement Program grant. SUMMARY RECOMMENDATION:The City Manager and the Director of Parks and Recreation recommend approval authorizing City funds as a match for an Illinois Transportation Enhancement Program (ITEP) grant application for a shared use path along South Lake Storey Road. BACKGROUND:The City Council approved the submission of an ITEP Grant for the South Lake Storey Road path in January 2019. If approved, the City would be required to provide a twenty percent local match. BUDGET IMPACT:The City’s share of this project is estimated to be $555,430 and will be funded through the Capital Utility Tax. Funding for this project has been carried forward from 2019 and will continue to be carried forward until the grant is either awarded or rejected. SUPPORTING DOCUMENTS: 1.Resolution Prepared by: KRB Page 1 of 1 20-2025 RESOLUTION NO. WHEREAS,the City of Galesburg hereby expresses its support for the grant application for the Illinois Transportation Enhancement Program (ITEP)for the purpose of constructing a shared use path along South Lake Storey Road; and WHEREAS,this path will connect with the existing path and complete a full loop around Lake Storey totally just over five miles; and WHEREAS,this path will promote alternate forms of transportation to and from Carl Sandburg Community College in a dedicated and safe path environment; and WHEREAS,the corporate authorities of the City of Galesburg,Illinois,believe that the shared use path project is in the interest of the citizens of Galesburg; and WHEREAS,the City of Galesburg recognizes the ITEP grant requires a twenty (20) percent local match and has secured the matching funds in the amount of $555,430. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS The City of Galesburg supports the application for the Transportation Enhancement Grant referred to above and will contribute its share to the shared use path project in the event the grant application is approved. Approved this day of October 2020 by a roll call vote as follows: Roll Call #: Ayes: Nays: Absent: John Pritchard, Mayor ATTEST: Kelli R. Bennewitz, City Clerk ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by WEC Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG OCTOBER 19, 2020 AGENDA ITEM: Donation of City’s half interest in 37 old Snowflake Christmas Lights to the City of Abingdon, IL SUMMARY RECOMMENDATION: The City Manager recommends that the City Council approve the donation of the City’s half interest in 37 old Snowflake Christmas Lights to the City of Abingdon, IL. BACKGROUND: In 2010, the City and the Galesburg Downtown Council split the cost of 37 five-foot LED snowflakes to be utilized in the downtown as holiday decorations. The snowflakes hang on the light poles on Main Street. The City paid a total of $5,476 from TIF 1 and TIF 4, which was half of the total cost. The lights have dimmed over the years and they are no longer of use for the City or the Downtown Council and new lights will be installed downtown this year. The Downtown Council met 10/14/2020 and agreed to donate their half interest in the lights to a nearby smaller municipality who might want to still use the lights. They reached out to the City of Abingdon and they said they are interested in the lights. The Downtown Council has requested that the City of Galesburg agree to donate the City’s half interest in the snowflakes to Abingdon. The donation of the snowflake lights would be appreciated by the City of Abingdon during these financially challenging times. BUDGET IMPACT: There would be no budget impact for this donation. SUPPORTING DOCUMENTS: 20-4078 ____________________________________________________________________________________________ Prepared by: WEC Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG OCTOBER 19, 2020 AGENDA ITEM: Approval of purchase of Geomelt products for the 2020-2021 winter season. SUMMARY RECOMMENDATION: The City Manager, Director of Public Works and Purchasing Agent recommend the approval of the purchase of the Geomelt products: Geomelt 55, EcoSalt, and Bio-AG64 from SNI Solutions as needed for the 2020-2021 winter season at the quoted prices. BACKGROUND: Geomelt, EcoSalt, and Bio-AG64 are exclusively supplied to our area by SNI Solutions from Geneseo. There are no comparable products on the market and the City has had good experience in the past utilizing the Geomelt and Ecosalt products. The Street Division utilizes the product, Bio-AG64, which mainly uses Geomelt 55 but has additives in order to allow it to work at even colder temperatures. This product has performed well and will be the primary product utilized this year. The product is mixed with rock salt and then is applied to the roadways. It coats the salt and makes it less corrosive to vehicles, equipment and the roadway infrastructure. The Bio-AG64 coating makes the salt tacky which helps the salt stick to the roadway and reduces “bounce” of the salt off the road into the surrounding terraces. Use of the product results in safer streets, less corrosion of our trucks and equipment, vehicles using the streets, and of roadways and bridges. The Geomelt product quoted price for 2020-2021 is $1.90/gallon delivered and the Bio-AG64 is $2.00/gallon delivered, which are both the $0.05/gallon more than last year. It is estimated that the City will use approximately 9,000 gallons over the course of a year. The EcoSalt product is quoted at $8.50 per bag which is the same price that was quoted for the last four winter seasons. The EcoSalt is used for sidewalk areas where road salt cannot be applied. The product contains a corrosion inhibiter and is an environmentally friendly material. It is used around City facilities as well as on sidewalks for some overpass bridges. BUDGET IMPACT: There are sufficient funds budgeted in the City Gas Tax Fund for this material. SUPPORTING DOCUMENTS: 1.Price Quote Letter from SNI 20-4079 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: GPO Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG OCTOBER 19, 2020 AGENDA ITEM: Annual approval of updated investment policy. SUMMARY RECOMMENDATION: The City Manager and Director of Finance and Information Systems recommend City Council to approve the updated investment policy. BACKGROUND: In an effort to ensure the Investment Policy is kept current and in compliance with State law, the City’s Investment Policy is being presented to City Council for its annual review. The annual review is conducted subsequent to audit fieldwork and includes a review of the current investment policy. A sound investment policy helps to ensure the return on investments is maximized while considering safety and liquidity. Investment earnings are used to help cover yearly operating expenses in many of the funds. The City’s investment portfolio includes reserve funds and funds that are earmarked for legal reasons or funds earmarked for planning reasons. After review of the current Investment Policy, there is only one minor recommendation on page 7, under the Competitive Bid section, it is recommended that if the holding bank of a maturing certificate of deposit is offering a competitive rollover interest rate, the certificate of deposit can be rolled over to a new maturity date without a competitive bid. This practice allows an efficient approach to allow the portfolio to remain diverse. BUDGET IMPACT: Review of the Investment Policy ensures that standards and procedures are updated on an annual basis. SUPPORTING DOCUMENTS: 1.Red-lined Investment Policy 20-4080 Investment Policy—Red-Lined Finance Department 55 West Tompkins Street Galesburg, IL 61401 Approved by City Council on October 19, 2020 CITY OF GALESBURG Illinois, USA ________________________________________________________________________________________________________________________________________________________________________________________ Page 1 Approved: October 19, 2020June 3, 2019 TABLE OF CONTENTS POLICY STATEMENT ........................................................................................................... 2 SCOPE ...................................................................................................................................... 2 OBJECTIVE ............................................................................................................................. 2 Safety ..................................................................................................................................... 2 Credit Risk ............................................................................................................................. 2 Interest Rate Risk .................................................................................................................. 3 Liquidity ................................................................................................................................ 3 Yield ...................................................................................................................................... 3 STANDARDS OF CARE ......................................................................................................... 3 Prudence ................................................................................................................................ 3 Ethics and Conflicts of Interest ............................................................................................. 4 Delegation of Authority ......................................................................................................... 4 SAFEKEEPING AND CUSTODY .......................................................................................... 4 Authorized Financial Dealers and Institutions ...................................................................... 4 Internal Controls .................................................................................................................... 5 Delivery vs. Payment ............................................................................................................. 5 SUITABLE INVESTMENTS .................................................................................................. 5 Investment Types ................................................................................................................... 5 Collateralization..................................................................................................................... 6 Repurchase Agreements ........................................................................................................ 6 INVESTMENT PARAMETERS ............................................................................................. 7 Diversification ....................................................................................................................... 7 Maximum Maturities ............................................................................................................. 7 Competitive Bid ..................................................................................................................... 7 REPORTING ............................................................................................................................ 7 Methods ................................................................................................................................. 7 Performance ........................................................................................................................... 8 POLICY CONSIDERATIONS ................................................................................................ 8 Exemptions ............................................................................................................................ 8 Amendments .......................................................................................................................... 8 ATTACHMENTS ..................................................................................................................... 8 ADOPTION .............................................................................................................................. 8 LIST OF AUTHORIZED PERSONNEL ................................................................................. 9 GLOSSARY OF CASH MANAGEMENT TERMS ............................................................. 10 AUTHORIZED FINANCIAL DEALERS INVESTMENT POLICY ACCEPTANCE ........ 18 ________________________________________________________________________________________________________________________________________________________________________________________ Page 2 Approved: October 19, 2020June 3, 2019 CITY OF GALESBURG, ILLINOIS INVESTMENT POLICY POLICY STATEMENT It is the policy of the City of Galesburg to invest public funds in a manner which will provide the highest investment return with the maximum security while meeting the daily cash flow demands of the City and conforming to all state and local statutes governing the investment of public funds. SCOPE The investment policy applies to all investment transactions and activities of the City except for the Police Pension Fund and the Fire Pension Fund, which are subject to the order of the Board of Trustees of each respective fund. All financial assets of current funds, and other funds that may be created from time to time, shall be administered in accordance with the provisions of this policy. The Board of Trustees of the Galesburg Public Library may establish a separate investment policy to govern the investment activities of the City’s Public Library Fund and any special revenue, debt service, or capital projects funds that the City may create specifically for the Library’s benefit, subject to the approval of the City Council. In the absence of a separate, validly approved investment policy for the Library funds, this policy shall govern the investment activities of the Library. OBJECTIVE The primary objective, in priority order of the City of Galesburg investment activities shall be safety, credit risk, liquidity and yield. Safety Safety of principal is the foremost objective of the City. Investments of the City shall be undertaken in a manner that seeks to insure the preservation of capital in the portfolio. Credit Risk Credit Risk is the risk of loss due to the failure of the security issuer or backer. Credit risk may be mitigated by: • Limiting investments to the safest types of securities • Pre-qualifying the financial institutions, broker/dealers and advisors with which an entity will do business, and • Diversifying the investment portfolio so that potential losses on individual securities will be minimized. ________________________________________________________________________________________________________________________________________________________________________________________ Page 3 Approved: October 19, 2020June 3, 2019 Interest Rate Risk Interest rate risk is the risk that the market value of securities in the portfolio will fall due to changes in general interest rates. Interest rate risk may be mitigated by: • Structuring the investment portfolio so that securities mature to meet cash requirements for ongoing operations, thereby avoiding the need to sell securities on the open market prior to maturity, and • By investing operating funds primarily in shorter-term securities Liquidity The investment portfolio shall remain sufficiently liquid to meet all operating requirements that may be reasonably anticipated. This is accomplished by structuring the portfolio so that securities mature concurrent with cash need to meet anticipated demands (static liquidity). Furthermore, since all possible cash demands cannot be anticipated, the portfolio should consist largely of securities with active secondary or resale markets (dynamic liquidity). A portion of the portfolio also may be placed in money market mutual funds or Council approved local government investment pools, which offers same-day liquidity for short-term funds. Yield The City’s investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the City’s risk constraints and liquidity needs. The core of investments is limited to relatively low risk securities in anticipation of earning a fair return relative to the risk being assumed. Securities shall not be sold prior to maturity with the following exceptions: 1) a declining credit security could be sold early to minimize loss of principal; 2) a security swap would improve the quality yield, or target duration in the portfolio; or 3) liquidity needs of the portfolio require that the security be sold STANDARDS OF CARE Prudence The standard of prudence to be used in the investment function shall be the “Prudent Person” standard and shall be applied in the context of managing the overall portfolio. This standard states “Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion, and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the expected income to be derived.” The Investment Officer and those delegated with investment authority under this policy, when acting in accordance with the written procedures and this policy, and in accord with the Prudent Person Rule, shall be relieved of personal responsibility and liability in the management of the portfolio. ________________________________________________________________________________________________________________________________________________________________________________________ Page 4 Approved: October 19, 2020June 3, 2019 Ethics and Conflicts of Interest Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment program, or that could impair their ability to make impartial decisions. Delegation of Authority Authority to manage the City of Galesburg’s investment program is granted to the Director of Finance and derived from the state statutes. The Director of Finance is designated as the Investment Officer and is responsible for investment management decisions and activities. All participants in the investment process shall seek to act responsibly as custodians of the public trust. The Investment Officer shall develop and maintain written administrative procedures for the operation of the investment program, which are consistent with this investment policy. Procedures will include reference to selection of broker/dealers and financial institutions, safekeeping, repurchase agreements, wire transfer agreements, banking services contracts, and other investment related activities. The Investment Officer shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of subordinate officials and staff. The Investment Officer shall designate the Senior Accountant as a liaison/deputy in the event circumstances require timely action and the Investment Officer is not available. No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the Investment Officer. SAFEKEEPING AND CUSTODY Authorized Financial Dealers and Institutions A list will be maintained of financial institutions authorized to provide investment services. In addition, a list will also be maintained, by the Investment Officer, of approved security brokers/dealers selected by creditworthiness. No public deposit shall be made except to a qualified public depository as established by the state statutes. The Investment Officer may approve a broker or dealer to sell securities to the City if the broker or dealer meets the following criteria: • Provides audited financial statements for the past three fiscal years. • Provides proof of membership in the Securities Investor Protection Corporation. • Provides proof of registration with the Securities and Exchange Commission. • Provides proof of membership in a self-regulatory organization such as the National Association of Securities Dealers, the Financial Industry Regulatory Authority or the New York Stock Exchange. • Provides proof of state registration. • Has been in operation for at least 10 years, or in the case of broker/dealer companies that have been created as result of mergers or acquisitions, have a substantial operating history. ________________________________________________________________________________________________________________________________________________________________________________________ Page 5 Approved: October 19, 2020June 3, 2019 Once a broker/dealer is approved to sell securities to the City, the broker/dealer must continue to provide its most current audited annual financial statements along with the submission of the annually completed and signed “Authorized Financial Dealers Investment Policy Acceptance” form. All security brokers/dealers with whom the City transacts business will be provided a copy of this Investment Policy. All security broker/dealers will provide the City with certification of having read and understood and agreeing to comply with the City’s investment policy. An annual review of the registration of qualified broker/dealers will be conducted by the Director of Finance. Internal Controls The Investment Officer is responsible for establishing and maintaining an internal control structure designed to ensure that assets of the City are protected from loss, theft or misuse. The controls shall be designed to ensure that the assets of the entity are protected from loss, theft or misuse. The internal control structure shall be designed to provide reasonable assurance that these objectives are met. The concept of reasonable assurance recognized that (1) the cost of a control should not exceed the benefits likely to be derived and (2) the valuation of costs and benefits require estimates and judgments by management. Accordingly, the Director of Finance shall establish a process for an annual review by an external independent review by the City’s independent auditor to assure compliance with policies and procedures. The internal controls shall address the following points: • Control of collusion • Separation of transaction authority from accounting and recordkeeping • Custodial safekeeping • Avoidance of physical delivery securities • Clear delegation of authority to subordinate staff members • Written confirmation of transactions for investments and wire transfers • Development of a wire transfer agreement with the lead bank and third-party custodian Delivery vs. Payment All security transactions, where applicable, entered into by the City, shall be conducted on a delivery-versus-payment (DVP) basis to ensure that securities are deposited in an eligible financial institution before the release of funds. SUITABLE INVESTMENTS Investment Types The City may invest in any type of security allowed for in Illinois statutes under the Public Funds Investment Act (30 ILCS 235/1) regarding the investment of public funds for home rule municipalities. With Council’s approval prior to the purchase of the following type of investment, approved investments also include an adjustment to the following section of 30 ILCS 235/1 a-1: ________________________________________________________________________________________________________________________________________________________________________________________ Page 6 Approved: October 19, 2020June 3, 2019 • With Council’s prior approval, the City may also invest in unrated bonds or debt certificates issued by any local governmental unit of the State of Illinois, of any other state, or of any political subdivision or agency of the State of Illinois or of any other state, whether the interest earned thereon is taxable or tax-exempt under federal law. The debt certificates shall be registered in the name of the City or held under a custodial agreement at a bank. If Illinois State statutes for investment of public funds approve additional types of securities, they will be eligible for investment by the City. This policy shall be amended to reflect the additional types of securities for investment and the amended version approved by the City Council. Direct specific investment parameters for the investment of public funds in Illinois are found in the Illinois State Statutes, Public Funds Investment Act 30ILCS 235. Collateralization Funds on deposit in excess of FDIC or SIPC limits must be secured by some form of collateral, witnessed by a written agreement. The amount of collateral provided will not be less than 100 percent of the fair market value of the net amount of public funds secured. Collateral shall be either in the form of securities specifically pledged to and held in the City’s name and held in safekeeping by an independent third party custodian designated by the City Council, such as a trust institution, or a Federal Reserve Bank and evidenced by a safekeeping agreement which complies with the Uniform Commercial Code (UCC) requirement for control, or in the form of an original Federal Home Loan Bank irrevocable Letter of Credit issued to the City of Galesburg or an agent of the City of Galesburg equal to 100 percent of the fair market value of the net amount of public funds secured. The custodian may not be owned or controlled by the depository institution or its holding company unless it is a separately operated trust institution. The UCC states that the depositor does not have a perfected interest in a security unless the depositor controls it. Control means that swaps, sales, and transfers cannot occur without the depositor’s written approval. A detail monthly statement listing a description of securities pledged and held in safekeeping must be provided to the City. The City will accept any of the following securities as collateral: • Negotiable obligations of the United States Government; or • Negotiable obligations of any agency or instrumentality of the United States Government guaranteed by the full faith and credit of the United States Government; or • Negotiable obligations of the State of Illinois Substitutions of collateral should meet the requirements of the collateral agreement, be approved in writing prior to release, and the collateral should not be released until the replacement collateral has been received. Repurchase Agreements Repurchase agreements shall be consistent with GFOA Recommended Practices on Repurchase Agreements. ________________________________________________________________________________________________________________________________________________________________________________________ Page 7 Approved: October 19, 2020June 3, 2019 INVESTMENT PARAMETERS Diversification The investments shall be diversified by: • Limiting investments to avoid overconcentration in securities from a specific issuer or business sector (excluding U.S. Treasury securities or investments federally insured such as with FDIC), • Limiting investment securities that have higher credit risks, • Investing in securities with varying maturities and • Continuously investing with a portion of the portfolio in readily available funds such as local government investment pools, money market or overnight repurchase agreements to ensure that appropriate liquidity is maintained in order to meet ongoing obligations. Maximum Maturities To the extent possible, the City will attempt to match its investments with anticipated cash flow requirements. We recognize that there is a permanent part of the portfolio, and when the increase in return for extending maturities is compelling, the Director of Finance may consider extending a segment of the portfolio into longer-term maturities. The maximum maturity for City investments shall be ten (10) years. The average maturity of the total portfolio shall not exceed five (5) years. Because of inherent difficulties in accurately forecasting cash flow requirements, a portion of the portfolio should be continuously invested in readily available funds such as local government investment pools, money market funds, or overnight repurchase agreements to ensure that appropriate liquidity is maintained to meet ongoing obligations. Competitive Bid A competitive “bid” shall be conducted, except for funds placed in local government investment pools and/or approved savings accounts or, when the City directly invests surplus funds in investment instruments. If the holding bank of a maturing certificate of deposit is offering a competitive rollover interest rate, the certificate of deposit can be rolled over to a new maturity date without a competitive bid. REPORTING Methods The Investment Officer shall submit quarterly reports to the City Manager and the City Council containing sufficient information to permit an informed outside reader to evaluate the performance of the investment program. The report should summarize investment securities held at the end of the reporting period, maturities, returns, percentage of the portfolio which each type of investment represents or other factors of importance. The market value of the portfolio shall be included within the quarterly reports. ________________________________________________________________________________________________________________________________________________________________________________________ Page 8 Approved: October 19, 2020June 3, 2019 Performance The investment portfolio will be managed in accordance with the parameters specified within this policy. The portfolio, taking into account the City’s investment constraints and cash flow needs, should obtain a comparable rate of return during a market/economic environment of stable interest rates. A series of appropriate benchmarks shall be established against which portfolio performance shall be compared on a regular basis. POLICY CONSIDERATIONS Exemptions Any investment currently held that does not meet the guidelines of this policy shall be exempted from the requirements of this policy. At maturity or liquidation, such monies shall be reinvested only as provided by this policy. Amendments This policy shall be reviewed on an annual basis. Any changes must be approved by the Director of Finance and any other appropriate authority, as well as the individual(s) charged with maintaining internal controls. ATTACHMENTS The following documents, as applicable, are attached to this policy: 1. List of authorized personnel 2. Glossary of Terms 3. Authorized Financial Dealers Investment Policy Acceptance ADOPTION The City’s investment policy shall be adopted by the City Council. The Investment Officer, City Manager and City Council shall review the policy on an annual basis. The investment policy is available in the City Clerk’s office at City Hall, 55 West Tompkins Street, Galesburg, IL. This policy supersedes all prior investment policies. ________________________________________________________________________________________________________________________________________________________________________________________ Page 9 Approved: October 19, 2020June 3, 2019 LIST OF AUTHORIZED PERSONNEL Investment Officer/Signer Gloria Osborn, Director of Finance & Information Systems Authorized Signer/Safekeeping Receipts [CDs] John Pritchard, Mayor Kelli Bennewitz; City Clerk Gloria Osborn, Director of Finance Bobbi Chockley, Senior Accountant Todd Thompson, City Manager Liaison Investment Officer Bobbi Chockley, Senior Accountant Secretary Kelli Bennewitz, City Clerk Third Party Trust Custodian Farmers & Mechanics Bank ________________________________________________________________________________________________________________________________________________________________________________________ Page 10 Approved: October 19, 2020June 3, 2019 GLOSSARY OF CASH MANAGEMENT TERMS The following is a glossary of key investing terms, many of which appear in the Investment Policy. This glossary has been adapted from an article, entitled "Investment terms for everyday use," that appeared in the April 5, 1996, issue of Public Investor, GFOA's subscription investment newsletter. Accrued Interest - The accumulated interest due on a bond as of the last interest payment made by the issuer. Agency - A debt security issued by a federal or federally sponsored agency. Federal agencies are backed by the full faith and credit of the U.S. Government. Federally sponsored agencies (FSAs) are backed by each particular agency with a market perception that there is an implicit government guarantee. An example of federal agency is the Government National Mortgage Association (GNMA). An example of a FSA is the Federal National Mortgage Association (FNMA). Amortization - The systematic reduction of the amount owed on a debt issue through periodic payments of principal. Average Life - The average length of time that an issue of serial bonds and/or term bonds with a mandatory sinking fund feature is expected to be outstanding. Basis Point - A unit of measurement used in the valuation of fixed-income securities equal to 1/100 of 1 percent of yield, e.g., "1/4" of 1 percent is equal to 25 basis points. Bid - The indicated price at which a buyer is willing to purchase a security or commodity. Book Value - The value at which a security is carried on the inventory lists or other financial records of an investor. The book value may differ significantly from the security's current value in the market. Callable Bond - A bond issue in which all or part of its outstanding principal amount may be redeemed before maturity by the issuer under specified conditions. Call Price - The price at which an issuer may redeem a bond prior to maturity. The price is usually at a slight premium to the bond's original issue price to compensate the holder for loss of income and ownership. Call Risk - The risk to a bondholder that a bond may be redeemed prior to maturity. Cash Sale/Purchase - A transaction which calls for delivery and payment of securities on the same day that the transaction is initiated. ________________________________________________________________________________________________________________________________________________________________________________________ Page 11 Approved: October 19, 2020June 3, 2019 Collateralization - Process by which a borrower pledges securities, property, or other deposits for the purpose of securing the repayment of a loan and/or security. Commercial Paper - An unsecured short-term promissory note issued by corporations, with maturities ranging from 2 to 270 days. Convexity - A measure of a bond's price sensitivity to changing interest rates. A high convexity indicates greater sensitivity of a bond's price to interest rate changes. Coupon Rate - The annual rate of interest received by an investor from the issuer of certain types of fixed-income securities. Also known as the "interest rate." Credit Quality - The measurement of the financial strength of a bond issuer. This measurement helps an investor to understand an issuer's ability to make timely interest payments and repay the loan principal upon maturity. Generally, the higher the credit quality of a bond issuer, the lower the interest rate paid by the issuer because the risk of default is lower. Credit quality ratings are provided by nationally recognized rating agencies. Credit Risk - The risk to an investor that an issuer will default in the payment of interest and/or principal on a security. Current Yield (Current Return) - A yield calculation determined by dividing the annual interest received on a security by the current market price of that security. Delivery Versus Payment (DVP) - A type of securities transaction in which the purchaser pays for the securities when they are delivered either to the purchaser or his/her custodian. Derivative Security - Financial instrument created from, or whose value depends upon, one or more underlying assets or indexes of asset values. Discount - The amount by which the par value of a security exceeds the price paid for the security. Diversification - A process of investing assets among a range of security types by sector, maturity, and quality rating. Duration - A measure of the timing of the cash flows, such as the interest payments and the principal repayment, to be received from a given fixed-income security. This calculation is based on three variables: term to maturity, coupon rate, and yield to maturity. The duration of a security is a useful indicator of its price volatility for given changes in interest rates. Fair Value - The amount at which an investment could be exchanged in a current transaction between willing parties, other than in a forced or liquidation sale. ________________________________________________________________________________________________________________________________________________________________________________________ Page 12 Approved: October 19, 2020June 3, 2019 Federal Funds (Fed Funds) - Funds placed in Federal Reserve banks by depository institutions in excess of current reserve requirements. These depository institutions may lend fed funds to each other overnight or on a longer basis. They may also transfer funds among each other on a same- day basis through the Federal Reserve banking system. Fed funds are considered to be immediately available funds. Federal Funds Rate - Interest rate charged by one institution lending federal funds to the other. Government Securities - An obligation of the U.S. government, backed by the full faith and credit of the government. These securities are regarded as the highest quality of investment securities available in the U.S. securities market. See "Treasury Bills, Notes, and Bonds." Interest Rate - See "Coupon Rate." Interest Rate Risk - The risk associated with declines or rises in interest rates which cause an investment in a fixed-income security to increase or decrease in value. Internal Controls - An internal control structure designed to ensure that the assets of the entity are protected from loss, theft, or misuse. The internal control structure is designed to provide reasonable assurance that these objectives are met. The concept of reasonable assurance recognizes that 1) the cost of a control should not exceed the benefits likely to be derived and 2) the valuation of costs and benefits requires estimates and judgments by management. Internal controls should address the following points: 1. Control of collusion - Collusion is a situation where two or more employees are working in conjunction to defraud their employer. 2. Separation of transaction authority from accounting and record keeping - By separating the person who authorizes or performs the transaction from the people who record or otherwise account for the transaction, a separation of duties is achieved. 3. Custodial safekeeping - Securities purchased from any bank or dealer including appropriate collateral (as defined by state law) shall be placed with an independent third party for custodial safekeeping. 4. Avoidance of physical delivery securities - Book-entry securities are much easier to transfer and account for since actual delivery of a document never takes place. Delivered securities must be properly safeguarded against loss or destruction. The potential for fraud and loss increases with physically delivered securities. 5. Clear delegation of authority to subordinate staff members - Subordinate staff members must have a clear understanding of their authority and responsibilities to avoid improper actions. Clear delegation of authority also preserves the internal control structure that is contingent on the various staff positions and their respective responsibilities. 6. Written confirmation of transactions for investments and wire transfers - Due to the potential for error and improprieties arising from telephone and electronic transactions, all ________________________________________________________________________________________________________________________________________________________________________________________ Page 13 Approved: October 19, 2020June 3, 2019 transactions should be supported by written communications and approved by the appropriate person. Written communications may be via fax if on letterhead and if the safekeeping institution has a list of authorized signatures. 7. Development of a wire transfer agreement with the lead bank and third-party custodian - The designated official should ensure that an agreement will be entered into and will address the following points: controls, security provisions, and responsibilities of each party making and receiving wire transfers. Inverted Yield Curve - A chart formation that illustrates long-term securities having lower yields than short-term securities. This configuration usually occurs during periods of high inflation coupled with low levels of confidence in the economy and a restrictive monetary policy. Investment Company Act of 1940- Federal legislation which sets the standards by which investment companies, such as mutual funds, are regulated in the areas of advertising, promotion, performance reporting requirements, and securities valuations. Investment Policy - A concise and clear statement of the objectives and parameters formulated by an investor or investment manager for a portfolio of investment securities. Investment-grade Obligations - An investment instrument suitable for purchase by institutional investors under the prudent person rule. Investment-grade is restricted to those obligations rated BBB or higher by a rating agency. Liquidity - An asset that can be converted easily and quickly into cash. Local Government Investment Pool (LGIP) - An investment by local governments in which their money is pooled as a method for managing local funds. Mark-to-market - The process whereby the book value or collateral value of a security is adjusted to reflect its current market value. Market Risk - The risk that the value of a security will rise or decline as a result of changes in market conditions. Market Value - Current market price of a security. Maturity - The date on which payment of a financial obligation is due. The final stated maturity is the date on which the issuer must retire a bond and pay the face value to the bondholder. See "Weighted Average Maturity." Money Market Mutual Fund - Mutual funds that invest solely in money market instruments (short-term debt instruments, such as Treasury bills, commercial paper, bankers' acceptances, repos and federal funds). ________________________________________________________________________________________________________________________________________________________________________________________ Page 14 Approved: October 19, 2020June 3, 2019 Mutual Fund - An investment company that pools money and can invest in a variety of securities, including fixed-income securities and money market instruments. Mutual funds are regulated by the Investment Company Act of 1940 and must abide by the following Securities and Exchange Commission (SEC) disclosure guidelines: 1. Report standardized performance calculations. 2. Disseminate timely and accurate information regarding the fund's holdings, performance, management and general investment policy. 3. Have the fund's investment policies and activities supervised by a board of trustees, which are independent of the adviser, administrator or other vendor of the fund. 4. Maintain the daily liquidity of the fund's shares. 5. Value their portfolios on a daily basis. 6. Have all individuals who sells SEC-registered products licensed with a self-regulating organization (SRO) such as the National Association of Securities Dealers (NASD). 7. Have an investment policy governed by a prospectus which is updated and filed by the SEC annually. Mutual Fund Statistical Services - Companies that track and rate mutual funds, e.g., IBC/Donoghue, Lipper Analytical Services, and Morningstar. National Association of Securities Dealers (NASD) - A self-regulatory organization (SRO) of brokers and dealers in the over-the-counter securities business. Its regulatory mandate includes authority over firms that distribute mutual fund shares as well as other securities. Net Asset Value - The market value of one share of an investment company, such as a mutual fund. This figure is calculated by totaling a fund's assets which includes securities, cash, and any accrued earnings, subtracting this from the fund's liabilities and dividing this total by the number of shares outstanding. This is calculated once a day based on the closing price for each security in the fund's portfolio. (See below.) [(Total assets) - (Liabilities)]/(Number of shares outstanding) No Load Fund - A mutual fund which does not levy a sales charge on the purchase of its shares. Nominal Yield - The stated rate of interest that a bond pays its current owner, based on par value of the security. It is also known as the "coupon," "coupon rate," or "interest rate." Offer - An indicated price at which market participants are willing to sell a security or commodity. Also referred to as the "Ask price." Par - Face value or principal value of a bond, typically $1,000 per bond. Positive Yield Curve - A chart formation that illustrates short-term securities having lower yields than long-term securities. ________________________________________________________________________________________________________________________________________________________________________________________ Page 15 Approved: October 19, 2020June 3, 2019 Premium - The amount by which the price paid for a security exceeds the security's par value. Prime Rate - A preferred interest rate charged by commercial banks to their most creditworthy customers. Many interest rates are keyed to this rate. Principal - The face value or par value of a debt instrument. Also, may refer to the amount of capital invested in a given security. Prospectus - A legal document that must be provided to any prospective purchaser of a new securities offering registered with the SEC. This can include information on the issuer, the issuer's business, the proposed use of proceeds, the experience of the issuer's management, and certain certified financial statements. Prudent Person Rule - An investment standard outlining the fiduciary responsibilities of public funds investors relating to investment practices. Regular Way Delivery - Securities settlement that calls for delivery and payment on the third business day following the trade date (T+3); payment on a T+1 basis is currently under consideration. Mutual funds are settled on a same day basis; government securities are settled on the next business day. Reinvestment Risk - The risk that a fixed-income investor will be unable to reinvest income proceeds from a security holding at the same rate of return currently generated by that holding. Repurchase Agreement (repo or RP) - An agreement of one party to sell securities at a specified price to a second party and a simultaneous agreement of the first party to repurchase the securities at a specified price or at a specified later date. Reverse Repurchase Agreement (Reverse Repo) - An agreement of one party to purchase securities at a specified price from a second party and a simultaneous agreement by the first party to resell the securities at a specified price to the second party on demand or at a specified date. Rule 2a-7 of the Investment Company Act - Applies to all money market mutual funds and mandates such funds to maintain certain standards, including a 13- month maturity limit and a 90- day average maturity on investments, to help maintain a constant net asset value of one dollar ($1.00). Safekeeping - Holding of assets (e.g., securities) by a financial institution. Serial Bond - A bond issue, usually of a municipality, with various maturity dates scheduled at regular intervals until the entire issue is retired. ________________________________________________________________________________________________________________________________________________________________________________________ Page 16 Approved: October 19, 2020June 3, 2019 Sinking Fund - Money accumulated on a regular basis in a separate custodial account that is used to redeem debt securities or preferred stock issues. Swap - Trading one asset for another. Term Bond - Bonds comprising a large part or all of a particular issue which come due in a single maturity. The issuer usually agrees to make periodic payments into a sinking fund for mandatory redemption of term bonds before maturity. Total Return - The sum of all investment income plus changes in the capital value of the portfolio. For mutual funds, return on an investment is composed of share price appreciation plus any realized dividends or capital gains. This is calculated by taking the following components during a certain time period. (Price Appreciation) + (Dividends paid) + (Capital gains) = Total Return Treasury Bills - Short-term U.S. government non-interest bearing debt securities with maturities of no longer than one year and issued in minimum denominations of $10,000. Auctions of three- and six-month bills are weekly, while auctions of one-year bills are monthly. The yields on these bills are monitored closely in the money markets for signs of interest rate trends. Treasury Notes - Intermediate U.S. government debt securities with maturities of one to 10 years and issued in denominations ranging from $1,000 to $1 million or more. Treasury Bonds - Long-term U.S. government debt securities with maturities of ten years or longer and issued in minimum denominations of $1,000. Currently, the longest outstanding maturity for such securities is 30 years. Uniform Net Capital Rule - SEC Rule 15C3-1 outlining capital requirements for broker/dealers. Volatility - A degree of fluctuation in the price and valuation of securities. "Volatility Risk" Rating - A rating system to clearly indicate the level of volatility and other non- credit risks associated with securities and certain bond funds. The ratings for bond funds range from those that have extremely low sensitivity to changing market conditions and offer the greatest stability of the returns ("aaa" by S&P; "V-1" by Fitch) to those that are highly sensitive with currently identifiable market volatility risk ("ccc-" by S&P, "V-10" by Fitch). Weighted Average Maturity (WAM) - The average maturity of all the securities that comprise a portfolio. According to SEC rule 2a-7, the WAM for SEC registered money market mutual funds may not exceed 90 days and no one security may have a maturity that exceeds 397 days. When Issued (WI) - A conditional transaction in which an authorized new security has not been issued. All "when issued" transactions are settled when the actual security is issued. ________________________________________________________________________________________________________________________________________________________________________________________ Page 17 Approved: October 19, 2020June 3, 2019 Yield - The current rate of return on an investment security generally expressed as a percentage of the security's current price. Yield-to-call (YTC) - The rate of return an investor earns from a bond assuming the bond is redeemed (called) prior to its nominal maturity date. Yield Curve - A graphic representation that depicts the relationship at a given point in time between yields and maturity for bonds that are identical in every way except maturity. A normal yield curve may be alternatively referred to as a positive yield curve. Yield-to-maturity - The rate of return yielded by a debt security held to maturity when both interest payments and the investor's potential capital gain or loss are included in the calculation of return. Zero-coupon Securities - Security that is issued at a discount and makes no periodic interest payments. The rate of return consists of a gradual accretion of the principal of the security and is payable at par upon maturity. ________________________________________________________________________________________________________________________________________________________________________________________ Page 18 Approved: October 19, 2020June 3, 2019 AUTHORIZED FINANCIAL DEALERS INVESTMENT POLICY ACCEPTANCE I have received the investment policy approved by City Council on October 19, 2020June 3, 2019 for the City of Galesburg. I have read and understand the goals and objectives of the City’s investment program. Also, based on if I am seeking consideration to be a new broker/dealer or if I am currently an approved broker/dealer, I will include the required documentation listed below. Signature Date Print Name E-Mail Address Title Telephone Number Company Fax Number Company Address City, State, Zip Code Status Requirement Yes No Not Applicable Current If already an approved broker/dealer, ONLY include the company’s most current audited annual financial statement with this acceptance form New Been in operation for at least 10 years, or in the case of broker/dealer companies that have been created as result of mergers or acquisitions, have a substantial operating history New If this is the first time to submit acceptance form, provide audited financial statements for the past three fiscal years New Provided proof of membership in the Securities Investor Protection Corporation New Provide proof of registration with the Securities and Exchange Commission New Provide proof of membership in a self-regulatory organization such as the National Association of Securities Dealers, the Financial Industry Regulatory Authority or the New York Stock Exchange Provide proof of state registration ____________________________________________________________________________________________ Prepared by: KDB Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG OCTOBER 19, 2020 AGENDA ITEM: Approve updated purchasing policies and procedures dated October 19, 2020. SUMMARY RECOMMENDATION: The City Manager, Director of Finance & Information Systems, and Purchasing Agent recommend that the City Council approve the updated purchasing policies and procedures dated October 19, 2020. BACKGROUND: The Purchasing Policies and Procedures manual are reviewed on an annual basis by the Purchasing Agent and the Director of Finance and Information Systems. Highlights of the recommended changes this year include: •Update language for “Prequalification of Bidders and Offerors” to reflect that construction vendors or vendors providing service to the City of Galesburg shall be registered with the City Clerk’s office. •Reminding vendors to contact City Purchasing if there is a staff change due to an ever changing job market. •Update and clarification of language in change order section to read that when the original City Council approval was $100,000 or more and the change(s) result in a net increase to the project of ten percent or more an approval request must be formally submitted to the City Council. For change order increases of ten percent or more for purchase orders under $100,000, both the City Manager and the Purchasing Agent will need to review and approve prior to work being performed. •Updated Affirmative Action language to refer to City policy so that as the City Affirmative Action policy changes this document will cohesively change with it. BUDGET IMPACT: There is no budget impact for this policy update. SUPPORTING DOCUMENTS: 1.Redline draft of 10-19-20 Draft Updated Purchasing Policies & Procedures. 20-4081 Purchasing Policies & Procedures Approved by City Council - October 19. 2020 CITY OF GALESBURG Illinois, USA City of Galesburg 55 West Tompkins Street Galesburg, IL 61401 Updated 12/03/201910/19/2020 City of Galesburg Operating Under Council – Manager Government Since 1957 City Hall • 55 West Tompkins Street • Galesburg, IL 61401 • 309/343-4181 PURCHASING POLICIES AND PROCEDURES Contents PURPOSE ................................................................................................................................................... 5 Policy ...................................................................................................................................................... 5 Procedures ............................................................................................................................................... 5 POLICIES ................................................................................................................................................... 5 Responsibility for Purchasing Functions ................................................................................................ 5 Standardization of Procedures Based on Policies ................................................................................... 6 Bidders List ............................................................................................................................................. 6 Federal, State and Cooperative Programs ............................................................................................... 6 Conflict of Interest .................................................................................................................................. 6 Competitive Buying ................................................................................................................................ 7 Local Buying ........................................................................................................................................... 7 Records ................................................................................................................................................... 7 Receiving and Interviewing Salesmen .................................................................................................... 7 Correspondence with Vendors ................................................................................................................ 7 Cooperation with Department/Division Heads ....................................................................................... 7 Changes to IFB’s, RFP’s, RFQ’s, Contracts, and Purchase Orders ....................................................... 7 Systems Review ...................................................................................................................................... 8 Advantages of Centralized Procurement ................................................................................................ 8 Conflict of Regulations ........................................................................................................................... 8 Advertisement ......................................................................................................................................... 8 Waiver of Public Notice.......................................................................................................................... 8 Waiver of Competition ........................................................................................................................... 8 Unlawful Purchases ................................................................................................................................ 9 Council Prerogative ................................................................................................................................ 9 Objectives ........................................................................................................................................... 9 Buying Proper Quality ............................................................................................................................ 9 Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 2 Forms of Specifications .......................................................................................................................... 9 Products or Acceptable Brands List .................................................................................................... 9 Specification by Brand or Trade Name ............................................................................................ 10 Specification by Blueprints, Specification Sheet, or Dimension Sheet ............................................ 10 Specification by Chemical Analysis or Physical Properties. ............................................................ 10 Specification by Description of Material and Method of Manufacture ............................................ 10 Specification by Performance, Purpose of Use ................................................................................. 10 Specification by Identification with Standard Specification Known to the Trade Generally and to the Vendor............................................................................................................................................... 10 Specification by Sample ................................................................................................................... 10 Prerequisites of a Good Specification ................................................................................................... 10 Inspection as an Evaluation of Specifications ...................................................................................... 11 “Lowest and Best” Philosophy ............................................................................................................. 11 Price Monitoring ................................................................................................................................... 11 Transportation Costs ............................................................................................................................. 11 Cash Discounts...................................................................................................................................... 11 PROCEDURES......................................................................................................................................... 12 Vendor Selection Procedure ................................................................................................................. 12 Selection of Vendors and Concentration of Purchases ..................................................................... 12 Changes of Suggested Vendor by Purchasing .................................................................................. 12 Suggestions of Supply Sources for Unusual Items ........................................................................... 12 Previous History for Most Commodities .......................................................................................... 12 Vendor Complaint Form ................................................................................................................... 12 Interview Hours ................................................................................................................................ 12 Prequalification of Bidders and Offerors .......................................................................................... 12 Bidder’s List...................................................................................................................................... 14 Back Door Selling ............................................................................................................................. 14 Vendor Visits .................................................................................................................................... 14 Vendor Performance and Evaluation ................................................................................................ 14 Request for Purchase Order through Financial Software System ......................................................... 15 Purchase Order Process..................................................................................................................... 15 Insufficient Funds ............................................................................................................................. 15 Insufficient Information .................................................................................................................... 15 Normal Time to Approve and Process a Purchase Order ................................................................. 15 Review of Solicitations ......................................................................................................................... 16 Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 3 Authority to Reject or Return Solicitations ...................................................................................... 16 Purchase Orders Issued for Department Solicitations ...................................................................... 17 Purchase Order Processing ................................................................................................................... 17 Purchase Order Processing ............................................................................................................... 17 Distribution of Purchase Orders........................................................................................................ 17 Change of Purchase Order ................................................................................................................ 17 Receiving and Inspection ...................................................................................................................... 18 Procedure for Acceptable Deliveries ................................................................................................ 18 Procedure for Unacceptable Deliveries ............................................................................................ 18 Resolving Delivery Problems ........................................................................................................... 19 Vendor Cooperation – Rejected Goods ............................................................................................ 19 Vendor Invoices and Payments ......................................................................................................... 19 Vendor Samples ................................................................................................................................ 20 Control of Road & Bridge Work ...................................................................................................... 20 Service Contracts .............................................................................................................................. 20 Bid Procedure........................................................................................................................................ 20 Preparation of Request for Bid (RFB) .............................................................................................. 20 Instruction to Bidders ........................................................................................................................ 21 Bid Guarantee Requirement .............................................................................................................. 21 Performance Bonds ........................................................................................................................... 22 Pre-Bid or Pre-Proposal Conferences ............................................................................................... 23 Notification of Prospective Bidders and Distribution of Invitation for Bid or Request for Proposal ........................................................................................................................................................... 23 Public Opening and Reading of Bids ................................................................................................ 23 Public Disclosure of Bids.................................................................................................................. 24 Evaluation of Bids............................................................................................................................. 24 Waiver of Public Notice.................................................................................................................... 26 Control of Purchase Order/Contract ................................................................................................. 26 Request for Proposals ........................................................................................................................... 26 Instruments Used for Requesting Bids or Proposals......................................................................... 26 Multiple Step Sealed Proposals and Bidding .................................................................................... 27 Sole Source Purchases .......................................................................................................................... 28 Other Types of Purchases ..................................................................................................................... 29 Petty Cash ......................................................................................................................................... 29 Emergency Orders ............................................................................................................................ 29 Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 4 Credit Card Purchases ....................................................................................................................... 29 Blanket Orders .................................................................................................................................. 29 Inventory Management ......................................................................................................................... 30 Definition .......................................................................................................................................... 30 Responsibility ................................................................................................................................... 30 Transfer & Disposition ..................................................................................................................... 30 Annual Public Auction ...................................................................................................................... 30 Other Disposition Methods ............................................................................................................... 30 Sales to Employees ........................................................................................................................... 31 Records Control ................................................................................................................................ 31 Conflict of Interest ................................................................................................................................ 31 Unlawful Purchases .............................................................................................................................. 31 Adherence to Policy .............................................................................................................................. 31 Ethics..................................................................................................................................................... 32 Changes to Policy or Procedure ............................................................................................................ 32 Changes to Policies ........................................................................................................................... 32 Changes in Procedures ...................................................................................................................... 32 EXHIBIT "0" ........................................................................................................................................ 32 TERMS & CONDITIONS ................................................................................................................ 32 Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 5 PURPOSE Policy The purpose of these purchasing policies is to provide authority and guidelines for the purchases of equipment, materials, supplies, and services for the operational requirements of Galesburg, Illinois, insuring competitive and unbiased selection of vendors. Procedures The purpose of these procedures is to affect purchasing policy and provide for prompt and professional procurement of equipment, materials, supplies and services, which will: • Provide maximum service to all offices in the area of contracts, negotiation, placement of orders, expediting delivery, and follow-up on orders in such manner that the maximum value will be obtained per dollar expended. • Prepare and issue Invitation for Bids (IFB), Request for Proposals (RFP), Request for Quotes (RFQ), Purchase Orders and addenda or corrections thereto. • Conduct pre-bid conferences as necessary. • Evaluate vendor’s bids or proposals, present recommendations for award, issue contracts and purchase orders • Maintain a complete record of all purchasing transactions. • Periodically report status of contracts and purchases through the implementation of a purchasing bid calendar and other related reports. • Utilize all known contacts and sources to expedite deliveries of needed supplies, services and equipment. • Develop and maintain a current list of qualified vendors. • Maintain vendor and product performance records. • Coordinate and control inventory systems for city storerooms and central supply. • Inspect, delegate, or supervise, the inspection of all deliveries of supplies, equipment or contractual services. • Function as the City’s representative on all matters pertaining to purchasing. • Dispose of City property which has become obsolete and unusable upon terms advantageous to the City. POLICIES Responsibility for Purchasing Functions • Central Purchasing requires clear and adequate authority to carry out its responsibilities. Therefore, all rights, powers, duties and authority relating to the acquisition of supplies, materials, equipment, and contractual services, now imposed upon or exercised by any city department under the several statutes relating thereto, are hereby transferred to the Purchasing Agent, and hereafter shall be exercised by the Purchasing Agent under the provisions of this Policy. • The Purchasing Agent shall report to the Director of Finance and, subject to rules and regulations, have the authority to purchase and contract for needed goods and services, to Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 6 have general supervision over inventories of equipment and supplies belonging to the jurisdiction, to prescribe forms and require information from using departments relating to the purchase and management of goods and services, to transfer or sell any items that are excess or surplus, and to delegate authority to staff and to using departments to perform these duties. • The Purchasing Agent shall be required, as per City Administrative Ordinance, Ordinance No. 62-643 as amended, to have all purchases or contracts in excess of the minimum bid threshold as determined by the State of Illinois (currently $25,000) be approved by the City Council. • The Purchasing Agent shall have the authority to refer any disagreements between Central Purchasing and a using department concerning a purchase requisition or a violation of any purchasing policy, rule or regulation to the Finance Director, the respective Department Head, and/or to the City Manager, for resolution. • Central Purchasing shall maintain overall legal authority, responsibility, and accountability for implementing the purchasing program and establishing the policies, procedures, and controls for delegation. Standardization of Procedures Based on Policies Purchasing procedures and administrative practices developed from these policies shall be standardized, but sufficiently flexible to provide for unique requirements. Items commonly used in the various departments or units thereof shall be standardized whenever consistent with City goals and in the interest of efficiency and economy. Bidders List All responsible vendors, as defined in the Purchasing Policy and Procedure Manual, upon written request, may request a bid or proposal document. The Purchasing Agent has the authority to disqualify vendors who default on quotations and restrict them from being considered for procurement services until the conditions of default are demonstrated to have been corrected. The City Council has the authority to debar any vendor based upon substandard performance. The Purchasing Agent shall inform the Council in writing of any such requests and the specific facts substantiating such request. Federal, State and Cooperative Programs Purchases may be made through available government contracts and/or cooperative purchase agreements whenever such purchases are in the best interest of the City of Galesburg. Conflict of Interest Any Elected Official or Employee who has any financial or other interest in a supplier company either directly, or indirectly through members of his immediate family, shall so report such financial or other interest, in writing, to the Purchasing Agent through his respective Department Head. The Purchasing Agent and the Director of Finance will consult with legal counsel in determining whether the alleged or potential conflict in question is of sufficient magnitude as to take restrictive action on the employee or restrict purchase from the associated vendor. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 7 Competitive Buying Competitive bids will be solicited in connection with all procurement whenever required by policy and in other instances where price comparisons may be advantageous. Purchase Orders will be awarded without prejudice or favoritism. Contracts will be awarded to the lowest responsive and responsible bidder whose bid is most economical for the purpose intended, as per the terms and conditions of the Invitation for Bid or Request for Quotation. Purchase Orders will be awarded to the offeror whose proposal best suits the objectives of the City’s Request for Proposal (i.e. consultant services) and is most advantageous to the City within the budget restraints. Local Buying Bids are solicited from a reasonable number of interested and qualified suppliers. Local vendors and service firms will be utilized wherever and whenever possible. However, preference for a local supplier, by which goods and/or services would be obtained at other than the lowest unit price, or the lowest total cost of operation, or highest value per dollar, will not be considered unless a valid justification is provided and approved by the Purchasing Agent. Records Records of all purchase transactions will be carefully and completely compiled and maintained as required by State and/or City regulations and policy. Receiving and Interviewing Salesmen Salesmen may be interviewed and demonstrate their products in the departments; however, anyone who is not a member of the Purchasing Department staff should recommend to the salesman that he visit the Purchasing Department to advise them of his products and pricing. Visits/demonstrations regarding any active IFB’s, RFP’s, and/or RFQ’s shall be reported to the Purchasing Department to maintain an atmosphere of fairness in procurement and vendor relations. Correspondence with Vendors The Purchasing Agent shall be copied on all correspondence with vendors relating to any purchasing activities. Cooperation with Department/Division Heads The goals of the City can only be met through the actions of a group of people. Each Department shall work with Purchasing, and Purchasing with each Department, in a professional manner intended to effectively and economically accomplish the goals of the City. Changes to IFB’s, RFP’s, RFQ’s, Contracts, and Purchase Orders The Purchasing Department will execute all modifications to IFB's, RFP's, RFP's, Purchase Orders and Contracts, prior to the actual delivery of the goods or services. Changes to purchase orders are to be made only by authorized personnel in the Purchasing Department with approval by the Director of Finance, Department Head, or City Manager, as required by Policy. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 8 Systems Review The Purchasing personnel shall periodically review systems and procedures to determine improved methods which result in efficiencies in performance. Periodic review of commodity types shall be made to provide for cost-efficient procurement. Advantages of Centralized Procurement • Professional purchasing. • Control of source of supply, evaluation of quality, services, price, and authorized fund and line item appropriations. • Procurement on a competitive basis. • Monitoring of market trends and new developments. • Vendor representatives have a central contact point; vendor contacts with other City Departments are reduced. • Centralized contract administration. • Inventories reduced through standardization of products used by more than one department. • Reduced costs through volume buying. • Duplication of effort is avoided. • Legal Protection for the City. Conflict of Regulations All Federal, State of Illinois and local laws shall prevail over these rules & regulations. All contracts shall be bound by the laws of the State of Illinois. Advertisement The Purchasing Department will advertise all Invitation for Bids or Request for Proposals, which meet or exceed $25,000.00, in a daily newspaper with a local circulation at least ten calendar days prior to the bid/proposal opening, giving notice to all interested parties. Said notice shall state when, how, and where bid/proposal packets can be obtained and submitted. If Prevailing wages are applicable, they must be stated in the bid advertisements along with any bonding requirements. Waiver of Public Notice There are circumstances other than emergencies which call for quick procurement action. Upon written determination of necessity for valid operational or financial conditions by the Purchasing Agent, the Director of Finance may authorize immediate purchasing action. This policy is not intended to reduce competition and the Purchasing Agent shall give to the City Manager and City Council a full written explanation including competitive costs and the reasons the waiver was deemed necessary. Waiver of Competition Competitive solicitations may be waived by the Purchasing Agent, with the approval of the Director of Finance, whenever conditions and/or circumstances dictate that such actions are legal and advantageous to the City. Competition will be required wherever practicable, except where it applies Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 9 to small purchases, and the basis and reasons for each waiver shall be documented by the Purchasing Agent as a public record. Whenever such action exceeds the Purchasing Agent's authorized dollar approval limit, he shall be required to give a written report to the City Manager and City Council explaining the specific circumstance and the reason for such waiver. Unlawful Purchases When it is found that a solicitation is unlawful, it shall be cancelled. Unless altogether unfeasible, a purchase made or contract awarded contrary to law or applicable rules and regulations shall be terminated. Council Prerogative The City Council reserves the right to waive any technicalities and to reject any and all bids and offers, in whole or in part, or to take any action regarding an existing purchase order or contract, as the Council shall deem advantageous in the public interest. Objectives Buying Proper Quality It is the objective of the Purchasing Department to secure the best quality commodity or service for the purpose intended, at the best price. Quality buying is the buying of materials, goods or services that will fulfill but not exceed the requirements for which the goods are intended. Buying proper quality depends upon: • Having proper specifications and • Checking material bought against specifications Forms of Specifications A specification is an accurate description of the material to be purchased. There are many forms of specifications, such as: Products or Acceptable Brands List Acceptable brands lists are used in lieu of the preparation of detailed specifications in instances where the latter process is neither possible nor practical. Among the considerations which favor the development of "acceptable brands list" are the following: a. The difficulty of developing detailed specifications for products manufactured by patented processes. b. The difficulty of developing detailed specifications in such manner as to eliminate inferior products. c. The variable of designs, features, or compositions of products acceptable for a common end use purpose, which makes product standardization difficult. d. Minor quantities or dollar volume involved. e. The absence of adequate facilities, or extreme cost, or the time involved in testing against a detailed specification for compliance. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 10 Specification by Brand or Trade Name Should be used where brand name products have been found to be superior to others for the purpose intended and when the composition is proprietary. A quality standard may be established but it should not be intended to limit or eliminate competition. This method should be generally limited to open market purchases where quantities are limited or where time does not permit the development of alternatives. Specification by Blueprints, Specification Sheet, or Dimension Sheet Such specifications are advisable for, but not limited to, the purchase of buses, automobiles, trucks, tools, furniture, equipment, construction of or remodeling facilities. Blueprints, specification sheets, or dimension sheets supply a safe method of checking against specifications when material is received and inspected. Specification by Chemical Analysis or Physical Properties. This method is ideal for many materials since such specifications can be checked accurately by laboratory tests and other methods. Specification by Description of Material and Method of Manufacture This type of specification should be used infrequently and only for unusual requirements. Specification by Performance, Purpose of Use This form of specification places the responsibility on the vendor to meet the City’s requirements. Specification by Identification with Standard Specification Known to the Trade Generally and to the Vendor This is a satisfactory form of specification, provided it meets requirements and can be accepted without undue or unnecessary expense. Examples of this are the ASME, ASA, ASTM Specifications, and Lumber Grading Rules. Specification by Sample The use of a sample is a good method to identify special requirements. However, samples are subject to physical change or substitution and their use as standards sometimes limits competitive procurement. Prerequisites of a Good Specification • Is as simple as is consistent with exactness, but sufficiently specific to not permit a bidder to evade any of the procurement requirements, take advantage of his competitors, or the City. • Is identified, when possible, with some brand or specification already on the market. • Is capable of being evaluated. It should describe the criteria for evaluation which will govern acceptance or rejection. • Is reasonable in its tolerances. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 11 • Is fair to the seller. • Is capable, wherever possible, of being met by several bidders to maximize competition. • Is clear. • Is flexible to invite vendors to suggest cost-saving alternatives or substitutions. Inspection as an Evaluation of Specifications Goods and services must be inspected to determine if specifications criteria have been met. Inspection is the responsibility of the receiving departments, with assistance of the Purchasing Department, and testing laboratories as required. “Lowest and Best” Philosophy Delivery, quality, and service as well as price must be considered in determining the value of goods and services purchased. The Purchasing Department is expected to get the best value possible for the City. Price Monitoring Proper records of previous purchases must be kept and used for price monitoring. Purchase price alone is not and should not be the governing factor in placing an order unless all other factors are equal. Price differences may be due to differences in quality, or vendor performance. Occasionally, the terms of payment offer a sufficient cash discount to justify placing the order at a higher unit price which will result in the lowest net price when the invoice is paid and the cash discount deducted. A number of vendors may quote identical prices and terms. When this occurs, the order may be placed on the basis of quality, service, availability of the required item, and responsibility of the bidders. Transportation Costs Continuing increases in transportation costs have become an important factor in evaluating vendor quotations. Higher transportation costs and/or time lost in transit could negate a lower price from a distant vendor in favor of a higher price from a nearer vendor. The cost of freight and/or delivery to destination must be included in any tabulation of prices if a fair comparison is to be made. Therefore, all purchasing transactions should be conducted to attain transportation costs F.O.B. destination. Cash Discounts Unless otherwise designated in the specifications, a discount for prompt payment of invoice will be considered in the evaluation of bids to determine the lowest bidder. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 12 PROCEDURES Vendor Selection Procedure Selection of Vendors and Concentration of Purchases Potential vendors are selected for their ability to serve the needs of the City in the most economical and efficient manner possible on a continuing basis. Past performance of vendors and cooperation with the City are important factors in vendor selection. Changes of Suggested Vendor by Purchasing The Purchasing Department may abstract an item listed and buy from a source other than suggested by the ordering department to take advantage of special circumstances: the supplier who will be providing better prices, service, or delivery. The standard of quality will not be changed, however, except when necessary and with consultation by the buyer and the using department. No commitments, expressed or implied should be made by City departments. Suggestions of Supply Sources for Unusual Items Using departments are encouraged to suggest sources of supply with complete addresses, particularly for unusual or standardized items. Final selection of the vendor, however, shall be left to the Purchasing Department and the specification requirements. Previous History for Most Commodities Current vendors and their service capabilities and product availability is on hand in the records of the Purchasing Department, which should be kept current and expanded as appropriate. Vendor Complaint Form Each and every vendor for the City is expected to live up to their respective contractual agreements. When a vendor fails to deliver on time or delivers marginal quality or fails to provide service after the sale, or fails to meet any contractual commitment, the Division Head or Department Head should submit a memo to the Purchasing Office detailing what was expected of the purchase and what the actual result was. This will allow for the Purchasing Office to review and determine if further action is necessary. Interview Hours Sales representatives are requested to schedule appointments to enable Purchasing to perform their purchasing functions efficiently, and to avoid conflict with bid openings, meetings, or internally imposed deadlines. Prequalification of Bidders and Offerors The prequalification of Bidders/Offerors is one method used to evaluate the responsibility of a proposed vendor, The Purchasing Agent shall issue prequalification forms as requested and may add a potential firm to the bidders list after evaluating the returned prequalification formVendors submitting bids for road and bridge construction shall be pre-qualified with the State of Illinois. All Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 13 vendors providing construction work or services for the City of Galesburg shall be registered with the City Clerk’s office. If a vender is debarred from bidding with the State of Illinois, they are not eligible to bid on City projects.. Road and Bridge Contractors Contractors should be qualified before plans and proposal documents will be provided for bidding. In general, contractors qualified by the State of Illinois Department of Transportation to perform the work indicated in the proposal will be acceptable in the City of Galesburg Engineering Division; but the City Engineer reserves the right to refuse to accept a bid from a State qualified contractor and will state his reasons in writing for said refusal if requested by the contractor. Contractors who have done similar work in an improvement of similar size for the City during the past five years normally are qualified by their past performances. Contractors not qualified as indicated above shall be required to submit a listing of jobs of a similar nature with an indication of the dollar value of said jobs and the person or company for whom the work was performed so that a check of the quality of the work can be made, as well as a performance of financial ability of the Contractor. The City Engineer will approve or disapprove the Contractor and the decision shall be final. If desired by the Contractor, the City Engineer will provide his reasons for disapproving any Contractor from bidding on the proposed improvement. Vendors VVendors providing various services to the City shall be qualified prior to doing any business with the City of Galesburg by registering with the City Clerk’s office. Additional information above and beyond this registration may be required the prequalification form issued to vendors may be required by the City. Failure to supply the additional information requested shall be grounds for refusal to do business with the particular vendor in question. Issuance of Quotations, Bids or Proposals The City reserves the right to refuse to accept quotations, bids or proposal forms for any of the following reasons: (1) Lack of competency and adequate machinery, plant and other equipment as revealed by the financial statement and experience questionnaires. (2) Uncompleted work which, in the judgment of the City might hinder or prevent the prompt completion of additional work. (3) False information provided on the bidder’s affidavit of availability. (4) Failure to pay or satisfactorily settle all bills due for labor and material on former contacts. (5) Failure to comply with any prequalification regulations of the City. (6) Default under previous contracts. (7) Unsatisfactory performance record as shown by past work for the City. (8) When the Contractor or Vendor is suspended from eligibility to bid at any public letting for any other governmental unit. (9) When a determination of a conflict of interest by the Purchasing Office has been determined. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 14 Bidder’s List The Bidder's List is not a mass mailing list; rather a listing of vendors with work history with the City of Galesburg. Only qualified bidders who consistently respond and perform to the needs of the City of Galesburg will be retained on the Bidders List. Department/Division Heads may recommend the addition, suspension, or deletion of a particular supplier to or from the Bidders List, but Purchasing will make the final decision based upon professional judgment, fairness, performance records, as well as the original input suggested. Whether or not on the bidders list, vendors are allowed to download bid or proposal documents that are posted to the City website. Vendors are responsible for contacting City Purchasing should a staffing change occur and a new point of contact is named for the vendor. Back Door Selling Frequently, in the process of gathering information about potential services, supplies or equipment, one particular salesman may be very helpful in obtaining technical data and other information. By the time Central Purchasing receives a requisition to buy, the division or department has already been sold on a certain item or supplier. Sometimes the requisition is accompanied by specifications that are unduly restrictive, will accept no substitutes or requires a lead time that can only be met by the favored supplier, or has some other attempted justification for eliminating competition. When the purchasing system opens the process to competition, and the favored supplier or items is not given the award, friction may develop toward the purchasing process itself. One of the goals and role of Purchasing is to obtain competition. This must be done fairly and the award made on the basis of competition and volume. The Purchasing Department will work in close cooperation with all divisions to supply them the quality necessary to accomplish their respective tasks within the framework of accepted purchasing practices, as directed by Policy. Vendor Visits There are times when Division Heads schedule a trip to the vendors' facilities for the purpose of viewing a proposed new piece of equipment or to see a demonstration or to obtain some other information. The proper procedure to be followed is to advise the Purchasing Agent as far in advance as possible so that a member of Purchasing may make the trip also, and a shared basis of information can be obtained. Moreover, Purchasing may be aware of another division interested in the same type or kind of equipment and one scheduled trip may be made by all. Under no circumstances shall an employee make a commitment to purchase a specific item of supplies, equipment or services which exceed their delegated dollar limit. In instances where a member of Purchasing cannot make the scheduled trip, the respective Division Head should advise the Purchasing Department of the outcome of the trip, both negative and positive. These types of trips should be limited to instances where Federal or State grants require such inspection. Vendor Performance and Evaluation The Purchasing Department has some of the tools necessary to evaluate a specific vendor, but it is only through the feedback of the Department/Division Heads, or their respective employees, who ultimately use the goods or services purchased, that a complete evaluation of a supplier can be accomplished. Your input is crucial in maintaining a viable vendor basis while at the same time eliminating suppliers who lack the ability to perform. Marginal suppliers shall be warned of their unsatisfactory performance and declared non-responsive if their performance fails to improve. If a Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 15 supplier is declared non-responsive, the City shall suspend his firm from doing any business with the City for a minimum of one year or take further action if necessary. Request for Purchase Order through Financial Software System The entry of a purchase order from staff through the financial software system informs the Purchasing Department of the needs of the departments and is Purchasing’s authority to begin procurement process. Purchase Order Process Purchase Orders must be completed online utilizing the City’s financial software far enough in advance of the date that the goods or services will be needed to ensure adequate processing and delivery lead time. Applicable supporting documentation (required quotes) must be attached to the request to allow for proper processing. The software package is designed so that proper approvals of the Division Head and Purchasing Agent will be required in order for the request to be converted to a purchase order. Insufficient Funds When a submitted request's appropriation limit for the division’s budget as a whole, has been exhausted, the Purchasing Office does not have the legal authority to act unless further approvals are provided in writing to the Purchasing Office. If a submitted request exceeds the authorized appropriated limit, it will be returned to the Department Head accompanied with further instructions. Department Heads are not required to stay within budget for each line item. They will have to stay within the bottom line of each area. They may be over on one line item and able to make it up on another. However, the Purchasing Office is to be notified concerning the area in which the Department Head wishes to make up the overage. Insufficient Information Most of the submitted requests contain the necessary information for immediate processing. However, for those few times when additional information or clarification is needed, the Purchasing Agent will reach out to the person entering the purchase order and request additional information so that the order can be processed. Normal Time to Approve and Process a Purchase Order These Policies and Procedures recognize that procurement often has to be conducted under abnormal conditions, and as such, gives sufficient flexibility to act when the Purchasing Agent determines it would be advantageous for the City. To avoid any misunderstandings, however, it must be made clear that purchases will be made by normal competitive means whenever possible. The normal time to process a particular purchase order is dependent on receiving the proper information and approval signatures, the estimated dollar amount of the purchase, unencumbered funds, the complexity of the specifications, the number of items, if the goods are below the formal bid dollar level, if the sources are all local or non-local sources, and the needs of the Division. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 16 If a submitted request contains the proper information, approvals and unencumbered funds, the following time frames, although not absolute, may be used as guidelines: Under $5,000.00 – Verbal Quotations Purchase Orders are not issued for this threshold unless required by the company in which the City is making the purchase. In this instance, City staff should attempt to purchase with P-Card. If this is not an option, the City will pay for the purchase off of invoice with regularly approved bills submitted to the City Council for approval. Written Quotations – Purchase Orders for $5,000.00 to $24,999.99 If written quotations are not supplied by the requesting department, the Purchasing Office will request written quotations from a minimum of three vendors and often to four or more vendors. Response time from vendors at this threshold should be limited to a maximum of two weeks. Once a selection is determined, a formal request for approval is presented to the City Council for approval. Upon approval, the purchase order can be entered into the financial software system for department and purchasing approvals. Purchase Requests for $25,000.00 or more All suppliers, services, or equipment totaling $25,000.00 or more, unless acted upon within the latitude of these Policies & Procedures, shall require formal sealed bids (SEE BID PROCEDURE) or formal sealed REQUEST FOR PROPOSALS (SEE REQUEST FOR PROPOSAL). Any exception to this established procedure shall require a written letter of explanation from the department and approval of the City Manager. Acknowledgments When the City requests a verbal or written quotation, it is legally known as an “offer”. Acceptance of the purchase order by the vendor constitutes a contract. Occasionally, however, a supplier may submit a written acknowledgment which may or may not alter our terms and conditions. All acknowledgments received by non-purchasing personnel shall be immediately sent to the Central Purchasing Office. Review of Solicitations Authority to Reject or Return Solicitations The Purchasing Agent shall have the authority to reject any and all solicitations based upon market knowledge, price, value, or any other valid legal or business reason. The Purchasing Division, like all other City functions, has both the responsibility to control and service. In this capacity, whenever the Purchasing Agent rejects all solicitations or questions the return quotes in relation to the decision-making process of award, he shall attempt to consult with the requisitioner or advise the requisitioner that all quotes are being rejected. If the requisitioner cannot produce satisfactory evidence to change the Purchasing Agent's basis of award, the Purchasing Agent's decision shall stand. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 17 Purchase Orders Issued for Department Solicitations Every Department Head is a member of the management team of the City and, as such, is vested with their own respective responsibilities and authorities. The Purchasing Office has no objection to issuing purchase orders from requests submitted by the Department Heads wherein a minimum of three sources and their prices are noted on the request, and the purchase order amount is $5,000 to $24,999. If an objection should occur, the Purchasing Agent shall discuss such objections and their remedies with the appropriate Department Head prior to processing the request. Purchase Order Processing A written Purchase Order is an offer to buy, an acceptance of an offer to sell, or a confirmation between two or more parties. The Purchase Order is a legal document and, upon acceptance by a vendor, becomes a binding contract. The Purchase Order is the most important of all purchasing documents utilized. Any purchase made in excess of the specific delegated dollar amount and procedures contained herein (SEE PETTY CASH, FIELD ORDERS, EMERGENCY ORDERS, CLAIM VOUCHERS AND CENTRAL STORES) by a Department without the approval of the Purchasing Agent, or without issuance of a Purchase Order, is hereby declared to be an unauthorized purchase (SEE POLICY SECTION – UNAUTHORIZED PURCHASES). Purchase Order Processing Due to operational restrictions, purchase orders are normally processed two times a week. The computer generated copy of the purchase orders are reviewed and signed by the Purchasing Agent. Distribution of Purchase Orders The completed Purchase Order is distributed electronically as follows: a. Approval Copy (Stays in Finance) b. Vendor Copy c. Receiving Copy (provided to requestor) Change of Purchase Order All change of purchase order requests must be self-explanatory, accompanied by an internal memo supporting the change and/or any written communication from the respective vendor, approved by Council where necessary, and submitted to the Central Purchasing Office well in advance of the receipt of goods or the signing off on the receiving copy. Failure to submit the change order in a timely fashion may be grounds to consider the requested change an unauthorized purchase. When a purchase order is processed, the Division Head should destroy the previous receiving copy and submit only the latest dated receiving copy to the Finance Department. Any change order issued for an original purchase order with a value of $100,000 or more that originally required City Council approval must also be approved by the City Council if the change or combination of changes results in a net increase of 105% or more of the originally approved purchase. Projects originally approved by the City Council but totaling less than $100,000 will not require formal approval of change orders unless the increased change in value is due to a change of scope of the Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 18 originally approved project. However, changes of this nature will require review by and approval by both the City Manager and Purchasing Agent through the financial software prior to work being performed. Receiving and Inspection The receiving step of the purchasing process is extremely important and requires careful attention. Deliveries should be inspected immediately upon receipt. When the shipment arrives, the driver will ask for a signature. Do not sign the delivery ticket on the assumption everything is acceptable. If the shipment is visually damaged, it, should not be accepted. If the shipment is damaged, but the goods are critical and needed immediately, open the cartons before signing and describe the damage, if any, on the driver's receipt. Failure to put this information in writing when you sign the driver's delivery receipt will result in a denial of claim. The best-procedure to follow when the shipment is damaged in any way is to tell the driver you refuse to accept the shipment. It is each Department's responsibility to examine and count the cartons when being unloaded and if there are any cartons that are damaged or any short, you are to have the delivery bill properly marked with the number of cartons damaged or short and signed by the delivery carrier. Procedure for Acceptable Deliveries If upon inspection, the delivery is completed and acceptable, the receiving copy must be filled out showing the date, the exact quantity received, and signed off by the Division Head. The receiving copy, with bills of lading, packing slips, etc., is then forwarded to the Finance Department, where the information is entered in the financial software and matched against both the purchase order and the vendor's invoice. Closing an Order Short If a delivery is acceptable, but the quantity is shipped short, and the item is relatively inexpensive or this is the only shipment that will be received, mark the quantity received on the receiving copy and note “close order short”. Procedure for Unacceptable Deliveries Concealed Damages If there is no visual damage, and the using Department cannot inspect the delivery immediately, the delivery ticket can be signed, but a notation must be made that the shipment is accepted subject to inspection. This protects the City and provides time to unpack and properly inspect and count the items delivered. In these cases, the using Department must make the inspection within fifteen days. In cases of concealed damage where the carton looked good but when opened, the item(s) are found to be damaged, the item(s) must placed back in the carton and the delivery carrier called to return to make an inspection and prepare a Concealed Damage Report. Failure to open within fifteen days may be grounds or denial of a claim. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 19 Quantity Insufficient City staff authorized to sign off on the receiving copy of the purchase order shall verify that all items are received and receive any insufficient orders with the vendor directly prior to submitting the receiving copy of the purchase order to Finance. Quality Unacceptable Notify Purchasing immediately and forward any findings if an order is received with unacceptable product. If the quality delivered is inferior to that ordered, the vendor is responsible and must correct the deficiency. If the fault is with the quality ordered, then the vendor is not responsible. In these cases, Purchasing will negotiate with the vendor an accommodation to an acceptable quality level. Wrong Commodity A determination must be made as to whether the vendor did not supply what was ordered or whether the City did not properly specify what was needed. In the former case, the vendor must correct the deficiency. In the latter situation, the vendor may or may not agree to correct the problem. In any case, use the procedure listed in "c" above. Resolving Delivery Problems The using Department should not attempt to resolve delivery problems by itself. If the shipment is accepted as is, and the delivery ticket is signed with no exception listed, it will be impossible to file a claim. Failure to follow proper inspection procedures will result in the division’s budget being charged for incorrect quantities or deficient goods. However, when the proper procedures are followed, Purchasing will notify the vendor of the issue. When the problem is resolved, the vendor and the Division Head will be notified in writing of the disposition of the parts. Vendor Cooperation – Rejected Goods It is important that Purchasing be involved in the rejection of any goods or services. Purchasing must know the agreement that was reached to insure proper payment. Moreover, the feedback that the Divisions give to Purchasing helps in assessing the reliability of using a particular vendor for future purchase orders. All of the various forms used in these procedures will be retained in the respective vendor files in Purchasing, Good vendors will generally obtain more business and marginal or poor vendors will either improve or face suspension or debarment. Your help is vital in determining quality vendors. Vendor Invoices and Payments Vendor Invoices All invoices should be mailed directly to the Finance Department and not to the USING DEPARTMENTS. If this should occur, send the invoice directly to the Purchasing Office and we will notify the vendor. The Finance Department will only make payments to the vendor from the "Original Invoice" and not from a copy or statement. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 20 Vendor Payments As general information, the Thursday, two weeks prior to each Council Meeting, is considered cut- off day in Finance. Only those partial payment requests or those invoices that are properly matched by a receiving copy and purchase order are processed and listed on the Council bills for the Council's approval. Therefore, it is essential that all departments complete their respective paperwork in a timely manner to allow for prompt payment to vendors. Prompt payment protects the City's credit standing and maintains good relations with its vendors. Vendor Samples If a vendor ships a no charge sample for use in testing, the Division Head should test the sample and notify Purchasing of its findings. If the vendor charges the City for a sample and it is to be returned for credit, the Division Head shall inform Finance of an impending credit due, the company, amount, anticipated credit, and fund, division, and account to which the sample was originally charged. Control of Road & Bridge Work All work shall be done under the supervision of the City Engineer or his authorized representative and to his satisfaction. He shall decide all questions which arise as to the quality and acceptability of materials furnished, work performed, manner of performance, rate of progress, the interpretations of the plans and specifications, the acceptable fulfillment of the contract compensations, and disputes and mutual rights between Contractors under the specifications. Service Contracts The using department shall insure that all the terms and conditions of the specifications of any service contract are complied with in full, prior to signing off on the receiving copy. Bid Procedure The time to process a particular bid is dependent on both the funding sources and complexity of the bidding specifications, as well as the clarity of the drafted specifications submitted to Purchasing. If the funding source involves Federal monies, the process is longer. If the specifications require redrafting or research, the process will naturally be longer. It is not uncommon for the bidding process to run four to eight weeks duration. Preparation of Request for Bid (RFB) The purchase or contract of any item or contractual service which is estimated to be meeting or exceeding the State Bid Threshold (currently $25,000) shall be submitted to the Purchasing Department for bidding and shall be covered by a purchase order. a. Purchasing and the Department Head, unless the requirement is clear, shall determine whether the item or service shall be bid or a Request for Proposal (RFP) shall be used. b. Unencumbered funds shall be provided in the approved budget; or if not specifically provided in the approved budget, shall require the written prior approval of the Finance Director and City Manager. c. Public advertisement for Sealed Bids shall be required unless the Purchasing Agent shall determine that a Waiver of Public Notice (SEE POLICIES) is more advantageous to the City. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 21 d. The bids are to be opened at a time and place designated prior to the letting of the bids. Such notice will be contained in the public advertisement and shall be published ten days prior to the Bid Opening. The advertisement shall also state where the Bid Packets may be obtained and at what cost, if any, for the plans. e. Bid and Performance Bonds may be required. f. Awards are to be made to the responsive and responsible bidder or offeror whose bid or proposal is most economical and advantageous to the City for the purpose intended. g. In order to accommodate the various needs of the City, broad discretion is allowed in the award process, including, but not limited to, partial awards, progressive or incremental awards, life cycle costing, multiple awards, and awards by line items or groups of items. h. If the bid award is made for other than low initial price, the reasons must be documented for public record and maintained in the office of the Purchasing Agent. i. These procedures recognize certain conditions exist where competition can be waived (SEE SOLE SOURCE) Instruction to Bidders (Required for, but not limited to, all purchases meeting or exceeding the State Bid Threshold ( currently $25,000.00). The instructions to bidders will include but not be limited to: a. Delivery time b. Bid Opening Date and Place c. Terms and Conditions d. Method of Award e. Bond requirements Bid Guarantee Requirement Definition Bid guarantee is a form of security accompanying a bid or proposal as assurance that the bidder, (1) will not withdraw his bid within the period specified therein for acceptance. (2) Will execute a written contract as required and furnish such bonds, certificates of insurance and other data as required within the period specified in the bid after receipt of notice of award and appropriate contract forms. Recognized bid guarantees by the City (1) A bid bond acceptable to the City (2) Bank Cashier’s Check, or, (3) Certified Check, made payable to the City of Galesburg, Illinois Amount Required When a bid guarantee is deemed necessary, the Purchasing Agent shall determine the percentage or amount which in his best judgment, when applied to the bid price, will produce a bid guarantee amount adequate to protect the City from loss should the successful bidder fail to execute such further contractual documents and bonds as may be required. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 22 Forfeiture of Bid Guarantee The Bid Guarantee of all bidders shall be held by the City until all bids, or proposals, submitted have been analyzed and the bids have either been rejected as a whole, or in part, or the award of the contract(s) has been determined. When award determination has been made, the Bid Guarantee of the two low responsive bids will be held until the contract(s) is duly executed. All other Bid Guarantees, except bonds, shall be returned to the unsuccessful bidders within fifteen (15) days after contract award(s). Performance Bonds Definition A performance bond is a bond which is executed in connection with a contract and which secures the performance and fulfillment of all the undertakings, covenants, terms, conditions, and agreements contained in the contract. Recognized Performance Bond or Performance Guarantees by the City The primary method of performance guarantee recognized by the City is a performance bond from a reputable insurance company. At the discretion of the Purchasing Agent or the Finance Director, the other forms of performance guarantees listed below may be used. (1) A certified or cashier’s check made payable to the City of Galesburg, Illinois, which shall be retained by the City until completion of the contract. Amount Required Construction Contracts The amount of each performance bond shall be 100% of the contract price at the time of the award. Additional performance bond protection may be required in connection with any modification affecting an increase in price under any contract for which a bond is required. In addition to the performance bond if specified in the Invitation for Bid, the contractor will be required to furnish a labor & material bond, a waiver of lien and required insurance certificates as required in the bid document. Service & Supply Contracts The Purchasing Agent will determine when and in what amounts a performance bond or guarantee will be required with certain service or supply contracts. Limitations A performance guarantee will not be required unless, (1) it is specified in the Invitation for Bid, (2) The estimated bid amount for a construction contract exceeds $25,000. The decision for application of a performance guarantee below the $25,000 minimum rests with the Purchasing Agent. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 23 Return of Performance Guarantee Performance bonds will be retained by the City. Performance guarantees will be returned within 30 working days after successful completion and acceptance of the contract. In the event that the Invitation for Bid requires a final audit, or a dispute arises regarding the performance of the work or the payments made, the performance guarantee will be returned within 30 days after the resolution. Pre-Bid or Pre-Proposal Conferences The pre-bid or proposal conference is a procedure which may be used as a means of briefing prospective bidders and/or offerors and explains complicated specifications and requirements to them as early as possible after the invitation has been issued and before the bids or proposals are opened. The conference shall be conducted by the Purchasing Agent and be attended by the appropriate technical personnel of the department initiating the purchase request. Remarks and explanations at the conference shall not qualify the terms of the solicitation and specifications. All conferees are to be advised that unless the solicitation is amended in writing, it will remain unchanged. If an addendum is issued, the normal procedures relating to the receipt and acknowledgement of an addendum will be followed. When the conference is linked to a site examination or a tour of premises, the Purchasing Agent may designate that attendance at the conference is a pre-requisite to the consideration of any bid or offer submitted. Any written summary of the conference should be furnished to each respective bidder or offeror and be made a part of the public bid file. Notification of Prospective Bidders and Distribution of Invitation for Bid or Request for Proposal Advertisement The Purchasing Agent shall submit the advertisement prior to 12:00 noon three days preceding the first publication date of the advertisement. All bids with an estimated cost meeting or exceeding the current State of Illinois Bid Threshold will require advertisement. Generally, these formal bids or proposals will remain open for a period of 15 days from the first advertisement date. Distribution of Invitation for Bid or Request for Proposal The Purchasing Department will post the bid package to the City website. All of those vendors who have registered on the website to receive bid notifications will automatically receive an email indicating the bid is available for download. Public Opening and Reading of Bids The Invitation for Bid shall set forth the time and place of the bid opening. The Purchasing Agent or his duly authorized representative shall conduct the bid opening process as per the following procedures. a. The bidder's name and prices bid shall be read aloud. When there are a number of unit prices bid, it is acceptable to read only the total price bid by each bidder. b. The inclusion or omission of a bid guarantee where required, shall also be indicated. c. A record of the bid opening shall be made. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 24 d. No bids will be accepted or withdrawn after the start of the bid opening, or after the previously announced date and time, whichever is earlier. e. Late bids received by mail or delivery service are filed in the bid file and clearly marked as “received late” by the Purchasing Agent and one witness. Purchasing will note this item on the bid tabulation if this situation occurs. Hand delivered late bids shall not be accepted and the Purchasing Agent shall so state to any bidder that his bid is late and unacceptable. f. In the event of inclement weather, Purchasing may, at its discretion delay a bid opening by one business day up to one hour before the scheduled bid opening. If this occurs, vendors in which bids have been received will be contacted that the delayed opening has been authorized due to inclement weather in the area and that the bids will be opened the next business day at the same time allowing for safe delivery of bids. This option should only be used on rare occasions. Public Disclosure of Bids Records, tabulations, or abstracts made of bids at the time of the bid opening should be available as public information at all times. Bid documents themselves should be made public information following award of a contract, subject to provisions for confidentiality or proprietary and related data. Evaluation of Bids General Criteria for Award The evaluation of bids or offers for award of a contract must be made equitably with economy and fairness as the objectives. Otherwise, favoritism and waste results. Broad criteria for award are designated in the State Statutes and the City ordinances, as well as in these policies and procedures. Two of the criteria responsiveness and responsibility are overriding. Award cannot be made of a bid or offer that is not in keeping with the provisions of the solicitation or to a bidder or offeror who lacks the ability to perform satisfactorily. Other criteria appropriately used in the decision-making process are price or cost, quality, suitability, delivery and advantageousness. Determination of Responsiveness of Bidders The Purchasing Agent or his duly authorized representative shall determine the bidder's responsiveness to the terms and conditions of the Invitation for Bid. To be considered for award, the bid must comply in all material respects with the Invitation for Bid so that both as to the method and timeliness of submission, and as to the substance of any resulting contract, all bidders are afforded equal opportunity of award. Telegraphic or telephone bids shall not be considered. Bids are to be filled out, executed, and submitted in accordance with the instructions which are contained in the Invitation for Bid. A bidder is not to use his own form or letter to submit a bid. Evaluations of Elements of Price The various elements of price are to be considered in the bid award: (1) net price bid, (2) payment discount, if any, (3) F.O.B. point. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 25 Determination of Bidder’s Responsibleness The prospective bidder must; (1) have adequate financial resources or the ability to obtain such resources as required during performance of this contract (2) be able to comply with the required or proposed delivery or performance schedule (3) have a satisfactory record of performance (4) be otherwise qualified and eligible to receive an award under applicable laws and regulations (5) is a manufacturer of or regular dealer in or can provide supplies or services of the general character to be furnished (6) In addition to the above criteria, proposals for professional services will be evaluated based on experience and other factors such as demonstrated staff capabilities to perform specific services requested. Award Recommendation The ability of a prospective bidder to perform a contract will be evaluated by the Purchasing Agent with participation of the requesting department. When the low responsive bid determination is made, the Purchasing Agent shall forward to the City Manager his written recommendation together with the tabulation sheet. Occasionally, a joint letter of recommendation from the Purchasing Agent and the Division or Department Head shall be made to the City Manager. If sufficient funds are not available for the award, the Purchasing Agent shall so inform the City Manager that funds for the project, equipment, services, or supplies are not available; and the City Manager shall determine if the award is made where the funding shall come from. Award & Issuance of P.O. and/or Contract Unless all bids are rejected, awards shall be made by the City Council within the time for acceptance specified in the bids or extension thereof, to the lowest responsible bidder whose bids, conforming to the Invitation for Bids will be most advantageous to the City. The City shall retain the right to reject any and all bids and/or proposals and to obtain additional information to clarify one or more matters contained in a bid or proposal after it has been opened and prior to award and to waive any informality or irregularity in the bids received when deemed in the best interest of the City. The best interest of the City shall include but not be limited to those factors that (1) lessen the cost to the City, (2) increase proficiency, (3) enhance the City’s public image, or (4) have an improved design. In cases of tie bids where all other factors are equal, the Purchasing Agent shall inform the bidders of the tie and name a time, place and date where he shall conduct a coin toss in the presence of at least one witness. The Purchasing Agent, prior to the coin toss, shall designate Vendor A as heads and Vendor B as tails. Although extremely rare, if there are three ties and all other factors are equal, the names of the bidders shall be written on slips of paper, placed in a container, and a drawing shall be conducted to determine the award. Confidentiality The purchasing process has to request or require information from time to time that can be correctly construed as proprietary. Such information may relate to financial records and responsibility, manufacturing drawings, formulas and processes, agreements with suppliers, and subcontractors, test data, etc. To promote competition and protect valid interests, the purchasing procedures clearly Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 26 authorize that such data can remain confidential. When submitting bids or proposals, bidders and offerors may request that certain material they submit remain confidential, but the final decision as to the validity of a request shall rest with the Purchasing Agent. Termination of Contract/Purchase Order Contracts or purchase orders will be terminated by (1) successful completion of the contract or delivery of the equipment or supplies (2) termination for default (3) termination for convenience by the City, if explicitly stated in a written contract. Protest of Bidders The purchasing process is subject to complaints, protests, and controversies. The creditability of the purchasing program is affected by the manner in which disputes are received and treated. If a bidder should have a protest or complaint or a claim, his first step shall be to direct his problem to the attention of the Purchasing Agent. If the problem is not resolved, then the claim of the prospective bidder or bidder shall be referred to the Director of Finance. The last step shall involve the consultation of the City Attorney and the bidder may meet with the City Manager. Waiver of Public Notice As stated in the policy section of this manual, there are certain circumstances other than emergencies which call for quick procurement action. The Purchasing Agent has a procedure which authorizes him with prior approval to determine the necessity for the operational or financial conditions which may necessitate obtaining quotations which exceed the $25,000.00 limit. This procedure is not intended to reduce competition and the Purchasing Agent shall give to the City Manager and the City Council a full written explanation including competitive costs where possible, and the reasons that the waiver was deemed necessary. Control of Purchase Order/Contract These procedures authorize the Purchasing Agent to prescribe the procedures for testing commodities and/or services for any equipment, materials, supplies, or services in case of any quality assurance problems. The Purchasing Agent shall consult with the respective Division or Department Heads in arriving at his determination. Final determination of rejection of any article shall rest with the Purchasing Agent. In cases involving construction work, however, the Purchasing Agent shall be subservient to the City Engineer and/or Public Works Director in arriving at determinations of quality problems. The inspection of construction work involves unique activities to the extent of necessitating employment of licensed professionals, either on staff or by contract. It demands compliance with building codes and similar legal mandates, as well as or in addition to compliance with the purchaser's specifications. Inspection, test and acceptance testing of construction and Public Works projects, therefore, warrant special conditions. Request for Proposals Instruments Used for Requesting Bids or Proposals The instrument for soliciting competitive sealed bids is commonly designated as a Request for Bids (RFB). The instrument for soliciting competitive negotiations is referred to as a Request for Proposal Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 27 (RFP). The principal distinction between sealed bidding and negotiations is that the bidding process requires that tenders be evaluated, and awards made solely on the information contained in the bids at the time of the opening. No substantive changes, or any changes which would affect determination of award are permitted in the nature of the offer or in the price. Negotiation, on the other hand, allows modification and alteration of both content and price after offers are submitted and during the evaluation process. Many procedural characteristics are common to both competitive bidding and competitive negotiation. For example, both involve public notice and the issuance of a solicitation, which establishes the time and place at which the proposals or bids will be open. There are, however, also differences. The Request for Proposals may be open publicly, but only the names of the proposers should be revealed; not the prices or other information. And, the contents of neither the successful or unsuccessful proposals are available as public information either before or after the award of the contract. The RFP shall be drafted by both the using department and the Purchasing Agent and shall include a description of the item or service desired, the criteria given in order of the relative importance that will be used in evaluating proposals and the statement as to when and to what manner prices are to be submitted. The RFP shall also provide that after proposals are opened, they may be discussed with the offeror if the purchaser deems it advantageous to do so, in this context, discussion means clarification, modification and negotiations or any of these. If discussions are conducted, all offerors whose proposals are found to be acceptable must be given equal opportunity to negotiate and revise their proposals. Awards may be made on the basis of the proposals as initially submitted without negotiation, but if this is not done, no information from a competing proposal may be revealed to another competitor during the course of discussion. Negotiations should be conducted individually with each qualified offeror and should be documented by minutes of each session. The offeror may modify or withdraw his proposal at any time prior to the submission of a best and final offer. Following negotiations, the time must be set for all offerors whose proposals have been deemed acceptable to submit proposals including their prices. Changes are not allowed in proposals of prices after best and final offers are received unless it’s in the public's best interest. Following award of a contract, explanation should be available to any unsuccessful proposer as to why his proposal was not acceptable. The common evaluation factors used in evaluating any Request for Proposal usually fall into three main categories: (1) technical capability and the approach for meeting performance requirements, (2) the competitiveness and reasonableness of price, and (3) managerial capability. All Request for Proposals shall be reviewed by the Purchasing Agent prior to their distribution and to be distributed by the Central Purchasing Office. The Purchasing Agent shall participate on the evaluation committee reviewing all Request for Proposals issued by the City of Galesburg. Multiple Step Sealed Proposals and Bidding This procedure usually involves two steps, combining certain aspects of competitive sealed bidding and competitive negotiations. It can be effective for some of the more complex procurements, where different approaches for doing the work can be offered and evaluated together with the relative performance capabilities of the bidders. This method can be advantageous in the acquisition of certain specialized services, Multiple step bidding uses a Request for Bids to which the response in Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 28 the first step consists of a technical proposal stating how the task would be accomplished and the bidder’s experience and resources for carrying it out. The proposal does not include prices. Prices are submitted as a second step. In preparing an invitation for multiple step bidding, the specifications, product description, or statement of work should be written in terms of the purpose for which the product or services needed and the results desired. The technical proposals may be opened publicly but only to disclose the names of the bidders, not any information contained in the proposals. Evaluation of the technical proposals is the same as for competitive negotiations, except there is no discussion of price. Following evaluation, prices are invited from all bidders whose technical proposals are acceptable. Negotiation regarding technical proposals is not necessary if fully acceptable proposals are received initially. The procedure then moves directly to the next step of obtaining and considering prices with award made as under competitive sealed bidding. Sole Source Purchases It is important to emphasize that sole source refers to the supplier, not a product or service. Thus, the ability to meet a delivery date, or to make on call repairs at a particular location, can create a sole source condition. These procedures require, however, that although a certain item or service may be needed or a condition met, price competition is to be solicited if the requirement can be obtained from more than one source. Justification for a sole source purchase, depends upon a needed item being available from only a single supplier under certain circumstances. These circumstances shall include, but not be limited to the following types of purchases; (1) the purchase of equipment for which there is no competitive product and which is available from only one supplier (2) the purchase of electricity, natural gas and other public utility services (3) the purchase of a component or replacement part for which there is no commercially available substitute and which can only be obtained from one manufacturer (4) the purchase of an item where compatibility is the overriding consideration (5) the purchase of a used item which becomes immediately available and is subject to prior sale (6) the purchase of an item for resale or the purchase of a particular product for trial and testing or under certain circumstances the additional needs developed during the course of a project (7) purchases from other governmental units (8) subscriptions, leases, maintenance agreements, and rentals. These orders and services should be set up to expire at the same time each year if possible, as all such numbers will be transferred to a new block of purchase order numbers annually. Any contract or agreements which include an option to buy are classified as purchases and shall be processed under a regular purchase order. If an unsolicited offer is accepted, it constitutes a waiver of competition and depending upon a number of factors could be a purchase from a single available supplier. No employee of the City shall accept an unsolicited offer, nor evaluate or make any commitment as to the respect of an offer without the prior approval of the Purchasing Agent. All lease agreements, rental agreements, and maintenance agreements will be reviewed and signed by the Purchasing Agent only, unless approved by City Council and, if so, the Mayor will sign the agreement, and a purchase order will be issued to cover the vendor’s invoices. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 29 Other Types of Purchases Petty Cash The intended usage of petty cash is to provide authorized City personnel with a convenient method of purchasing minor supplies or services of a non-recurring nature. Petty cash is not intended to be used for the frequent purchase of minor supplies or services of a like nature which should be purchased on the basis of competitive quotations. Petty cash purchases will not normally exceed $25.00 in cost and each petty cash purchase must be supported by a properly completed petty cash voucher. Petty cash vouchers can be obtained at the employee’s designated reimbursement office. Evidence of a petty cash purchase such as a receipted invoice must be attached to the petty cash voucher and signed by an authorized Department or Division Head. A request for reimbursement with petty cash must be made not later than 7 calendar days from the date of purchase. Emergency Orders Emergency purchases are not to be made unless true and justifiable emergencies exist. The full cooperation of all departments is important in the observance of this procedure. Emergencies are defined as a "Need for parts, supplies or services required in connection with repairs due to the breakdown of equipment that must be kept running, or other requirements which critically impact the City's objectives, responsiveness, and public image." A waiver of the normal procurement requirements can be made for purchases in an emergency or hazardous situation. True emergencies do exist, and the management staff of the City must be able to act swiftly for the public good. Each Division Head should attempt to contact his respective Department Head regarding the emergency, and the Department Head should contact the City Manager in emergencies which will exceed the $5,000 limit, when possible. The Department Head shall obtain written or email approval from the City Manager to move forward with the emergency order prior to authorizing a vendor to proceed with work. Credit Card Purchases Credit card purchases are allowable by City Staff on all purchases under $5,000 unless purchasing guidelines are followed for purchases over $5,000. Blanket Orders This is a purchase order covering supplies of a nature that are used on a recurring basis for a stipulated period of time. Blanket purchase orders should be used for repetitive orders for a given quantity of the same item at a constant unit price from a single vendor. Blanket purchase orders greater than $5,000.00; but less than $25.000.00 must be comply with quoting procedures. Blanket purchase orders in excess of $25,000.00 must comply with the bidding procedures. Blanket Order Release A blanket order is an arrangement under which the City contracts with a vendor to provide the City’s requirements for an item or service on an as-required basis. The blanket order is for a limited period of time and is subject to a maximum dollar limit within the specified period. Only one purchase order Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 30 number is issued to the vendor for a specified quantity at the same unit price for a period of time (i.e. 700 tons of fill sand for the fiscal year) and quantities are ordered and released against the master purchase order. Inventory Management Definition Inventory management refers to the responsibility for equipment, material and supplies after they are acquired. This responsibility involves storing and distribution, transferring unused items between divisions, departments and funds and disposing of surplus property, as well as general supervision of storerooms and warehouses. Responsibility Central Purchasing has general supervision and ultimate control over discontinued inventory and surplus property. The Purchasing Department is responsible to arrange for the periodic sale, auction, or other form of disposition for articles that are no longer deemed necessary or in the best interest of the City. Transfer & Disposition As a general rule, the most gainful method for handling an item no longer needed by one using division is to transfer it to another using division that has a, need and a use for it. The disposition process deals with three categories of items: excess, surplus, and obsolete. For the purpose of these procedures, excess items are those no longer needed by the using division, but suitable for transfer, surplus items are those still useful, but the jurisdiction no longer has a reasonable need for them. Obsolete property is inventory without utility, due usually to technological development, wear and tear, or damage, or scrap metal which have no value except its basic material content. When items become excess, surplus, or obsolete, it shall be the duty of the using division to report them promptly to the Central Purchasing Office. Annual Public Auction The Purchasing Office holds an annual public auction usually scheduled for late May or June or each succeeding year whereby all items that have not been transferred or traded in can be sold after an advertised public announcement. Prior to the advertisement, the Purchasing Division shall distribute a listing to the Division Heads of the surplus property in the City's possession for their review and possible transfer. After review by the respective Division Heads, the Purchasing Agent shall determine which surplus property shall be listed and sold at public auction. Other Disposition Methods The Purchasing Agent shall have the responsibility and discretion of determining whether surplus items shall be listed in the public auction or sold by sealed bids, or through the commercial market, or posted prices or through any procedure which the City Council approves as a normal means Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 31 of conducting business. Whatever method of disposition is chosen, the Purchasing Agent shall set the terms and conditions of the sale. Sales to Employees The non-competitive sale of any City surplus property to any City employee is prohibited. Records Control Records control and the overall responsibility for the efficient management for personal property in the equipment rest with the Finance Department. As per City ordinance and accepted accounting practices, the Finance Department has established procedures for maintaining the records on acquisition, transfers, and disposition of equipment or other property. The records control function serves several central purposes. It fixes upon those with actual physical control the responsibility for custody and care of each item of property. The accuracy of the records and the dollar values are used in various financial reporting tool, provides a method of reducing losses and inefficiencies as much as possible, it provides a means of adding or deleting proper charges to the respective divisions, and to the extent that the City protects, manages, and takes good care of its property, replacement expenditures will not be necessary. Conflict of Interest Any elected official or employee who has any financial or other interest in a supplier company either directly or indirectly through members of his immediate family, shall so report such financial or other interest in writing to the Purchasing Agent or his respective Department Head, The Purchasing Agent and the Finance Director will consult with legal counsel in determining whether the alleged or potential conflict in question is of sufficient magnitude as to take restrictive actions on the employee, or restrict purchase from the associated vendor. In all cases of a reported alleged or potential conflict of interest, the Purchasing Agent shall issue a written letter of determination to the employee or vendor as to the decision of the City within ten days of the receipt of the reported alleged or potential conflict of interest. If the Purchasing Agent should discover a real or potential violation of this conflict of interest policy and procedure, he shall immediately suspend business with the vendor, and shall give a written report of his findings to the Director of Finance and City Manager, and they shall jointly decide on the proper course of action to be taken regarding the vendor. Unlawful Purchases When it is found that a solicitation is unlawful, it shall be cancelled. Unless altogether unfeasible, a purchase made or contract awarded contrary to law or applicable rules and regulations shall be terminated, any unused merchandise returned, and the employees who are responsible held personally liable for any costs involved. The Purchasing Agent shall report all unlawful solicitations or purchases to the Director of Finance and City Manager, and they shall jointly decide on the course of action to be taken regarding any unlawful purchase Adherence to Policy Departments will be required to strictly adhere to all policies and procedures contained in this manual. It will be the Department Head's responsibility to ensure compliance within their department. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 32 Ethics All employees involved in the procurement activities will strive to maintain the City's image by their personal conduct and methods of doing business and shall practice good public relations at all times. Changes to Policy or Procedure Changes to Policies The Policies as outlined in this manual are the City’s formulation and publication of administrative policies for all Departments and Divisions. Changes in Procedures The procedures as outlined in this manual are the methods used by Central Purchasing in internal procedures. Changes to the procedures section can be made by the Central Purchasing Office only and only if they do not exceed or conflict with any POLICY as established by the City Council. All changes in procedures shall be in writing and distributed to the Department and Division Heads. EXHIBIT "0" TERMS & CONDITIONS The following terms and conditions shall apply to all contracts or purchase orders unless specifically superseded by the Instructions to Bidders, Special Provisions, or any particular Request for Bid, or Request for Proposal. The words order and contract are used interchangeably to mean a purchase order, a written contract, or the use of either as a legal contract. The words Seller, Vendor, Bidder, and Contractor are used interchangeably to mean Seller. The word Buyer is used to mean the City of Galesburg, Illinois. The word bid is used to mean quotation, bid or proposal. Acceptance of Contract Seller shall be bound by this order and its' terms and conditions when it delivers to Buyer any of the items ordered, or renders for Buyer any of the items ordered, or renders for Buyer any of the services ordered herein. If a written contract is used, the Buyer shall not be bound by this contract until the Seller executes and returns to the Buyer both copies of the contract and it is signed by the Mayor of the City of Galesburg and returned with a written purchase order to the Seller. No contract shall exist except as herein above provided. Affirmative Action, The City of Galesburg has adopted an Affirmative Action Program.Policy. All formal sealed bids or proposals must be accompanied by a properly prepared Certificate of Compliance Form, whereby the Vendor certifies the number of employees he has in each class of employment, and that affirmative Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 33 action has been taken to assure a quality of opportunity in all aspects of employment. Vendors are encouraged to review the City policy and incorporate this policy into any service they may be providing to the City. Amendments No agreement or understanding to modify this contract or order shall be binding upon Buyer unless in writing and signed by Buyers' authorized agent. All specifications, drawings, and data submitted to Seller with this order are hereby incorporated herein and made a part hereof. No claim based on oral change orders will be allowed. Assigning or Subcontracting The Contractor shall give his personal attention to the fulfillment of the contract and shall keep the work under his control. Except as agreed in evidence by the amendments or addenda to the contract documents, the Contractor shall not sublet, sell, transfer, assign or otherwise dispose of the contract or any portion of payments due thereof, or of its' rights, title or interest therein, without prior written consent of the City. No subcontracts, or transfer of this contract, shall in any case release the Contractor of his liability under the contract and bonds. Any consent by the City to sublet any part of the work shall not be construed to be an approval of the said subcontract or of any of its' terms and shall operate only as an approval of a making of a subcontract between the Contractor and subcontractor. The Contractor and subcontractor shall be jointly and severally liable to the City for any failure of a subcontractor to comply with the provisions of these contract documents. A subcontractor will be recognized only in the capacity of an employee, independent Contractor, or agent of the Contractor, and not as employee of the City. The Contractor shall direct the attention of its subcontractors to the requirements of all Federal, State, and Municipal laws, Ordinances, Rules & Regulations as they apply. Audits and Inspections The Seller shall permit, and shall require any subcontractor to permit, the City and its representatives to have access, at any reasonable time, to the premises used by the Seller or its subcontractor or to any plant or place where materials, work or any part thereof, will be made, performed, or stored. The Seller shall permit and shall require any subcontractor to permit the City to h ave access at any reasonable time, to inspect the records and documents of the Seller and its suppliers, relating to any labor, materials, plant and equipment used in the performance of this contract. Access shall be given or obtained both before and after completion of this contract for the duration of the warranty period or as prescribed by law. Changes The Buyer reserves the right at any time to make changes in any one of the following: a. Specifications, drawings, and data incorporated in this contract where the items to be furnished are to be specifically manufactured for the Buyer. b. Methods of shipment or packaging c. Place of delivery d. Time of delivery Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 34 If any such change causes an increase or decrease in the cost of or the time required for performance of this contract, an equitable adjustment shall be made in the contract price or delivery schedule, or both. Any claim by Seller for adjustment under this clause shall be deemed waived unless asserted in writing within 10 days from receipt by Seller of the change. Price increase or extensions in time for delivery shall not be binding on Buyer unless evidenced by a purchase order change notice issued and signed by the Buyer. Compliance with Statutes and Government Requirements Seller warrants and certifies that all materials or articles listed hereunder have been and will be produced in compliance with and subject to A. All applicable Federal and State Statutes, Amendments thereto and regulations issued pursuant thereto, and B. All applicable orders and regulations of the executive and other departments, agencies, and instrumentalities of the United States. By acceptance hereof, Seller certifies compliance with the Fair Labor Standards Act of 1938 (as amended) in the performance of this order and that any equipment or machinery sold hereunder complies with the requirements of the Occupational Safety and Health Act (as amended). Delivery Schedule Time is of the essence of this contract, and if delivery of acceptable items or rendering of services is not completed by the time promised, the Buyer reserves the right without liability, in addition to its' other rights and remedies to terminate this contract by notice effective when received by Seller, as to stated items not yet shipped or services not yet rendered, and to purchase substitute items for services elsewhere and charge the Seller with any loss incurred. Any provisions herein for the delivery of articles or the rendering of services by installments shall not be construed as making the obligations of the Seller severable, Delivery Terms Shipments sent C.O.D. without Buyers' written consent will not be accepted and will at Sellers' risk and expense, be returned to Seller. Excess unauthorized shipments are subject to rejection and return at Sellers' expense. Unless specifically stated to the contrary, on the face of this order, Seller shall pay all freight charges to the ship to address of the Buyer. In all events, title to the goods purchased, or additions or modifications to goods, shall pass to the Buyer upon receipt and inspection by the Buyer. Equal Employment Opportunity Clause The City has adopted an Equal Employment Opportunity Clause which is incorporated into all specifications, purchase orders and contracts, whereby a vendor agrees not to discriminate against any employee or applicant for employment because of his race, color, religion, sex, national origin or ancestry. A copy of this clause may be obtained and viewed at the City Clerk's Office, City Hall. Galesburg, Illinois. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 35 Governing Law This purchase order and/or contract shall be governed by and construed according to the laws of the State of Illinois. Immigration Reform and Control Act of 1986 The Seller hereby agrees to comply with all relevant provisions of the Immigration Reform and Control Act of 1986, with particular reference to the 1-9 requirements. Inspection Materials or equipment purchased hereunder are subject to inspection and approval at the Buyer's destination. Buyer reserves the right to reject and refuse acceptance of items which are not in accordance with the instructions, specifications, drawings and data of Seller's warranty (expressed or implied). Buyer may charge sell for the cost of inspecting merchandise rejected. Items not accepted will be returned to Seller at Seller’s expense. Payment for any article hereunder shall not be deemed in acceptance thereof. Invoices - Order Numbers Invoices in duplicate with prices set out and giving the correct purchase order, together with the original bill of lading or express receipt must be sent at the time of each shipment, otherwise payment of Seller's account may be delayed. The purchase order number shall appear on all invoices, boxes, packages, shipping documents and correspondence, and the list of contents shall be enclosed in each box or package. Late Bids Any bid or proposal received after the stated time in the Instructions to Bidders shall be rejected and will be returned unopened. Mistakes in Bids Prior to bid opening, a bidder may correct a mistake or withdraw the bid. After bids are opened, but before award, a mistake may be corrected only if it is minor and the intent of the bid is obvious; that is only if the bid is in substantial compliance and the correction does not improve the bidder's competitive position. Where a mistake or omission is not evident on the face of the bid and the bidder points out an error with clear and objective evidence prior to award, it is in order to allow the bid to be withdrawn but not corrected. Where bid security applies, permitting withdrawal would normally be without forfeiture of the security. Public policy does not seek public gain for mistakes by bidders. To help prevent unnecessary problems, when the Purchasing Agent sees an apparent error in a bid. he shall bring it to the attention of the bidder and resolve the matter before further consideration of the bid for award. After award, any mistake in a bid which comes to light will not relieve the Contractor from performance in accordance with the contract award. Non-Appropriation of Funds A contract or order shall be terminated in any year in which the City Council fails to appropriate or otherwise make available funds necessary to make payments under the terms and conditions of the respective contract documents. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 36 Notice to Surety In the event of any contract termination, the Buyer shall immediately serve notice thereof upon the Surety and the Contractor and the Surety shall have the right to take over and perform the contract, provided however that if the Surety does not commence performance thereof within thirty days from the date of the mailing to such Surety notice of termination, the Buyer may take over the work and prosecute the same to completion by contract for the amount and at the expense of the Contractor, and the Contractor and his surety shall be liable to the Buyer for any excess cost occasioned by the Buyer thereby. be directed by the City. The Contractor shall not commit or permit any act which will interfere with the performance of work by any other Contractor as scheduled. If, through acts or neglect on the part of the Contractor, any other Contractor or any subcontractor shall suffer loss or damage on the work, the Contractor shall settle with such other Contractor or subcontractor by agreement or arbitration, if such other Contractor or subcontractor will so settle. If such other Contractor or subcontractor shall assert any claim against the City on account of any damage alleged to have been so sustained, the City will notify this Contractor, who shall defend at his own expense any suit based upon such claim, and if any judgment or claims against the City shall be allowed, the Contractor shall pay or satisfy such judgment or claim and pay all costs and expenses in connection therewith. Patents Seller undertakes and agrees to defend at Seller’s own expense, all suits, actions, or proceedings against Buyer in which Buyer, and of Seller’s distributors or dealers, or the users of any Seller’s products are made defendants for actual or alleged infringement of any U.S. or foreign letters patent resulting from the use or sale of the items purchased hereunder (except infringement necessarily resulting from adherence to specifications or drawings, other than those of Seller's design or selection originally submitted to Seller by Buyer). And further agrees to pay and discharge any and all judgments or decrees which may be rendered in any such suit, action, or proceedings against Buyer therein. Permits and Licenses The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary and incident to the due and lawful prosecution of the work. Further, prevailing wages shall be paid if applicable and certified payrolls shall be collected and submitted to the City. Price Buyer shall not be billed at prices higher than stated on this purchase order unless authorized by a purchase order change notice issued and signed by the Buyer. Seller agrees that prices comply with all applicable government regulations in effect at the time of the quotation, sale or delivery. Seller further agrees that any price reduction made in merchandise covered by this order subsequent to the placement of this order will be applicable to this order. No charge shall be made against the Buyer for boxing and crating unless otherwise agreed in writing. Property Furnished to the Seller by Buyer All property furnished to the Seller by the Buyer, or specifically paid for by the Buyer, for use in the performance of this contract, shall be and remain the property of the Buyer, shall be subject to removal upon the Buyer's instructions, shall be used only in filling orders from the Buyer, shall be Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 37 held at the Seller’s risk, shall be kept insured by the Seller at the Seller’s expense while in its' custody or control in an amount equal to the replacement cost thereof, with, loss payable to the Buyer, and upon recall by Buyer shall be packaged at Seller's expense for shipment to Buyer in accordance with Buyer's instructions. Copies of policies or certificates of such insurance will be furnished to the Buyer upon demand. It is agreed that any and all specifications, drawings or data furnished by Buyer shall, (1) Remain the Buyer's sole and exclusive property, (2) Be considered and treated by Seller as Buyer's confidential information, and not be copied, reproduced or duplicated in any manner, or disclose to any other person or party, except as is necessary in the performance of this order contract: (3) Be returned upon request. Further, it is agreed that specific order information and details shall not be published or disclosed to any third party without the Buyer's written permission. Sales Tax Exemption The City has an active sales tax exemption certificate number assigned by the Illinois Department of Revenue which indicates that the City does not pay the Illinois Retailer's Occupation Tax, the Service Occupation Tax, the Service Use Tax, or the Use Tax. Telephone Bids The Buyer shall not accept telephone bids. Termination for Breach In the event that any of the provisions of the contract are violated by the Seller, the Buyer may serve a written notice upon the Seller of the intention to terminate such contract, such notice to contain the reasons for such termination intention: and unless within ten days after serving of such notice upon the Seller such violation shall cease and satisfactory arrangements for corrections be made, the contract shall, upon expiration of said ten days, cease and terminate. Termination for Convenience The City reserves the right to terminate this contract at any time for any reason by giving written notice to the Contractor of such termination and specifying the effective date of the termination which may be immediate. In the event of termination, all finished and unfinished documents and other materials shall at the option of the City become its' property. If this contract is terminated as provided herein, the Contractor will be compensated for services actually performed in accordance with the payment sections of the contract. The Contractor shall promptly submit his termination claim to the Buyer and the parties shall negotiate a termination settlement to be paid to the Contractor. Notwithstanding the above, the Contractor shall not be relieved of any liability to the City for damages sustained by the City by virtue of any breach or termination for convenience of this contract by the Contractor and the City may withhold any payments to the Contractor until such time as the amount of such damages due the City from the Contractor shall be determined. Termination for Cause If the Contractor shall fail to fulfill in a timely and proper manner its’ obligations under this contract, or if the Contractor shall violate any of the covenants, agreements, or stipulations of this contract, the Buyer shall thereupon have the right immediately to terminate this contract by giving written notice thereof to the Contractor. In the event of such termination all finished and unfinished drawings, Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 38 specifications, estimates and data prepared by the Contractor shall at the option of the City become the property of the City; and if such option is exercised, the Contractor shall be entitled to receive just an equitable compensation in accordance with the terms for compensation for any satisfactory work completed prior to the termination date and accepted by the Buyer. If a contract is terminated, the Buyer in addition to any other rights provided, may require the Contractor to transfer title and deliver to the Buyer in the manner and to the extent directed by the Buyer completed work, partially complete supplies, materials, parts, plans, drawings, information and contract rights. The Contractor shall upon direction of the Buyer, protect and preserve property in the possession of the Seller in which the Buyer may assert an interest. Payment for all such materials delivered to and accepted by the Buyer and for the protection and preservation of property, shall be in an amount agreed upon by the Seller and the Buyer. The Buyer may withhold from amounts otherwise due the Seller for such completed work or materials such sums as the Buyer determines to be necessary to protect the Buyer against loss because of outstanding liens or claims of former lien holders. If, after notice of termination of a contract, it is determined for any reason that the Contractor was not in default, or that the default was excusable under any provisions of this contract, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to termination for convenience. The rights and remedies of the Buyer provided in this section shall not be exclusive or in addition to any other rights and remedies provided by law or under this contract. Title and Risk of Loss Any risk of loss or damage prior to acceptance thereof or thereafter while in the possession of the Contractor or under his control is assumed and shall be borne by the Contractor, and any such loss or damage shall be made good by the Contractor at his own cost and the performance of the contract shall be carried forward by him in accordance with this contract without additional cost to the Buyer by reason of such loss or damage. Notwithstanding the foregoing, any such loss or damage prior to acceptance thereof shall not be borne by the Contractor if such loss or damage was caused solely through the negligent act or omission of the Buyer or their employees. Transit Purchases for Galesburg Transit Any transit items purchased by the City of Galesburg which cost $10,000 or more will be require IDOT concurrence for pre-bid and pre-award authority. Any third-party contracts related to transit goods or services will be required to have a maximum term limit of five years or less. Purchases in Which Federal Transit Authority (FTA) Funds are Utilized • Include evaluation of lease versus purchase options in procurement history, if applicable. • Acceptance, to the extent practicable and economically feasible, of products and services dimensioned in the metric system of measurement. • Preference, to the extent practicable and economically feasible, for products and services that conserve natural resources, protect the environment, and are energy efficient. • The Comptroller General, or any of their representatives, shall have access to and the right to examine and inspect all records, documents, and papers relating to these type purchases. Updated 10/19/202012/03/2019 City of Galesburg Purchasing Policies 39 Warranty Seller warrants to Buyer that all goods and services furnished hereunder will conform in all respects to the terms of this order including any drawings, specifications, or standards incorporated herein, and that they will be free from latent and patent defects in materials, workmanship and title, and will be free from such defects in design. In addition, Seller warrants that said goods and services are suitable for, and will perform in accordance with, the purpose for which they were purchased, fabricated, manufactured and designed and for such other purposes as are expressly specified in this order. The foregoing warranties shall survive any inspection by, delivery to, acceptance of and payment by Buyer and shall run to Buyer, its’ successors and assigns of said goods and services and shall not be deemed to be exclusive. Withdrawal of Bid No bid may be withdrawn after the time of the bid opening. Any withdrawal requested before this time shall be acceptable only when such request is made in writing to the Purchasing Agent and actually received prior to the time of the bid opening. Reviewed/updated by Purchasing 10/19/2012/03/19 KDB User: Printed:10/14/2020 - 10:36AM tmiller Transactions by Account Batch:00019.10.2020 Accounts Payable Account Number Vendor AmountDescription PO NoDate 001-0000-10407-00 Stratus Networks, Inc 10/20 Service #7382 - General Assistance 39.96 39.9610/13/2020 001-0000-10407-00 Illinois Fire Safety Alliance Dale May Memorials to be issued to IFSA Burn Camp per donor requ 1,010.00 1,010.0010/13/2020 001-0000-10407-00 Stratus Networks, Inc 10/20 Service #7382 - Teen Court 12.50 12.5010/13/2020 001-0000-10407-00 Stratus Networks, Inc 10/20 Service #7382 - Township Assessor 70.65 70.6510/13/2020 001-0000-10407-00 Stratus Networks, Inc 10/20 Service #7483 469.62 469.6210/13/2020 001-0000-10407-00 Amanda Jennings Cell Phone Allow - AJennings 19.50 19.5009/30/2020 001-0000-10407-00 Stratus Networks, Inc 10/20 Service #7382 - Election 37.57 37.5710/13/2020 001-0000-10701-00 Communications Innovators, Inc Jan 1 - Aug 31 2021 part of the 2nd year of a five year support 3,443.47 0000091747 3,443.4710/13/2020 001-0000-10701-00 IL Association of Chiefs of Police 2021 Membership Renewal 220.00 220.0010/13/2020 001-0000-10801-00 Advance Auto Parts Hydraulic filter 7.90 7.9010/13/2020 001-0000-10801-00 Map Automotive of Peoria Dome lights 29.52 29.5210/13/2020 001-0000-10801-00 Advance Auto Parts Wiper blades 56.22 56.2210/13/2020 001-0000-10801-00 Advance Auto Parts Oil filters 12.56 12.5610/13/2020 001-0000-10801-00 Advance Auto Parts Hydraulic filter 7.90 7.9010/13/2020 001-0000-22002-00 JACQUELINE AYALA Reissue UB Refund ck #86145, never rec'd 11.94 11.9410/13/2020 001-0000-37900-00 Stratus Networks, Inc 10/20 Service #7382 -14.61-14.6110/13/2020 $5,434.70Subtotal for Division: 0000 001-0105-54000-00 Bradley Hix Cell Phone Allowance 39.00 39.0009/30/2020 001-0105-54000-00 Wayne Allen Internet Allowance 30.00 30.0009/30/2020 001-0105-54000-00 Stratus Networks, Inc 10/20 Service #7382 11.36 11.3610/13/2020 001-0105-54500-00 John Pritchard Meals,lodging,train ticket-IML Conf/Board of Dir Mtg-Chcgo-Mayor 492.73 492.7310/13/2020 $573.09Subtotal for Division: 0105 001-0110-54000-00 Stratus Networks, Inc 10/20 Service #7382 31.02 31.0210/13/2020 001-0110-54000-00 Todd Thompson Cell Phone Allowance 39.00 39.0009/30/2020 001-0110-61000-00 Office Specialists, Inc.Toner 119.43 119.4310/13/2020 $189.45Subtotal for Division: 0110 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 1 20-8019 Account Number Vendor AmountDescription PO NoDate 001-0115-54000-00 Kelli Bennewitz Cell Phone Allowance 39.00 39.0009/30/2020 001-0115-54000-00 Stratus Networks, Inc 10/20 Service #7382 68.16 68.1610/13/2020 $107.16Subtotal for Division: 0115 001-0120-54000-00 Stratus Networks, Inc 10/20 Service #7382 22.72 22.7210/13/2020 001-0120-61000-00 Office Specialists, Inc.Pocket binder - Jan 9.88 9.8810/13/2020 $32.60Subtotal for Division: 0120 001-0145-51000-00 Petentler Investigations Summons- Curtis, Baughman 150.70 150.7010/13/2020 001-0145-51010-00 James M Kelly, Attorney 08/20 Legal Fees 1,897.50 1,897.5010/13/2020 001-0145-51010-00 James M Kelly, Attorney 08/20 Legal Fees 511.50 511.5010/13/2020 001-0145-51010-00 Statham & Long, LLC 08/20-09/20 Adjudication 634.50 634.5010/13/2020 001-0145-51010-00 James M Kelly, Attorney 08/20 Legal Fees 82.50 82.5010/13/2020 001-0145-51010-00 James M Kelly, Attorney 08/20 Legal Fees 66.00 66.0010/13/2020 001-0145-51500-00 Register Mail, Inc.Legal ads #2037790 318.66 318.6610/13/2020 001-0145-54000-00 Bradley Nolden Cell Phone Allowance 39.00 39.0009/30/2020 001-0145-54000-00 Stratus Networks, Inc 10/20 Service #7382 11.36 11.3610/13/2020 $3,711.72Subtotal for Division: 0145 001-0160-51300-00 Petty Cash - City Clerk Knox County Recorder - recording fees 126.00 126.0010/13/2020 001-0160-51500-00 Register Mail, Inc.Notice to proposers #2014022 66.38 66.3810/13/2020 001-0160-59516-00 Jeffrey R Cervantez 09/20 AV Services for City Meetings 330.00 330.0010/13/2020 001-0160-59521-00 Knox County Humane Society 11/20 Animal Control Contract 20,698.00 0000091576 20,698.0010/13/2020 001-0160-59523-00 Galesburg Downtown Council Replacement Tax Pmt 2020 FY 3,356.43 3,356.4310/13/2020 $24,576.81Subtotal for Division: 0160 001-0205-54000-00 Gloria Osborn Cell Phone Allowance 39.00 39.0009/30/2020 001-0205-54000-00 Stratus Networks, Inc 10/20 Service #7382 102.26 102.2610/13/2020 $141.26Subtotal for Division: 0205 001-0207-54000-00 Stratus Networks, Inc 10/20 Service #7382 34.08 34.0810/13/2020 001-0207-54000-00 Kerzi Peterson Cell Phone Allowance 39.00 39.0009/30/2020 001-0207-54000-00 Lewis Doney II Cell Phone Allowance 39.00 39.0009/30/2020 001-0207-54000-00 Orlando Lucero Cell Phone Allowance 39.00 39.0009/30/2020 001-0207-55800-00 Communications Innovators, Inc Sept 1 - Dec 31 2020 part of the 2nd year of a five year support 1,721.73 0000091747 1,721.7310/13/2020 $1,872.81Subtotal for Division: 0207 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 2 Account Number Vendor AmountDescription PO NoDate 001-0305-51500-00 Register Mail, Inc.Planning Ads #2014022 142.72 142.7210/13/2020 001-0305-54000-00 Stratus Networks, Inc 10/20 Service #7382 39.76 39.7610/13/2020 $182.48Subtotal for Division: 0305 001-0306-51000-00 Jeffrey R Cervantez 09/20 AV Services for Public Grant Meeting 30.00 30.0010/13/2020 001-0306-54000-00 Rory Speidel Cell Phone Allowance 33.00 33.0009/30/2020 001-0306-54000-00 Richard Slagel Cell Phone Allowance 33.00 33.0009/30/2020 001-0306-54000-00 Robert Elsbury Cell Phone Allowance 33.00 33.0009/30/2020 001-0306-54000-00 Stratus Networks, Inc 10/20 Service #7382 96.57 96.5710/13/2020 001-0306-55400-00 Kendall Zimmerman Cut down weeds/trees - 1465 Willard 225.00 225.0010/13/2020 001-0306-55400-00 Kendall Zimmerman Pick up and dispose of TV - 979 Mulberry 30.00 30.0010/13/2020 001-0306-55400-00 Kendall Zimmerman Pick up and dispose of TV - 1025 N Prairie 30.00 30.0010/13/2020 001-0306-55400-00 Kendall Zimmerman Cut down weeds/trees - 211 Illinois 170.00 170.0010/13/2020 001-0306-55400-00 Kendall Zimmerman Cut down weeds/trees - VL E of 1487 N Henderson St 1,000.00 1,000.0010/13/2020 001-0306-55400-00 Kendall Zimmerman Pick up and dispose of TV - 870 Monmouth Blvd 30.00 30.0010/13/2020 001-0306-55400-00 Four Seasons Pest Control Spray at 1214 Berrien St 65.00 65.0010/13/2020 001-0306-55400-00 Kendall Zimmerman Pick up trash/debris - 67 N Pleasant 37.50 37.5010/13/2020 001-0306-55400-00 Kendall Zimmerman Pick up trash/debris - 261 Pine St 220.00 220.0010/13/2020 001-0306-55400-00 Kendall Zimmerman Cut down weeds/trees - 163 W Mary 150.00 150.0010/13/2020 001-0306-55400-00 Kendall Zimmerman Pick up trash/debris, dispose of tires - 153 Fulton St 395.12 395.1210/13/2020 001-0306-55400-00 Kendall Zimmerman Cut down weeds/trees - 348 E Third 275.00 275.0010/13/2020 $2,853.19Subtotal for Division: 0306 001-0410-54000-00 Malinda Davis Cell Phone Allowance 33.00 33.0009/30/2020 001-0410-54000-00 Wayne Carl Cell Phone Allowance 33.00 33.0009/30/2020 001-0410-54000-00 Stratus Networks, Inc 10/20 Service #7382 90.89 90.8910/13/2020 001-0410-54000-00 Joseph Smiley Cell Phone Allowance 16.50 16.5009/30/2020 001-0410-54000-00 Jamie West Cell Phone Allowance 33.00 33.0009/30/2020 001-0410-54000-00 Brian Vorva Cell Phone Allowance 33.00 33.0009/30/2020 001-0410-54000-00 Aaron Gavin Cell Phone Allowance 33.00 33.0009/30/2020 001-0410-54500-00 Wayne Carl Meals,train ticket,taxi-IML Public Works Committee-Chicago-WCarl 108.64 108.6410/13/2020 001-0410-55500-00 Glasnovich Auto Body Body repair #251 923.00 923.0010/13/2020 $1,304.03Subtotal for Division: 0410 001-0445-54000-00 Stratus Networks, Inc 10/20 Service #7382 47.62 47.6210/13/2020 001-0445-55500-00 Nichols Diesel Service, Inc.State & Fed Tests #466 40.00 40.0009/30/2020 001-0445-55500-00 Nichols Diesel Service, Inc.State & Fed Tests #468 41.00 41.0010/13/2020 001-0445-55500-00 Nichols Diesel Service, Inc.State & Fed Tests #168 41.00 41.0010/13/2020 001-0445-55500-00 Heritage-Crystal Clean, LLC Com 30 gal 355.51 355.5110/13/2020 001-0445-55500-00 Nichols Diesel Service, Inc.State & Fed Tests #180 42.00 42.0009/30/2020 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 3 Account Number Vendor AmountDescription PO NoDate 001-0445-55700-00 Four Seasons Pest Control 09/20 Service 15.00 15.0010/13/2020 001-0445-55700-00 Royal Cleaning Services 10/20 Janitorial Services 220.00 220.0010/13/2020 001-0445-57500-00 Aramark Uniform Serv. Inc.09/20 Service 50.46 50.4610/13/2020 001-0445-57500-00 Aramark Uniform Serv. Inc.10/20 Service 50.46 50.4610/13/2020 001-0445-62500-00 MFC Hose #178 56.22 56.2210/13/2020 001-0445-62500-00 Advance Auto Parts Water pump #904 83.73 83.7310/13/2020 001-0445-63000-00 Advance Auto Parts Adhesive remover 44.13 44.1310/13/2020 001-0445-63000-00 Mack Sales & Service of Morton Big mule wipes 27.00 27.0010/13/2020 001-0445-63000-00 Advance Auto Parts Calk strip 19.49 19.4910/13/2020 001-0445-63000-00 Batterton Auto Supply Tire sealant, steel weights 193.80 193.8010/13/2020 001-0445-63000-00 Lawson Products, Inc.16-14 AWG Rings #10148226 312.77 312.7710/13/2020 001-0445-63000-00 Advance Auto Parts Grease gun coupler 4.59 4.5910/13/2020 001-0445-63000-00 Lawson Products, Inc.Misc supplies 194.85 194.8510/13/2020 001-0445-63000-00 Advance Auto Parts WD40. smart straw 90.96 90.9610/13/2020 001-0445-63000-00 GARD Specialists Co, Inc.Grinding discs 52.28 52.2810/13/2020 $1,982.87Subtotal for Division: 0445 001-0450-54000-00 Stratus Networks, Inc 10/20 Service #7382 59.07 59.0710/13/2020 001-0450-54000-00 JR Knaack Cell Phone Allowance 33.00 33.0009/30/2020 001-0450-54000-00 Justin McNaught Cell Phone Allowance 33.00 33.0009/30/2020 001-0450-55500-00 Mack Sales & Service of Morton Core charge #108 24.00 24.0010/13/2020 001-0450-55500-00 Mack Sales & Service of Morton Core return #108 -24.00-24.0010/13/2020 001-0450-55500-00 Nichols Diesel Service, Inc.State & Fed Tests #108 40.00 40.0010/13/2020 001-0450-55500-00 Nichols Diesel Service, Inc.State & Fed Tests #109 40.00 40.0010/13/2020 001-0450-55500-00 Pomp's Tire - Galesburg Flat repair #122 259.00 259.0010/13/2020 001-0450-55500-00 Nichols Diesel Service, Inc.State & Fed Tests #114 40.00 40.0010/13/2020 001-0450-55700-00 Four Seasons Pest Control 08/20 Service 15.00 15.0010/13/2020 001-0450-61000-00 Office Specialists, Inc.Canned air, paper 96.34 96.3410/13/2020 001-0450-61000-00 Office Specialists, Inc.Markers 7.99 7.9910/13/2020 001-0450-65000-00 Office Specialists, Inc.Misc supplies 262.26 262.2610/13/2020 001-0450-68500-00 Gierke-Robinson Co Water stopper sealant 2,800.00 2,800.0010/13/2020 $3,685.66Subtotal for Division: 0450 001-0505-51000-00 Campion, Barrow & Assoc.Law Enforcement Testing 440.00 440.0010/13/2020 $440.00Subtotal for Division: 0505 001-0510-51000-00 Bob's Towing Tow vehicle 95.00 95.0010/13/2020 001-0510-54000-00 William T. Boynton Cell Allowance 33.00 33.0009/30/2020 001-0510-54000-00 Steffanie Cromien Cell Phone Allowance 33.00 33.0009/30/2020 001-0510-54000-00 Kevin Legate Cell Phone Allowance 33.00 33.0009/30/2020 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 4 Account Number Vendor AmountDescription PO NoDate 001-0510-54000-00 Daniel Hostens Cell Phone Allowance 33.00 33.0009/30/2020 001-0510-54000-00 Russell Idle Cell Phone Allowance 39.00 39.0009/30/2020 001-0510-54000-00 Darrin Worsfold Cell Phone Allowance 33.00 33.0009/30/2020 001-0510-54000-00 Jason Shaw Cell Phone Allowance 33.00 33.0009/30/2020 001-0510-54000-00 Bryan Anderson Cell Phone Allowance 33.00 33.0009/30/2020 001-0510-54000-00 Ryne Sage Cell Phone Allowance 33.00 33.0009/30/2020 001-0510-54000-00 Stratus Networks, Inc 10/20 Service #7382 229.40 229.4010/13/2020 001-0510-54500-00 Patr Ruggles Meals, fuel - DRE Final Exam - Carol Stream -Ruggles 42.94 42.9410/13/2020 001-0510-55500-00 Stecker Graphics Wrap and numbering for new squads as per quote (Local Enforcemen 5,918.02 0000091742 5,918.0210/13/2020 001-0510-61000-00 Office Specialists, Inc.Wipes 35.99 35.9910/13/2020 001-0510-61000-00 Office Specialists, Inc.Batteries, napkins 39.86 39.8610/13/2020 001-0510-61000-00 Office Specialists, Inc.Utensils 37.60 37.6010/13/2020 001-0510-61700-00 Supreme Radio Communications, Inc.Earpieces 330.58 330.5810/13/2020 001-0510-62500-00 Yemm Ford, Inc Window switch #22 89.92 89.9210/13/2020 001-0510-67500-00 Ray O'Herron Co., Inc.3 Dlx trpcl shirts, 3 pr pants - King 476.92 476.9210/13/2020 001-0510-67500-00 Ray O'Herron Co., Inc.Mace 336.49 336.4910/13/2020 001-0510-67500-00 Ray O'Herron Co., Inc.Glove pouches 147.57 147.5710/13/2020 001-0510-67500-00 Ray O'Herron Co., Inc.Baton - Williams 35.74 35.7410/13/2020 001-0510-67500-00 Midwest Uniform Supply, Inc 6 Elbeco short sleeve shirts - Winbigler 174.99 174.9910/13/2020 001-0510-67500-00 Midwest Uniform Supply, Inc Face masks 225.00 225.0010/13/2020 001-0510-69000-00 Galesburg Electric, Inc.Ammo 650.00 650.0010/13/2020 $9,169.02Subtotal for Division: 0510 001-0550-54000-00 Stratus Networks, Inc 10/20 Service #7382 101.37 101.3710/13/2020 001-0550-54000-00 Amanda Jennings Cell Allowance 19.50 19.5009/30/2020 001-0550-54000-00 Cameron Lemaster Cell Phone Allowance 39.00 39.0009/30/2020 001-0550-61000-00 Office Specialists, Inc.Misc supplies 457.06 457.0610/13/2020 $616.93Subtotal for Division: 0550 001-0605-54000-00 Bradley Stevenson Cell Phone Allowance 33.00 33.0009/30/2020 001-0605-54000-00 Derek Perry Cell Phone Allowance 33.00 33.0009/30/2020 001-0605-54000-00 Stratus Networks, Inc 10/20 Service #7382 263.90 263.9010/13/2020 001-0605-54000-00 Randy Hovind Cell Phone Allowance 39.00 39.0009/30/2020 001-0605-54000-00 David Farrell Cell Phone Allowance 33.00 33.0009/30/2020 001-0605-55500-00 5 Alarm Fire & Safety Equip, Inc Preventative Service/Maint on 2nd set tools 1,315.00 1,315.0010/13/2020 001-0605-55700-00 Howe Overhead Doors, Inc.Replace photocell eyes 120.00 120.0010/13/2020 001-0605-55700-00 Four Seasons Pest Control 09/20 Service 15.00 15.0010/13/2020 001-0605-61000-00 Office Specialists, Inc.Folders 13.98 13.9810/13/2020 001-0605-61000-00 Office Specialists, Inc.Eraser pads 13.98 13.9810/13/2020 001-0605-62500-00 Advance Auto Parts Fuel filter, coolant filter #51 64.92 64.9210/13/2020 001-0605-62500-00 Advance Auto Parts Air filter #51 84.69 84.6910/13/2020 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 5 Account Number Vendor AmountDescription PO NoDate 001-0605-62500-00 Mack Sales & Service of Morton Air dryer #108 140.00 140.0010/13/2020 001-0605-62500-00 Mutual Wheel Co., Inc.Marker light #52 14.40 14.4010/13/2020 001-0605-62500-00 Mack Sales & Service of Morton Air dryer filter #51 63.90 63.9010/13/2020 001-0605-62500-00 Alexis Fire Equipment Co., Inc.Headlamp switch #53 38.78 38.7810/13/2020 001-0605-62500-00 Alexis Fire Equipment Co., Inc.Instrument cluster #51 602.86 602.8610/13/2020 001-0605-65000-00 Office Specialists, Inc.Towels 44.12 44.1210/13/2020 001-0605-65000-00 Office Specialists, Inc.Wipes 35.99 35.9910/13/2020 001-0605-65000-00 Office Specialists, Inc.Mop 15.16 15.1610/13/2020 001-0605-65000-00 Office Specialists, Inc.Soap 16.54 16.5410/13/2020 001-0605-65000-00 Office Specialists, Inc.Cleaner, liners 67.96 67.9610/13/2020 001-0605-65000-00 Office Specialists, Inc.Wipes, cleaner 63.47 63.4710/13/2020 001-0605-65500-00 5 Alarm Fire & Safety Equip, Inc Shop supplies used during preventative maint 40.00 40.0010/13/2020 001-0605-66000-00 Howe Overhead Doors, Inc.Commercial photocell eyes 150.00 150.0010/13/2020 001-0605-66000-00 Don Owen Landscaping, LLC Remove/replace GFD replacement white oak 353.56 353.5610/13/2020 001-0605-67500-00 Midwest Uniform Supply, Inc Job shirt, perf tees - ANelson 102.99 102.9910/13/2020 001-0605-67500-00 Alexis Fire Equipment Co., Inc.Leather bunker boots, 2 LED tactical helmet lights 529.00 529.0010/13/2020 $4,308.20Subtotal for Division: 0605 001-0630-65500-00 Galesburg Electric, Inc.Misc supplies. 1,870.68 1,870.6810/13/2020 $1,870.68Subtotal for Division: 0630 $63,052.66Subtotal for Fund: 001 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - High performance patching mix 531.00 0000091605 531.0010/13/2020 011-0000-66000-00 Roanoke Concrete Products Co 2020 Fill Materials - Portland Cement Concrete 209.50 0000091606 209.5010/13/2020 011-0000-66000-00 Tazewell County Asphalt Co, Inc Hot Mix Asphalt binder and surface course 742.50 0000091728 742.5010/13/2020 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - High performance patching mix 633.00 0000091605 633.0010/13/2020 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - High performance patching mix 216.00 0000091605 216.0010/13/2020 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - Portland Cement Concrete 216.00 0000091607 216.0010/13/2020 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - Portland Cement Concrete 216.00 0000091607 216.0010/13/2020 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - Portland Cement Concrete 162.00 0000091607 162.0010/13/2020 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - Portland Cement Concrete 270.00 0000091607 270.0010/13/2020 011-0000-66000-00 Galesburg Builders Supply, Inc.1 CY PP2 119.00 119.0010/13/2020 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - Portland Cement Concrete 216.00 0000091607 216.0010/13/2020 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - Portland Cement Concrete 756.00 0000091607 756.0010/13/2020 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - Portland Cement Concrete 810.00 0000091607 810.0010/13/2020 011-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - Portland Cement Concrete 324.00 0000091607 324.0010/13/2020 011-0000-66000-00 Mill Creek Mining, Inc 2020 Fill Materials - CA6 White Rock 1,883.07 0000091611 1,883.0710/13/2020 $7,304.07Subtotal for Division: 0000 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 6 Account Number Vendor AmountDescription PO NoDate $7,304.07Subtotal for Fund: 011 013-0000-20103-00 JC Dillion Inc - Syrberus Retainage - Lead Service Line Replacement - Rnd 4 -17,746.00-17,746.0010/13/2020 013-0000-51000-00 Bruner, Cooper and Zuck, Inc.Preparation of bid documents and construction engineering servic 2,283.11 0000091431 2,283.1110/13/2020 013-0000-83100-00 JC Dillion Inc - Syrberus Lead Service Line Replacement - Rnd 4 177,460.00 0000091640 177,460.0010/13/2020 $161,997.11Subtotal for Division: 0000 $161,997.11Subtotal for Fund: 013 014-0000-51000-00 Bruner, Cooper and Zuck, Inc.Consultant engineering services for asphalt and concrete materia 750.00 0000091628 750.0010/13/2020 014-0000-51000-00 Hutchison Engineering, Inc Engineering services agreement for submittal of an ITEP grant ap 5,500.00 0000091736 5,500.0010/13/2020 014-0000-52000-00 Ameren Illinois 09/20 Service #9048316063 35.08 35.0809/30/2020 014-0000-55700-00 JJ&TS, Inc Fall Overseed - Monroe St 740.00 740.0010/13/2020 014-0000-62500-00 Pomp's Tire - Galesburg Tires #302 269.34 269.3410/13/2020 014-0000-62500-00 Mack Sales & Service of Morton Quarter fenders #114 137.54 137.5410/13/2020 014-0000-62500-00 Martin Equipment of Illinois, Inc.Brake pedal #122 1,185.38 1,185.3810/13/2020 014-0000-62500-00 Mack Sales & Service of Morton Slack adjuster #108 91.00 91.0010/13/2020 014-0000-62500-00 Nichols Diesel Service, Inc.Mode motor #108 41.78 41.7810/13/2020 014-0000-62500-00 Advance Auto Parts Air filter #116 8.04 8.0410/13/2020 014-0000-62500-00 Advance Auto Parts Brake pads #116 41.59 41.5910/13/2020 014-0000-62500-00 Nichols Diesel Service, Inc.Air dryer filter #108 66.92 66.9210/13/2020 014-0000-62500-00 Advance Auto Parts Dialectric grease #101 13.50 13.5010/13/2020 014-0000-62500-00 Advance Auto Parts Oil filter, fuel filter #122 47.86 47.8610/13/2020 014-0000-62500-00 Advance Auto Parts Grease fitting #108 4.59 4.5910/13/2020 014-0000-62500-00 Mack Sales & Service of Morton Brake shoes #108 107.00 107.0010/13/2020 014-0000-62500-00 Mack Sales & Service of Morton Clevis #108 14.57 14.5710/13/2020 014-0000-64500-00 Galesburg Electric, Inc.Credit to inv 490848 -14.84-14.8410/13/2020 014-0000-64500-00 Stetson Building Products, Inc.20" fiber tube standard wall 174.72 174.7210/13/2020 014-0000-65000-00 Office Specialists, Inc.Film 92.57 92.5710/13/2020 014-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - CLSM 232.00 0000091610 232.0010/13/2020 014-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - CLSM 464.00 0000091610 464.0010/13/2020 014-0000-66000-00 Galesburg Builders Supply, Inc.5 bags 80# mortar mix 38.25 38.2510/13/2020 014-0000-66000-00 Galesburg Electric, Inc.Lights 892.35 892.3510/13/2020 014-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - CLSM 159.50 0000091610 159.5010/13/2020 014-0000-66000-00 Galesburg Electric, Inc.Misc materials for hand dryers 61.52 61.5210/13/2020 014-0000-66000-00 Galesburg Builders Supply, Inc 2020 Fill Materials - CLSM 174.00 0000091610 174.0010/13/2020 $11,328.26Subtotal for Division: 0000 $11,328.26Subtotal for Fund: 014 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 7 Account Number Vendor AmountDescription PO NoDate 015-0000-55500-00 Stecker Graphics Wrap and numbering for new squads as per quote (FED Enforcement 3,049.37 0000091742 3,049.3710/13/2020 $3,049.37Subtotal for Division: 0000 $3,049.37Subtotal for Fund: 015 016-0000-54000-00 Travis Smith Cell Phone Allowance 33.00 33.0009/30/2020 016-0000-54000-00 Lane Mings Cell Phone Allowance 33.00 33.0009/30/2020 016-0000-54000-00 Mark McLaughlin Cell Allowance 33.00 33.0009/30/2020 016-0000-54000-00 Paul Vannaken Cell Phone Allowance 33.00 33.0009/30/2020 016-0000-61800-00 Office Specialists, Inc.Desk, chair 1,746.49 1,746.4910/13/2020 $1,878.49Subtotal for Division: 0000 $1,878.49Subtotal for Fund: 016 018-0000-51000-00 Klingner & Associates, P.C. - Architectural Group Easement research for storm sewer work between Monmouth Blvd and 2,863.35 0000091702 2,863.3510/13/2020 018-0000-52000-00 Ameren Illinois 09/20 Service #2553132016 120.46 120.4609/30/2020 018-0000-55500-00 Nichols Diesel Service, Inc.State & Fed Tests #112 40.00 40.0010/13/2020 018-0000-62500-00 Nichols Diesel Service, Inc.Hose #112 131.03 131.0310/13/2020 018-0000-62500-00 Pomp's Tire - Galesburg Tires #112 1,089.00 1,089.0010/13/2020 $4,243.84Subtotal for Division: 0000 $4,243.84Subtotal for Fund: 018 019-0000-10701-00 Treasurer State of Illinois 01/21-06/21 Rental Fee to Display Logo Signs 345.00 345.0010/13/2020 $345.00Subtotal for Division: 0000 019-1905-51500-00 WGIL/WAAG/WLSR, Inc.Radio ads 583.00 583.0010/13/2020 019-1905-51500-00 WMOI - FM Radio ads 250.00 250.0010/13/2020 019-1905-54000-00 Stratus Networks, Inc 10/20 Service #7382 56.80 56.8010/13/2020 019-1905-54000-00 Lauren Dynes Cell Allowance 33.00 33.0009/30/2020 019-1905-54000-00 Chelsea Moberg Cell Phone Allowance 33.00 33.0009/30/2020 019-1905-54000-00 Anthony Oligney-Estill Cell Phone Allowance 39.00 39.0009/30/2020 019-1905-61000-00 Office Specialists, Inc.Paper, scissors, pencil organizer, tape 74.70 74.7010/13/2020 $1,069.50Subtotal for Division: 1905 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 8 Account Number Vendor AmountDescription PO NoDate 019-1910-54000-00 Stratus Networks, Inc 10/20 Service #7382 19.66 19.6610/13/2020 019-1910-55700-00 Four Seasons Pest Control 09/20 Service 30.00 30.0010/13/2020 019-1910-55700-00 Royal Cleaning Services 10/20 Janitorial Services 841.00 841.0010/13/2020 019-1910-55700-00 Getz Fire Equipment Co., Inc.Annual extinguisher service 531.00 531.0010/13/2020 019-1910-55700-00 Royal Cleaning Services 10/20 Sanitization 1,100.00 1,100.0010/13/2020 019-1910-55700-00 Helm Mechanical / Helm Service Calibrate VAV controller 118.00 118.0010/13/2020 019-1910-66000-00 Galesburg Electric, Inc.Return receptacles and plates -1.30-1.3010/13/2020 $2,638.36Subtotal for Division: 1910 019-1911-54000-00 Stratus Networks, Inc 10/20 Service #7382 78.65 78.6510/13/2020 019-1911-55700-00 Ameilia F Fort Clean carpet in PSB auditorium 350.00 350.0010/13/2020 019-1911-55700-00 Royal Cleaning Services 10/20 Janitorial Services 1,479.00 1,479.0010/13/2020 019-1911-55700-00 Royal Cleaning Services 10/20 Sanitization 550.00 550.0010/13/2020 019-1911-55700-00 Four Seasons Pest Control 09/20 Service 30.00 30.0010/13/2020 019-1911-55700-00 Four Seasons Pest Control 07/20 Service 15.00 15.0010/13/2020 019-1911-57500-00 Aramark Uniform Serv. Inc.09/20 Service 15.00 15.0010/13/2020 019-1911-57500-00 Aramark Uniform Serv. Inc.10/20 Service 15.00 15.0010/13/2020 019-1911-57500-00 Aramark Uniform Serv. Inc.09/20 Service 15.00 15.0010/13/2020 019-1911-66000-00 Amos Blevins Keys 40.02 40.0210/13/2020 $2,587.67Subtotal for Division: 1911 019-1915-52000-00 Ameren Illinois 09/20 Service #7756699015 586.37 586.3709/30/2020 019-1915-52000-00 Ameren Illinois 09/20 Service #0883556016 68.40 68.4009/30/2020 019-1915-54000-00 Jason Asbury Cell Phone Allowance 33.00 33.0009/30/2020 019-1915-54000-00 Michael Markley Cell Phone Allowance 33.00 33.0009/30/2020 019-1915-54000-00 Stratus Networks, Inc 10/20 Service #7382 42.38 42.3810/13/2020 019-1915-54000-00 Don Miles Cell Phone Allowance 33.00 33.0009/30/2020 019-1915-54000-00 Travis Huffman Cell Phone Allowance 33.00 33.0009/30/2020 019-1915-55700-00 Getz Fire Equipment Co., Inc.Annual extinguisher service 570.10 570.1010/13/2020 019-1915-55700-00 Royal Cleaning Services 10/20 Janitorial Services 441.00 441.0010/13/2020 019-1915-56000-00 Terry Allen, Inc Pickard Road - Toilet Rental 75.00 0000091586 75.0010/13/2020 019-1915-56000-00 Terry Allen, Inc Bursie Williams Area Toilet Rental 60.00 0000091586 60.0010/13/2020 019-1915-57500-00 Aramark Uniform Serv. Inc.10/20 Service 45.40 45.4010/13/2020 019-1915-57500-00 Aramark Uniform Serv. Inc.09/20 Service 45.40 45.4010/13/2020 019-1915-57500-00 Aramark Uniform Serv. Inc.09/20 Service 45.40 45.4010/13/2020 019-1915-61000-00 Office Specialists, Inc.Toner 241.60 241.6010/13/2020 019-1915-62510-00 Herr Petroleum Corp 514.2 gal diesel #2, 372.5 gal reg unleaded 1,586.59 0000091579 1,586.5910/13/2020 019-1915-66000-00 Galesburg Electric, Inc.Bulbs 524.28 524.2810/13/2020 $4,463.92Subtotal for Division: 1915 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 9 Account Number Vendor AmountDescription PO NoDate 019-1920-54000-00 Stratus Networks, Inc 10/20 Service #7382 31.02 31.0210/13/2020 019-1920-54000-00 Bryan Luedtke Cell Phone Allowance 33.00 33.0009/30/2020 019-1920-55700-00 Getz Fire Equipment Co., Inc.Annual extinguisher service 65.00 65.0010/13/2020 019-1920-57500-00 Aramark Uniform Serv. Inc.09/20 Service 7.00 7.0010/13/2020 019-1920-57500-00 Aramark Uniform Serv. Inc.09/20 Service 7.00 7.0010/13/2020 019-1920-57500-00 Aramark Uniform Serv. Inc.10/20 Service 7.00 7.0010/13/2020 019-1920-61000-00 Office Specialists, Inc.Toner 200.31 200.3110/13/2020 019-1920-62510-00 Herr Petroleum Corp 204.7 gal diesel #2, 174.6 reg unleaded 679.14 0000091577 679.1410/13/2020 019-1920-63500-00 Advanced Turf Solutions Misc supplies 1,600.00 1,600.0010/13/2020 019-1920-63500-00 D & K Products Misc supplies 1,439.40 1,439.4010/13/2020 019-1920-63500-00 Advanced Turf Solutions Credit rebate from NuFarm -722.00-722.0010/13/2020 019-1920-64125-00 Atlantic Coca-Cola Soda, water, powerade, tea 394.26 394.2610/13/2020 019-1920-64125-00 Smithfield Direct, LLC Misc concessions 111.54 111.5410/13/2020 019-1920-64125-00 Atlantic Coca-Cola Soda, powerade, water 499.64 499.6410/13/2020 019-1920-65000-00 Office Specialists, Inc.Cleaner 37.20 37.2010/13/2020 019-1920-65000-00 Office Specialists, Inc.Wipes, soap, urinal screen, cleaner, tissue 82.42 82.4210/13/2020 $4,471.93Subtotal for Division: 1920 019-1925-51500-00 Treasurer State of Illinois 07/20-12/20 Rental Fee to Display Logo Signs 345.00 345.0010/13/2020 019-1925-54000-00 Stratus Networks, Inc 10/20 Service #7382 11.36 11.3610/13/2020 019-1925-56000-00 Terry Allen, Inc Campground - Toilet Rental 360.00 0000091586 360.0010/13/2020 019-1925-61000-00 Office Specialists, Inc.Paper roll 5.66 5.6610/13/2020 019-1925-64000-00 The Home City Ice Company Ice 165.00 165.0010/13/2020 019-1925-64000-00 Volrath Hardwoods, LLC 300 bundles of wood 960.00 960.0010/13/2020 $1,847.02Subtotal for Division: 1925 019-1935-54000-00 Stratus Networks, Inc 10/20 Service #7382 45.44 45.4410/13/2020 019-1935-57500-00 Aramark Uniform Serv. Inc.09/20 Service 176.90 176.9010/13/2020 019-1935-57500-00 Aramark Uniform Serv. Inc.09/20 Service 176.90 176.9010/13/2020 019-1935-57500-00 Aramark Uniform Serv. Inc.10/20 Service 176.90 176.9010/13/2020 $576.14Subtotal for Division: 1935 019-1950-54000-00 Stratus Networks, Inc 10/20 Service #7382 11.36 11.3610/13/2020 $11.36Subtotal for Division: 1950 019-1955-68500-00 Hawkins, Inc Misc chemicals 117.00 117.0010/13/2020 $117.00Subtotal for Division: 1955 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 10 Account Number Vendor AmountDescription PO NoDate 019-1965-54000-00 Aaron Young Cell Phone Allowance 33.00 33.0009/30/2020 019-1965-55700-00 Four Seasons Pest Control 09/20 Service 20.00 20.0010/13/2020 019-1965-57500-00 Aramark Uniform Serv. Inc.09/20 Service 29.98 29.9810/13/2020 019-1965-57500-00 Aramark Uniform Serv. Inc.09/20 Service 29.98 29.9810/13/2020 019-1965-57500-00 Aramark Uniform Serv. Inc.10/20 Service 29.98 29.9810/13/2020 019-1965-62500-00 Moore Tires, Inc Tires #583 65.00 65.0010/13/2020 $207.94Subtotal for Division: 1965 019-1975-55500-00 Nichols Diesel Service, Inc.State & Fed Tests #144 41.00 41.0010/13/2020 019-1975-55500-00 Nichols Diesel Service, Inc.State & Fed Tests #103 40.00 40.0010/13/2020 019-1975-62500-00 Drake Scruggs Equipment, Inc Limit switch #103 489.28 489.2810/13/2020 $570.28Subtotal for Division: 1975 $18,906.12Subtotal for Fund: 019 020-0000-62500-00 Napa Auto Parts Fuel dispensing pump filter 13.89 13.8910/13/2020 $13.89Subtotal for Division: 0000 $13.89Subtotal for Fund: 020 021-0000-65500-00 Galesburg Electric, Inc.Batteries #20-21 596.25 596.2510/13/2020 $596.25Subtotal for Division: 0000 $596.25Subtotal for Fund: 021 024-0000-52000-00 Ameren Illinois 09/20 Service #5346260034 40.74 40.7409/30/2020 024-0000-52000-00 Ameren Illinois 09/20 Service #5244167035 43.94 43.9409/30/2020 024-0000-52300-00 Ameren Illinois 09/20 Service #3293493011 65.60 65.6009/30/2020 024-0000-59535-00 Knox Co. Area Partnership for Economic DevelopmentSemi Annual Economic Development Support 77,500.00 77,500.0010/13/2020 $77,650.28Subtotal for Division: 0000 $77,650.28Subtotal for Fund: 024 030-0320-52300-00 Ameren Illinois 09/20 Service #6235036022 26.26 26.2609/30/2020 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 11 Account Number Vendor AmountDescription PO NoDate 030-0320-54000-00 Stratus Networks, Inc 10/20 Service #7382 39.32 39.3210/13/2020 $65.58Subtotal for Division: 0320 030-0370-52300-00 Ameren Illinois 09/20 Service #6235036022 61.31 61.3109/30/2020 030-0370-54000-00 Stratus Networks, Inc 10/20 Service #7382 72.53 72.5310/13/2020 030-0370-55500-00 Thermo King Quad Cities, Inc Various repairs to bus #1107 4,893.49 4,893.4909/30/2020 030-0370-57500-00 Cintas, Inc 09/20 Service 113.79 113.7909/30/2020 030-0370-62500-00 Interstate Power System Retran assy #405 4,743.36 4,743.3609/30/2020 030-0370-62500-00 Napa Auto Parts Connectors #405 11.88 11.8809/30/2020 030-0370-62500-00 Gillig Bolts, washers 66.24 66.2409/30/2020 030-0370-62500-00 Napa Auto Parts Fitting #405 2.39 2.3909/30/2020 030-0370-62500-00 Napa Auto Parts Oil analysis kit 181.08 181.0809/30/2020 030-0370-62510-00 Herr Petroleum Corp 657.2 gal diesel #2, 165.5 gal reg unleaded 1,411.04 0000091709 1,411.0409/30/2020 $11,557.11Subtotal for Division: 0370 $11,622.69Subtotal for Fund: 030 041-0000-51000-00 Speer Financial, Inc 2020 2011A Disclosure Statement 146.25 146.2510/13/2020 $146.25Subtotal for Division: 0000 $146.25Subtotal for Fund: 041 043-0000-51000-00 Speer Financial, Inc 2020 2016 GO Disclosure Statement 146.25 146.2510/13/2020 $146.25Subtotal for Division: 0000 $146.25Subtotal for Fund: 043 046-0000-51000-00 Speer Financial, Inc 2020 2011C Disclosure Statement 146.25 146.2510/13/2020 $146.25Subtotal for Division: 0000 $146.25Subtotal for Fund: 046 047-0000-51000-00 Speer Financial, Inc 2020 2013A Disclosure Statement 146.25 146.2510/13/2020 $146.25Subtotal for Division: 0000 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 12 Account Number Vendor AmountDescription PO NoDate $146.25Subtotal for Fund: 047 053-0000-20103-00 Hein Construction Co, Inc Retainage - rehab existing storage building for inside storage -7,192.61-7,192.6110/13/2020 053-0000-76000-00 Hein Construction Co, Inc Rehabilitation of an existing storage building for inside storag 71,926.16 0000091682 71,926.1610/13/2020 $64,733.55Subtotal for Division: 0000 $64,733.55Subtotal for Fund: 053 059-0000-55700-00 Game Time The purchase and installation of swings at Kiwanis Park 16,595.16 0000091729 16,595.1610/13/2020 059-0000-55700-00 Galesburg Electric, Inc.Locking connectors 28.86 28.8610/13/2020 059-0000-55700-00 Galesburg Electric, Inc.Locking connectors 23.40 23.4010/13/2020 $16,647.42Subtotal for Division: 0000 $16,647.42Subtotal for Fund: 059 061-0000-20101-00 JANE ALLEN Refund Check 74.96 74.9610/05/2020 061-0000-20101-00 RENEE ARCHER Refund Check 29.28 29.2810/05/2020 061-0000-20101-00 MICHAEL DENNISON Refund Check 53.38 53.3810/05/2020 061-0000-20101-00 ANGELA SCOTT Refund Check 102.66 102.6610/05/2020 061-0000-20101-00 KARYN FREEMAN Refund Check 21.39 21.3910/05/2020 061-0000-20101-00 PHIL PRICE Refund Check 84.28 84.2810/05/2020 061-0000-20101-00 ELAINE KNOX Refund Check 54.40 54.4010/05/2020 061-0000-20101-00 DAVID RIGGS Refund Check 46.74 46.7410/05/2020 061-0000-20101-00 JACK BASKETT JR Refund Check 7.25 7.2510/05/2020 061-0000-20101-00 PARNELL THOMAS Refund Check 50.31 50.3110/05/2020 061-0000-20101-00 RONDA STANLEY Refund Check 29.25 29.2510/05/2020 061-0000-20101-00 ILLINOIS DEPT OF AGRICULTURE Refund Check 37.14 37.1410/04/2020 061-0000-20101-00 SUSAN NELSON Refund Check 75.45 75.4510/08/2020 061-0000-20101-00 ANTHONY ROBBINS Refund Check 45.08 45.0809/30/2020 061-0000-20101-00 RAYMOND BOOS Refund Check 65.84 65.8409/30/2020 061-0000-20101-00 DEWEY TAYLOR Refund Check 76.33 76.3309/30/2020 061-0000-20101-00 SCOTT SIMMONS Refund Check 60.34 60.3409/30/2020 061-0000-20101-00 8TH AVENUE LLC Refund Check 81.82 81.8209/30/2020 061-0000-20101-00 CHRISTY TINDER Refund Check 89.94 89.9409/30/2020 061-0000-51000-00 PDC Laboratories, Inc.Water testing 168.00 168.0010/13/2020 061-0000-51000-00 NewGen Strategies & Solutions, LLC PROFESSIONAL SERVICE AGREEMENT TO CONDUCT A WATER RATE STUDY FOR 6,252.50 0000091726 6,252.5010/13/2020 061-0000-51000-00 PDC Laboratories, Inc.Water testing 112.00 112.0010/13/2020 061-0000-51000-00 Speer Financial, Inc 2020 Series 2016 Disclosure Statement 292.50 292.5010/13/2020 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 13 Account Number Vendor AmountDescription PO NoDate 061-0000-51000-00 US Sterling Capital Corp., Inc.Upstate Natl Bank 480.00 480.0010/13/2020 061-0000-51000-00 US Sterling Capital Corp., Inc.First American State Bank 359.01 359.0110/13/2020 061-0000-51000-00 US Sterling Capital Corp., Inc.State Bank of Wheaton 359.01 359.0110/13/2020 061-0000-51500-00 Register Mail, Inc.Notice to bidders #2001304 126.14 126.1410/13/2020 061-0000-51500-00 Sebis Direct Inc 08/20 UB Printing Costs 801.71 801.7110/13/2020 061-0000-52300-00 Ameren Illinois 09/20 Service #1017455691 71.24 71.2409/30/2020 061-0000-54000-00 Timothy Fey Cell Phone Allowance 33.00 33.0009/30/2020 061-0000-54000-00 Eric Heiden Cell Allowance 33.00 33.0009/30/2020 061-0000-54000-00 Michael Mackey Cell Phone Allowance 33.00 33.0009/30/2020 061-0000-54000-00 Mark Schwieter Cell Phone Allowance 33.00 33.0009/30/2020 061-0000-54000-00 Shelby Simmons Cell Phone Allowance 33.00 33.0009/30/2020 061-0000-54000-00 Stratus Networks, Inc 10/20 Service #7382 130.21 130.2110/13/2020 061-0000-55700-00 Four Seasons Pest Control 09/20 Service 30.00 30.0010/13/2020 061-0000-55700-00 Four Seasons Pest Control 09/20 Service 45.00 45.0010/13/2020 061-0000-55700-00 Royal Cleaning Services 10/20 Janitorial Services 394.00 394.0010/13/2020 061-0000-65000-00 Office Specialists, Inc.Soap, towels, cleaner 147.62 147.6210/13/2020 061-0000-66000-00 Core & Main Misc plumbing supplies 611.83 611.8310/13/2020 061-0000-66700-00 Core & Main 510M S/Point M2 Wired Radio 2,619.00 0000091659 2,619.0010/13/2020 061-0000-66700-00 Core & Main 5/8 x 1/2 Accustream ECR 100CUFT 8,640.00 0000091659 8,640.0010/13/2020 061-0000-68500-00 Hawkins, Inc Phosphate Inhibitor for 2020 17,265.00 0000091562 17,265.0010/13/2020 $40,155.61Subtotal for Division: 0000 $40,155.61Subtotal for Fund: 061 067-0000-51500-00 Register Mail, Inc.Paint recycle ads #100165-03 170.00 170.0010/13/2020 067-0000-51500-00 Sebis Direct Inc 08/20 UB Printing Costs 400.80 400.8010/13/2020 $570.80Subtotal for Division: 0000 $570.80Subtotal for Fund: 067 078-0000-51000-00 OSF Occupational Medicine Drug testing 85.00 85.0010/13/2020 078-0000-51000-00 OSF Occupational Medicine Pre employment testing 125.00 125.0010/13/2020 078-0000-51000-00 Resource Management Services, Inc 10/20-12/20 Consultation & Counseling Services 1,239.00 1,239.0010/13/2020 078-0000-51000-00 OSF Occupational Medicine Pre employement testing 125.00 125.0010/13/2020 078-0000-51000-00 OSF Occupational Medicine Drug testing 85.00 85.0010/13/2020 078-0000-51000-00 OSF Occupational Medicine Drug testing 85.00 85.0010/13/2020 078-0000-51000-00 OSF Occupational Medicine Pre employement testing 125.00 125.0010/13/2020 078-0000-51000-00 OSF Occupational Medicine Preemployment testing 170.00 170.0010/13/2020 078-0000-56535-00 James M Kelly, Attorney 08/20 Legal Fees 231.00 231.0010/13/2020 078-0000-56535-00 James M Kelly, Attorney 08/20 Legal Fees 49.50 49.5010/13/2020 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 14 Account Number Vendor AmountDescription PO NoDate 078-0000-56535-00 James M Kelly, Attorney 08/20 Legal Fees 313.50 313.5010/13/2020 078-0000-56535-00 James M Kelly, Attorney 08/20 Legal Fees 1,257.37 1,257.3710/13/2020 078-0000-56535-00 Cottage Rehab and Sports Medicine Work comp dos 9/18/20 #AA14737711 193.62 193.6210/13/2020 078-0000-56535-00 Cottage Rehab and Sports Medicine Work comp dos 9/22/20 #AA14737711 193.62 193.6210/13/2020 078-0000-56535-00 Knox Clinic Corp Work comp dos 9/22/20 #1227571V2623 76.44 76.4410/13/2020 078-0000-56535-00 Knox Clinic Corp Work comp dos 9/16/20 #1227545V2623 414.32 414.3210/13/2020 078-0000-56535-00 OSF Medical Group, Inc.Work comp dos 9/14/20 #P396651910 200.08 200.0810/13/2020 $4,968.45Subtotal for Division: 0000 $4,968.45Subtotal for Fund: 078 091-0000-20102-00 Galesburg Sanitary Dist.10/20 Sanitary District Fees less 9/20 Credit Card Fees -1,730.89-1,730.8910/13/2020 091-0000-20102-00 Galesburg Sanitary Dist.10/20 Sanitary District Fees less 3% collection fee -8,452.52-8,452.5210/13/2020 091-0000-22003-00 Galesburg Sanitary Dist.10/20 Sanitary District Fees 281,750.68 281,750.6810/13/2020 $271,567.27Subtotal for Division: 0000 $271,567.27Subtotal for Fund: 091 Report Total:$760,871.13$760,871.13 AP-Transactions by Account (10/14/2020 - 10:36 AM)Page 15 Date Check #Vendor Name Description Account #Amount 9/30/2020 0 Chuck Humes Officiate Sball - 3 games - 9/22 019-1940-51400 90.00 9/30/2020 0 Cory Stephens Officiate Sball - 3 games - 9/22 019-1940-51400 90.00 10/1/2020 0 Chuck Humes Officate Sbal - 2 games - 9/29/20 019-1940-51400 60.00 10/1/2020 0 Ron Leitner Officiate Sball - 2 games - 9/29 019-1940-51400 60.00 10/5/2020 0 Euclid Beverage Liquor for golf concessions 019-1920-64125 292.10 10/5/2020 0 G & M Distributors Liquor for golf concessions 019-1920-64125 274.50 10/5/2020 0 Bluefin Payment Systems 09/20 UB Webpayment Credit Card 061-0000-51000 2,631.15 10/5/2020 0 Bluefin Payment Systems 09/20 UB Webpayment Credit Card 067-0000-51000 1,315.58 10/5/2020 0 Merchant Transact 09/20 UB Webpayment Fees 061-0000-51000 596.86 10/5/2020 0 Merchant Transact 09/20 UB Webpayment Fees 067-0000-51000 298.43 10/5/2020 0 Wells Fargo Merchant Services 09/20 Credit Card Fees 001-0205-51000 116.88 10/5/2020 0 Wells Fargo Merchant Services 09/20 Credit Card Fees 061-0000-51000 233.75 10/5/2020 0 Wells Fargo Merchant Services 09/20 Credit Card Fees 067-0000-51000 116.87 10/5/2020 0 Wells Fargo Merchant Services 09/20 Credit Card Fees 019-1920-51000 1,877.06 10/5/2020 0 Wells Fargo Merchant Services 09/20 Credit Card Fees 001-0306-51000 30.43 10/5/2020 0 Wells Fargo Merchant Services 09/20 Credit Card Fees 001-0410-51000 30.42 10/5/2020 0 Wells Fargo Merchant Services 09/20 Credit Card Fees 019-1925-51000 450.32 10/5/2020 0 Wells Fargo Merchant Services 09/20 Credit Card Fees 001-0115-51000 174.35 10/5/2020 0 Wells Fargo Merchant Services 09/20 Credit Card Fees 019-1905-51000 5.00 10/5/2020 0 Euclid Beverage Liquor for golf concessions 019-1920-64125 145.35 10/8/2020 93800 Knox County Recorders Office Recording Fees 001-0160-51300 63.00 10/8/2020 93799 Knox County Recorders Office File 42 Weed/Trash/Demo liens 001-0160-51300 363.00 10/8/2020 93799 Knox County Recorders Office Release 10 property maint liens 001-0160-51300 75.00 10/8/2020 8002 Laverdiere Construction, Inc.Phillips Street Roadway Improvements - RLF Closeout funds portio 013-0000-78010 143,780.70 10/8/2020 4014 Western Illinois Regional Council 14H Housing Rehab Deliverables DCEO 18-248221 013-0000-51000 2,792.24 10/8/2020 4014 Western Illinois Regional Council 14HI Housing and Rehab Admin for DCEO 18-248221 013-0000-51000 5,175.76 10/8/2020 93801 Knox County Trustee Payment Account Purchase of Property - 421-423 Monmouth Blvd 023-0000-10850 823.00 10/8/2020 93801 Knox County Trustee Payment Account Purchase of Property - 883 W Third St 023-0000-10850 823.00 10/8/2020 93801 Knox County Trustee Payment Account Purchase of Property - 711 Avenue A 023-0000-10850 823.00 10/8/2020 0 Illinois Department of Revenue 09/20 Sales Tax 019-1920-84000 1,200.00 10/8/2020 0 Illinois Department of Revenue 09/20 Sales Tax 019-1930-84000 1.00 10/8/2020 0 Illinois Department of Revenue 09/20 Sales Tax 019-1925-84000 120.00 10/12/2020 0 G & M Distributors Liquor for Golf Concessions 019-1920-64125 146.45 10/12/2020 0 Vantiv Integrated Payment Solutions 09/20 Parks & Rec Credit Card Fees 019-1905-51000 418.05 10/12/2020 0 Vantiv Integrated Payment Solutions 09/20 Parks & Rec Credit Card Fees 019-1950-51000 253.95 10/12/2020 0 Quadient Leasing USA, Inc Postage for machine 061-0000-10702 1,000.00 10/12/2020 0 G & M Distributors Liquor for golf concessions 019-1920-64125 267.20 10/12/2020 0 G & M Distributors Liquor for golf concessions 019-1920-64125 173.00 Grand Total 167,187.40$ Advance Checks and ACH Payments as of 10/13/2020 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: Gug Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG OCTOBER 5, 2020 AGENDA ITEM: Ordinance rezoning from (B1) Neighborhood Business to (B2) General Business for the lot located at 1230 East Losey Street, parcel identification number 99-11-405- 025. SUMMARY RECOMMENDATION: The Planning and Zoning (P&Z) Commission held the required public hearing during their September 22, 2020 meeting. On a vote of 4 ayes (Members Carlson, McKelvie, Nygard, Uhlmann), 1 nay (Kelley) and zero abstentions recommend the zoning amendment be denied. The City Manager and Director of Community Development concur with the P&Z Commission’s recommendation. BACKGROUND: The owner is proposing to open a “Rage Room” business. The B2 zoning district would allow a Commercial Recreational Use as a Permissive use. The attached aerial shows the general location of the lot in question and the existing zoning. To the north, south and east are properties that are zoned as Single Family Residential (R1B), and to the west the property is zoned General Business (B2). The property to the west received a zoning amendment approval from City Council on October 17, 2011 to go from B1 to B2. The purpose of the B2 zoning district is to provide a wide range of businesses and services relying upon the patronage from areas beyond the immediate neighborhood in which they may be located. Property owners in the neighborhood did contact city staff via letter, email, phone and in-person voicing objections. These objections would indicate this zoning amendment may not meet the zoning map amendment criteria the City Council should consider when voting. The concerns bring into question whether the development is compatible with existing uses and zoning of nearby property and may result in adverse impacts on other property in the vicinity with concerns about noise. Some of the comments from property owners in the area was about outside storage of items on the property that make it appear as though it is a junkyard. In looking at the City’s program that tracks nuisance complaints, there has only been one processed citation for outside storage in the last 3 years. BUDGET IMPACT: There would be no anticipated impact upon the budget if the zoning amendment is approved. SUPPORTING DOCUMENTS: 1.Aerial – General location 2. Criteria for zoning amendments 3. Concerns from property owners in the neighborhood 4. Zoning amendment application 5. Zoning amendment ordinance 20-1023 ELoseySt L inco lnSt NWhitesboroStNWhitesboroStELoseySt ELoseySt BurglandAveBurglandAveELOSEYST LINC O LNS T NWHITESBOROSTNWHITESBOROSTELOSEYST ELOSEYST BURGLANDAVEBURGLANDAVE199133 213.8 35.2 44132 66 199 80 66 66 56.156.156.156.156.156.156.156.156.1 56.1 56.1 92.45 95 84.0556.1 56.1 56.1 56.156.1 56.1 56.1 56.1 177 3333 333333 3333 333333196.1112.12168.19168.1328.0295 92.12 186.98196.15178 37.562.262.262.21 6 5 3 133 213.8 35.2 44132 66 33333333128.87 6364.862.262.21 7 19 187 6 52 2 2 2 1 21 22 23 24 25 26 27 28 29 30 31 32 33 34 16 13 12 9 8 5 3 2 1 8 15 14 11 3 2 1 7 6 4 1 5 4 20 20 2094.3595.5VAC.VAC.54.5 224.4224.4178.8 70.2 117.244.5 44.5 44.5 112.253.653.658.658.668 113 50280.15280.3191.98 95 1326643 43 42.67 49.559.560 153333 1 2 4112.2122LINC O L N S T E LOSEY ST N WHITESBORO STBURGLAND AVE9911276024 653 LINCOLN ST9911276025 623 LINCOLN ST 9911276049 1215 E LOSEY ST 9911276051 9911276052 1315 E LOSEYST 9911276053 1329 E LOSEY ST 9911402002 99114020031156 E LOSEY ST99114020041164 ELOSEY ST99114020051182 ELOSEY ST9911402034 568 N WHITESBORO ST 9911402035 518 N WHITESBORO ST9911402038575LINCOLN ST9911405004 521 N WHITESBORO ST 9911405008 1234 E LOSEY ST 9911405009 590 BURGLAND AVE 9911405010 576 BURGLAND AVE 9911405011 566 BURGLAND AVE 9911405012 556 BURGLAND AVE 9911405013 548 BURGLAND AVE 9911405014 540 BURGLAND AVE 9911405015 530 BURGLAND AVE 9911405016 524 BURGLAND AVE 9911405024 1210 E LOSEY ST 9911405025 1230 E LOSEY ST 9911405026 533 N WHITESBORO ST 99114260021328 ELOSEY ST99114260031342 ELOSEY ST9911426009 535 BURGLAND AVE 9911426010 527 BURGLAND AVE 9911426022 543 BURGLAND AVE 9911426024 559 BURGLAND AVE ÀB-1ÀI ÀR-1B ÀI ÀM-1 ÀR-1B ÀR-1B ÀB-1 ÀB-1 ÀB-1 ÀB-2 Sources: Esri, HERE, Garmin, FAO, NOAA, USGS, © OpenStreetMap contributors, and the GIS User Community September 02, 2020 / Cadastral City of Galesburg 1230 E Losey St 60 0 60 120 18030 Feet 1230 E Losey St Community Development Department CITY OF GALESBURG Operating Under Council-Manager Government Since 1957 zoning amendment B1 to B2 CITY OF GALESBURG Community Development Department Memo Operating Under Council – Manager Government Since 1957 ____________________________________________________________________________ Page 1 of 1 ___________________________________________________________________________________________________________________________________________________________________________________________ Zoning Map Amendment approval criteria 152.017 ZONING MAP AMENDMENTS (REZONING) (F)Map amendment approval criteria. Zoning map amendments may be approved if the City Council reviews all of the following criteria: (1)The proposed amendment is consistent with the intent of the Comprehensive Plan; (2)The proposed amendment corrects an error or inconsistency or addresses some changing condition in the area; if the change is inconsistent with the Comprehensive Plan and the rezoning is approved, the Comprehensive Plan should be amended to reflect this change in use; (3)The proposed amendment will allow development that is compatible with existing uses and zoning of nearby property; (4)The city and other service providers will be able to provide adequate public facilities and services to the subject property, while maintaining adequate levels of service to existing development; (5)The proposed amendment will not result in significant adverse impacts on other property in the vicinity of the subject tract or on the environment, including air, water, noise, stormwater management, wildlife and natural resources; and (6)The subject property is suitable for the proposed zoning classification. (Ord. 10-3277, § 1-2.3, passed 1-4-2010; Ord. 12-3343, passed 1-23-2012) cc: File Copy Staff received a phone call from the property owner listed below. They would not be able to attend the Planning & Zoning public hearing, but wanted to express their opposition to the zoning amendment. Patricia & James Tolle 559 Burgland Ave I am writing about the proposed rezoning of a property located at 1230 E. Losey. As nearby residents of this property, we are opposed to the zoning change. From what we can tell, the owner is proposing to open a “Rage Room” at that address. This property has become a real eyesore over the last several years, is in major disrepair and should probably be demolished. Since customers use a rage room to destroy the contents of a room with sledgehammers or throw objects in order to break them, how much noise will be generated from such activity and how late into the night would this take place? I seriously doubt if that building is soundproof. Where are the destroyed contents that are taken out of the room going to be disposed of? Are they going to be allowed to pile up outside like the junk boats were next door to it? What kind of crowd is a business like this going to draw and where are they going to be parking? Research we found on this type of activity, which was written by a Psychologist, indicates that this activity does not necessarily alleviate aggression but can make people angrier. Enough so that they were more likely to take out their frustrations on bystanders if given the chance. I hope the Commission has considered these things as well as others we may not have thought of. A few years ago when the property located to the west of the subject property was re-zoned from B-1 to B-2, my husband and I were opposed to that change also. Even though the Planning & Zoning Commission recommended the rezoning not be approved, the City Council approved the change by a tiebreaker from the Mayor. The owner had brought in a large number of junk motor boats and other junk, with the grandiose idea of renovating the boats and selling them. That property was and still is an eyesore too. At that time, some members of the council thought the business would bring jobs and some thought they may as well approve it since some other properties in the vicinity were already zoned B-2. Well, I wonder if those same council members who voted for the change to allow the boat junkyard to remain, would have wanted the same thing in their residential neighborhood. I think not. I have my doubts that all of the council members even looked at that property prior to their vote. And, as far as bringing in jobs, it didn’t take an expert in business to realize that venture was not going to generate any good paying jobs or enough jobs to offset the decline it caused in the neighborhood. If the logic is to re-zone surrounding properties to B-2 because one next to it may happen to be a B-2, then where is it going to stop? When the neighborhood was formed, the intent was to allow for a small neighborhood business in a residential area, such as a small grocery store, like several that were located in neighborhoods throughout the City. This is still a mainly residential area and we’d like to keep it that way. We hope the Planning & Zoning Commission will not recommend this rezoning request and that the City Council will not approve it. Thank you for your thoughtful consideration of this matter. Mark and Patricia Yeager 590 Burgland ZONING MAP AMENDMENT APPLICATION PETITIONER INFORMATION: OTHER APPLICANTS AND INTERESTED PARTIES: Relationship Applicant Owner(s) Name Company Mailing Address Phone# Developer(s) ---------------------------------- SITE INFORMATION: Acres Property Identification Number (PIN) Legal Description ZON~G INFORMATION: t:>-1 Current Zoning Existing Land Use f;-c)_ Proposed Zoning Proposed Land Use/Reason for request City Hall • 55 West Tompkins Street • Galesburg. IL 6140 I • 309/345-3619 • www ci .galesburg.1lus Last updated January 2020 Page 4 of 5 \ *Attach additional sheets as necessary I hereby affirm that I have full legal capacity to authorize the filing of this Petition and that all information and exhibits herewith submitted are true and correct to the best of my knowledge. The Authorized Signer invites City representatives to make all reasonable inspections , investigations and pictures of the subject property during the processing period of the petition. I agree to pay all fees consistent with the City payment policies and comply with City codes. I understand these fees will include publication and processing expenses and are non-refundable. I understand that all correspondence from the City staff will be directed to the Primary Contact. It will be the P imary Contact's responsibility to inform all other interested parties of any corresponden e d the status of the petition. Signature of owner or authorized agent CHECKLIST OF REQUIRED ZONING AMENDMENT APPLICATION ITEMS: D One original completed zoning amendment application form . O Payment of a $150 non-refundable filing fee. Checks should be made payable to "City of Galesburg". o Authorized Signature Acknowledgement. If the owner(s) of the property in question will not be the primary contact or is not the applicant, then an acknowledgement must be signed by the property owner(s) designating an authorized agent for the petition . It shall state the authorized agent has the authority to deal with the property in all aspects with regards to the petition. O Attachments such as site plans, building layouts or elevations , etc. may be submitted, but are not required. They are recommended, however, in order to provide accurate and sufficient information for consideration by the Planning and Zoning Commission and City Council. 0 The petitioner(s) or authorized agent must be present at the public hearing held before the Planning and Zoning Commission. City Hall • 55 West Tompkins Street • Galesburg. IL 61401 • 309/345-3619 • w·>Nw ci .galesburg.11.us Last updated January 2020 Page 5 of 5 Description: "Ragged Agression" According to an article in Vice , "rage rooms started outside the US in response to an economic recession, in Japan. The success of "rage rooms" spread worldwide, and many of the big cities here have "rage rooms." The closest to us is in Moline, Patty 's Pummel Palace . Men and women express their anger in many ways and forms. This is one type of safe and therapeutic way of letting out aggression . Rage rooms are safe for anyone 13 and older. Galesburg needs something for our youth and young adults, "Raged Aggression" will be a venue for them to let out their frustrations. Upon entering 1230 E Losey, guest will check in at the front lobby, which is located in the front with lnfini T's. After checking in, guests will be provided safety gear upon entering the room. The room that'll be used is in the back of where lnfini T's is located. The room will need to be painted, the carpet will need to be ripped up, and other minor cosmetics. The room is finished and will not need to do any renovations. r' ''GE: I\ ·' JI,,' m,n ' f D Panv·s Pummel Palace THE OUAil CITIES RAGE ROOM What is a Rage Room? ( o • n• _.~ ..!11::JE. • Li rrd fit i bo< ,, "'r .:• 11\ • na. .n ~ r, t.m_1~ ti p1'tr•;1., ~ ••.., , Fumrr r 1 L.J,-c · ur r . w.t i..1 o. tL. ' h , t<..1qt \oom i~ hv pld 0 • <.uf...,,L Jnd thd l' Ut [ ,J'j jc >{~ 1 I::' ,T Lr i , n !Lt n• .rv yr d • 1ur : P~ l'.lnn • ~t.mcl? J.nJ drt ;r'uS .. r q RESERVE YOUR ROOM SHOOT US A QUICK EMAIL TD REGISTER. SEE PACKAGES IIELDW FDR MORE INFO. Hissv Fit 12 GLASS OR DISHWARE ITEMS REGISTER HERE PICK YOUR WEAPON IXJN'T WORRY, YOU CAN SWITCH AND GRAii A DIFFERENT ONE AT ANY POINT Packages Available 20 MIN SESSION PRICE LIST Tantrum 2D GLASS DR DISHWARE ITEMS SMASH EVERYTHING DESTROY EVERYTHING IN SIGHT . JUST A SMA UPCHARGE TD ADD ITEMS . Furious Rage 24 GLASS DR DISHWARE ITEMS 1 SMALL ELECTRONIC ITEM $20 RESERVE "BYOB" -Bring vourownbox UP TD 15 ITEMS $15 RESERVE 1 MEDIUM ELECTRONIC ITEM $30 RESERVE Date Night Couples Therapy 24 GLASS DR DISHWARE ITEMS 2 MEDIUM DR 1 XL ELECTRONIC ITEM TD SHARE $40 RESERVE Add-ons To Anv Experience 10 GLASS/DISHWARE $5 SM ELECTRONIC $5 MD ELECTRONIC $10 LG ELECTRONIC $15 XL ELECTRONIC $20 1 LARGE DR 2 SMALL ELECTRONIC ITEM $40 RESERVE Girls/Govs Night Out 3-4PH•le111 Team 24 GLASS DR DISHWARE ITEMS 1 LARGE ELECTRONIC ITEM TD SHARE $15/person I RESERVE I Call for pricing of larger groups or longer sessions. We can cater food or appetizers for lJOUr part]l or corporate event. Address 3217 AVENUE OF THE CITIES MOLINE , ILLINOIS 61265 Hours FRI-SAT: 1-10PM, Will -HIS WElCIME SUN -THURS : EMAIUR CAll Tl sn IP IN APPllllTMDIT I Phone Number [309] 524-3055 PPP Entenain ent, uc. Questions?? SEND US AN EMAIL, WE'LL GET I'IACK TO YOU ASAP. NAM • I Hu N MESSAGE Submh f a + UNITED STATES EDITION ldentitY. A Look Inside 1Rage Rooms,• Where You De- Stress by Smashing Things As we hurtle towards the impending apocalypse, "rage rooms," which give customers a weapon, a pile of destructible objects, and a time limit, are becoming a global phenomenon. AB By Anna-Cat Brigida November 21, 2016, 1:30pm D -• PHOTO COURTESY OF THE AUTHOR I n a concrete-walled room in Buenos Aires, jumpsuit-clad women and men arrive in pairs, each person armed with a metal baton or wooden bat. They'll spend the next half hour gleefully smashing champagne bottles, a computer, and a keyboard to pieces. At the Break Club, in Buenos Aires, customers pay a flat fee to demolish an assortment of satisfyingly destructible objects. The business, like other so-called "rage rooms," is meant to offer visitors an easy-and entertaining-opportunity for catharsis. Since the opening of the first rage room in Japan in 2008, it's become a global phenomenon, spreading to countries like Australia and ItalY-, as well as throughout the United States. I Read more: The HistorY-of Female Anger Evelyn Botto, 25, who was visiting the Break Club with a male friend, described her experience as "delightful" after emerging from her session; she had chosen Metallica as the soundtrack. "You don't care about society or the bottle, and the music helps too," she said, sounding exhilarated. The anxieties that led Botto to the Break Club are universal: friend drama, work stress, and family problems. But, according to rage room owners, a new stressor is driving people to rage rooms: politics. For many, the 2016 election season was anxiety-provoking. This type of stress was even given a name, Election Stress Disorder. "This year was just crazy for politics. It seems like stress was high," said Russell Chastain, owner of The Smash Shack in Jacksonville, North Carolina, where clients come from all over the state, including from a nearby military base. Leading up to the elections, Chastain provided both Trump and Clinton stickers for breakers to place on plates and bottles as they channeled their anger. . Even in Buenos Aires, a city 5,000 miles south of Washington D.C., rage room customers cite Trump as a source of stress; Botto joked that she might have channeled her anger better if the champagne bottles had been emblazoned with images of the US President-elect. (In Argentina, Trump's approval rating is even lower than it is in America. A study showed that only six percent of Argentines would have voted for Trump, whom Botto referred to as a "globally hated figure.") The Venting Place in Japan started as a response to the country's recession, which put workers on edge. University exams and recent break-ups often drive customers to the Break Club, according to owner Guido Dodero. Others come for fun, on a date, or as a company outing. Studies show that men and women handle stress differently, according to the American PsY-chological Association. Men are more likely to engage in physical activity to relieve stress and women are more likely to seek stress relief from interpersonal relationships. However, according to several rage room operators, the majority of their customers are female. The Smash Shack owner Chastain has his own theory for why more women show up to let loose: Men in Jacksonville- especially those who live at the military base-are more likely to feel comfortable letting off steam aggressively, in the form of activities like martial arts classes, he suggested, whereas "girlfriends and spouses don't have an outlet like that." But there could be something even deeper going on that makes rage rooms particularly liberating for women. A recent studY-shows that women are punished by society when they show their anger. Because rage rooms offer a socially sanctioned, somewhat lighthearted space to aggressively let off steam, they may appeal to female customers, who may feel they can't show outward aggression in other areas of life. I For More Stories Like This, Sign Up for Our Newsletter The benefits of rage rooms are up for debate. Psychologist Sandra Thomas, who has studied female anger, says that aggressive ways of venting frustration, such as yelling or breaking things, actually generate more anger. Physical activity or calming procedures are healthier ways to reduce stress, she told me in an email. However, expert Ramani Durvasala told How Stuff Works that rage rooms can be a positive outlet for those who generally manage their emotions well. The Break Club's owner, Guido Dodero, reports that some clients are actually sent by their psychiatrists as part of therapy. A session at the Break Club typically lasts from 20 to 30 minutes, but there is no buzzer rushing clients to leave. The time inside is yours to experiment and let loose before deciding you have gotten all the rage out of your system. For Botto, the experience felt subversive-during her session, it took her a few minutes to feel comfortable, but she eventually threw herself into the activity wholeheartedly. "I've never broken a bottle before. I've dropped a bottle or a glass, but to do it on purpose is totally different," she said. "I feel really liberated." TAGGED: CULTURE, STRESS, ANGER, EMOTIONS, RAGE ROOMS, SHORTFORM EDITORIAL, REPORTED, BREAK ROOM, BROADLY C GET A PERSONALIZED ROUNDUP OF VICE'S BEST STORIES IN YOUR INBOX. Subscribe J By signing up to the VICE newsletter you agree to receive electronic communications from VICE that may sometimes include advertisements or sponsored content. YOU MAY LIKE ABOllT THIS CONmT I 50 The Most [Photos] Here's Maps Confusing Construction What The Of Th Movie Hunger Fails That ADVERTISE ADVERTISE"MENT ADVERrISE~ENT: ADVE-RTrSE.MEN r: PO ORDINANCE NO. _________________ WHEREAS, pursuant to a public hearing duly held as required by law, the Planning and Zoning Commission to the City of Galesburg, Illinois, has reported on a proposition to amend the Zoning Map of said City as hereinafter set forth; NOW, THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS: SECTION ONE: The following described real estate shall be, and the same hereby is, rezoned from B-1, Neighborhood Business District to B-2, General Business District: All of Lot Two (2) and the Easterly Ninety-Five (95) feet of Lot Three (3) of Brackett Resubdivision, being a Resubdivision of Lots Two (2), Three (3), Six (6) Seven (7) and Ten (10) in Block One (1) of the Santa Fe Addition to the City of Galesburg, Knox County, Illinois as per Plat recorded in Volume 23 of Plats, Page 94. Parcel Identification Numbers: 99-11-405-025 Common Address: 1230 East Losey Street, Galesburg, IL 61401 SECTION TWO: The Zoning Map of the City of Galesburg shall be, and the same hereby is, changed in accordance with the provisions hereof. SECTION THREE: All ordinances, or parts of ordinances, in conflict with this ordinance are, to the extent of such conflict, hereby repealed. SECTION 3 This ordinance shall be in full force and effect from and after its passage, approval and publication as provided by law. Approved this day of , 20____ , by a roll call vote as follows: Roll Call #: Ayes: _________________________________________________________________________ ______________________________________________________________________________ Nays: _________________________________________________________________________ ______________________________________________________________________________ Absent: _______________________________________________________________________ ______________________________________________________________________________ ATTEST: ______________________________ John Pritchard, Mayor ____________________________ Kelli R. Bennewitz, City Clerk ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: CSG Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG OCTOBER 5, 2020 AGENDA ITEM: Amending Appendix A and B to Ordinance 06-3117 to clarify park hours. SUMMARY RECOMMENDATION: The Director of Parks and Recreation and City Manager recommend approval of an amending Appendix A and B to Ordinance 06-3117, referenced in Chapter 95.18 of the City code, to clarify hours when frequenting parks is prohibited. BACKGROUND: Lake Storey, Colton Park, and Lincoln Park are the only parks that are closed from midnight to 4:00 a.m. All other parks are closed from sunset to sunrise, with the exception of when ballfield, basketball court, or tennis court lights are on. This wording update serves to simply the ease of interpreting and enforcing the ordinance regarding park hours. BUDGET IMPACT: There is no impact on the budget. SUPPORTING DOCUMENTS: 1. Appendix A – Galesburg Community Parks 2. Appendix B – Galesburg Neighborhood Parks 20-1024 APPENDIX A Galesburg Community Parks Closed from Midnight to 4:00 A.M. Park Name Address Location 1. Colton Park 175 S. Seminary Street South of Mulberry St., east of Seminary St., north of South St., west of BNSF Railway 2. Lake Storey Park 1554 Mechan Drive West of US Route 150, south of North Lake Storey Rd., east of West Lake Storey Rd., north of South Lake Storey Rd. 3. Lincoln Park 524 Treadwell Drive Between US Route 150 & Lincoln Park Drive, north of Lincolnshire subdivision. APPENDIX B Galesburg Neighborhood Parks Closed from sunset to sunrise with the exception of when ballfield, basketball court or tennis court lights are on. In this case, park closes after the lights shut off. Park Name Address Location 1. Bateman Park 645 Maple Avenue North of Losey St., east of Maple St., west of Clark St. 2. Central Park One Public Square Center of the Public Square, at the intersection of Main St. and Broad St. 3. Dale Kelley Tot Lot 599 W. Tompkins Street 500 Block of W. Tompkins, north side of the road 4. Debbie Klapp Park 1301 Russell Avenue East side of Russell Avenue, south of Meadow Dr. and north of Holycrest Circle. 5. Hawthorne Centre Rec. Complex 860 E. Carl Sandburg Dr. South of Carl Sandburg Dr., east of Optimist Park, includes Voyles ball fields, gymnasium, and indoor pool. 6. H.T. Custer Park 626 E. Fifth Street Southwest corner of S. Pearl St. and Fifth St. 7. Ice House Park 451 E. South Street North of East South St. and east of the BNSF Railway 8. Inbinder Park 1285 W. Carl Sandburg Dr. North side of Carl Sandburg Dr., across the roadway from the YMCA and Sandburg Mall. 9. Jason Wessels Park 1940 Windish Drive North of Walsh Ave., south of Windish Dr., east of Himwich Dr. at the Hawthorne Centre. 10. Kiwanis Park 2191 East Knox Street East of Michigan Avenue, north of Knox St., south of vacated South St., west of I-74. 11. Lancaster Park 1100 Lancaster Street 100 Block of Lancaster 12. O.N. Custer Park 1235 E. Losey Street North of Losey St., west of Phillip St. 13. Optimist Park 760 E. Carl Sandburg Dr. South of Carl Sandburg Dr., north of Veterans Dr. at the Hawthorne Centre. 14. Park Plaza 130 E. Main Street South of Main St., west of Prairie St. and east of Cherry St., north of City Parking Lot E. 15. Peck Park 800 E. Peck Street South of Peck St., north of North St., west of BNSF Railway. 16. Rogers Park 201 W. Third Street Northwest corner of West St. and Third St. 17. Rotary Park 1627 W. Losey Street North of Losey St., south of Spruce Ave. 18. Standish Arboretum 42 W. Tompkins Street South of Tompkins St., east of Cedar St., north of South St., west of the Knox County Courthouse. 19. Swing Park 1400 Rona Drive West of Rona Dr., north of Daniel Dr., south of Lillie Ln. COUNCIL LETTER CITY OF GALESBURG OCTOBER 19, 2020 AGENDA ITEM: Amendment to Section 113.043 (C) of the Galesburg Municipal Code regarding the limitation on the number of Class C liquor licenses. SUMMARY RECOMMENDATION: The Liquor Commissioner and City Clerk recommend approval of the attached ordinance increasing the number of Class C licenses to thirty-two (32). BACKGROUND: Cornucopia Natural Market & Deli, 176 South Seminary Street, has submitted an application for a Class C Liquor License which would allow for the retail sale of all types of alcoholic liquor for consumption off the premises (package only). They have met all the requirements based on Chapter 113 of the Galesburg Municipal Code to hold a liquor license. BUDGET IMPACT:$2,450 annually. SUPPORTING DOCUMENTS: 1.Ordinance ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: KRB Page 1 of 1 20-1026 ORDINANCE NO. _______________ AN ORDINANCE AMENDING SECTION 113.043(C) OF THE GALESBURG CITY CODE REGARDING THE NUMBER OF CLASS C LIQUOR LICENSES WHEREAS,the City of Galesburg is an Illinois home rule municipal corporation organized and operating pursuant to Article VII of the Illinois Constitution of 1970; and WHEREAS,the City has adopted certain liquor license regulations designed to protect the health,safety and welfare,which are codified in Chapter 113 of the Galesburg City Code; and WHEREAS,Section 4-1 of the Illinois Liquor Control Act,235 ILCS 5/4-1,empowers the Mayor and City Council to establish conditions,regulations and restrictions upon the issuance of local liquor licenses not inconsistent with law as the public good and convenience may require; and WHEREAS,the Mayor and City Council desire to update and revise the City Code to reflect a change in the number of Class C liquor licenses made available. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GALESBURG, ILLINOIS, AS FOLLOWS: SECTION ONE:The foregoing recitals are hereby incorporated into this Ordinance as is fully set forth herein. SECTION TWO:Section 113.043(C)of the Galesburg City Code is amended in its entirety, and shall hereafter read as follows: (C) No more than 32 Class C licenses shall be issued. SECTION THREE:All ordinances or parts of ordinances in conflict with this ordinance are, to the extent of such conflict, hereby repealed. Approved this day of November 2020 by a roll call vote as follows: Roll Call #: Ayes: Nays: Absent: John Pritchard, Mayor ATTEST: Kelli R. Bennewitz, City Clerk ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: WEC Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER OCTOBER 19, 2020 AGENDA ITEM: Bids for replacing valves for Ranney Collector Well in Oquawka. SUMMARY RECOMMENDATION: The City Manager, Director of Public Works, and Water Superintendent recommend approval of the bid from McClintock Trucking and Excavating from Silvis, IL in the amount of $74,850.00. BACKGROUND: Earlier this year, one of the check valves cracked on one of the three pump lines that are located at the Ranney Well in Oquawka. A Contractor removed the faulty valve and temporarily capped off the line to the one pump. The well was then disinfected, and the City resumed pumping water with one of the other two pumps located in the Ranney Well. Since all three pump lines have valves on them that are very old, the City hired Hutchison Engineering to put together bid documents for replacing all the gate and check valves on the three pump lines. It is proposed to replace the valves to improve reliability of the Ranney Well. At the September 21, 2020 meeting, the Council approved bids to purchase the replacement valves that will be installed as part of this project. The work under this contract requires the contractor to remove and replace all three gate valves and check valves for the three different pumps at the Ranney Collector Well. The Contractor anticipates completing the work in the middle of November. It is estimated to take two weeks to complete the project. The project was advertised on the City’s website and sent out to all vendors who have done this work for the City in the past or have expressed interest in bidding on this type of work. Four bids were received for the project with the low bid being from McClintock Trucking and Excavating from Silvis, Il in the amount of $74,850.00. References were checked for this Contractor and all were very good recommendations. This Contractor typically works in the Quad Cities and is new to the Galesburg area. Rock Island and Moline both gave good recommendations for the Contractor. BUDGET IMPACT: The Water Division has sufficient funds for this work. SUPPORTING DOCUMENTS: 1. Bid Tabulation 20-3032 CITY OF GALESBURGPublic Works Department MemoOperating Under Council- Manager Government Since 1957Rehabilitate Collector Well Header (Ranney)BIDDER NAME:BIDDER ADDRESS:Bid Date: 10/7/2020CITY/STATE/ZIP:ATTENDED BY: BOYNTON/FEYUNITUNITUNITUNITQTY UNIT ITEMPRICETOTALPRICETOTALPRICETOTALPRICETOTAL1 LSUM MOBILIZE, REMOVE, FURNISH, INSTALL PIPING104,870.00$ 104,870.00$ 105,000.00$ 105,000.00$ 74,580.00$ 74,580.00$ 157,000.00$ 157,000.00$ Total Project Cost:104,870.00$ 105,000.00$ 74,580.00$ 157,000.00$ Laverdiere Construction CoMiller Trucking & ExcavatingBid BondG.A. Rich & Sons, Inc.Bid BondBid Bond204 S PerrySilvis, IL 61282McClintock Trucking & Excavating 1701 1st AveSilvis, IL 61282Deer Creek, IL 617333303 John Deere Rd4055 W JacksonMacomb, IL 61455Bid Bond ____________________________________________________________________________ Prepared by: Gug Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG OCTOBER 19, 2020 AGENDA ITEM: Facade grant for 169 N Broad Street. SUMMARY RECOMMENDATION: The Facade Advisory Committee (FAC) met on October 6, 2020 to review this request for facade assistance. The Committee recommended approval of the facade assistance in an amount not to exceed $80,000, or 50% of the estimated project costs, or 50% of the actual final project costs, whichever is less. BACKGROUND: Safe Harbor Family Crisis Center (Purple Hanger Resale Shoppe) submitted an application for a facade grant. The overall estimated facade project cost is $172,943, as detailed in Exhibit C of the agreement. This project is eligible to receive the maximum grant of up to $80,000, or 50% of the actual final project costs, whichever is less. If approved, the project will be funded by a mix of owner equity and a Tax Increment Financing (Façade grant) incentive. The scope of the façade work is detailed in Exhibit B of the attached agreement, but in general will include the following: •Demolition of the wood framing, plywood and sheet metal siding on the west façade •Cleaning, repairing and restoration of the existing stone masonry, which is primarily present on the west façade but also in smaller areas on the north and south façade. Missing or damaged stonework will be replaced. •Replacement of the large windows on the west and south facades with thermally-efficient aluminum storefront framing. The original window sizes and locations will be respected in the new construction. There will be four window openings in the west façade, each of the four openings will have two panes of glass. •Moving the main building entrance from its current location back to the original entry location at the center of the west elevation. New double entry doors will be located to match the original recessed entry configuration, which will also provide weather protection. •Painting the remaining brick portions of the north, south and east walls of the building. These areas are currently already painted, but a new color scheme to complement the original stonework will be selected. •Addition of new L.E.D. exterior lighting at the new entry. •Addition of new L.E.D. accent lighting in the retail display area near the new windows. •New building signage. Weather permitting, the estimate work may begin on or around October 25, 2020 with an assumed completion date on or around May 30, 2021. BUDGET IMPACT: Sufficient funds will be available this year in the Tax Increment Financing District IV Fund for this facade assistance. SUPPORTING DOCUMENTS: 1.General location map 2. Draft construction drawings with conceptual elevation, historic & existing photos 3.Facade Agreement 20-4082 - I S S U E R E C O R D - P R B C PRELIMINARY REVISION BID DOCUMENTS FOR CONSTRUCTION A RECORD DOCUMENTS 08/05/2020 P1 - NOT FOR CONSTRUCTION 2019237 COVER SHEET A1.0BUILDING FACADE RENOVATION169 BROAD STREETGALESBURG, ILLINOIS 61401KNOX COUNTYS A F E H A R B O R PURPLE HANGER RESALE SHOPPE: FACADE RENOVATION DRAWING INDEX A1.0 COVER SHEET A2.0 FOUNDATION PLANS A2.1 EXISTING FLOOR PLAN A2.2 DEMOLITION FLOOR PLAN A2.3 NEW FLOOR PLAN A2.4 REFLECTED CEILING PLANS A2.5 ROOF PLANS A3.0 EXISTING ELEVATIONS A3.1 NEW ELEVATIONS A4.0 INTERIOR ELEVATIONS A5.0 BUILDING SECTIONS A5.1 BUILDING SECTIONS A6.0 SCHEDULES G A L E S B U R G, I L L I N O I S NORTH PROJECT LOCATION VIEW FROM SOUTHWEST: EXISTING BUILDING "PURPLE HANGER" BUILDING @ 169 BROAD STREET I hereby certify that the portion of this technical submission described below was prepared by me or under my direct supervision and responsible charge. I am a duly licensed Architect under the laws of the State of Illinois. Signature Date Sheets or Discipline covered by this seal: ARCHITECTURAL: ILLINOIS: 001.024299 NOVEMBER 30, 2020 KURT FANDERCLAI A1.0 THROUGH A6.0 License Number: License Expiration Date:N O R T H C H E R R Y S T R E E T E A S T W A T E R S T R E E T E A S T F E R R I S S T R E E T N O R T H B R O A D S T R E E T PURPLE HANGER VIEW FROM SOUTHWEST: ORIGINAL BUILDING @ 169 BROAD STREET CONCEPT PERSPECTIVE VIEW FROM SOUTHWEST: 169 BROAD STREET CODE REVIEW LOCATION: 169 BROAD STREET STREET, GALESBURG, ILLINOIS 62401 BUILDING CODES: 2012 INTERNATIONAL BUILDING CODE 2014 NATIONAL ELECTRIC CODE 2012 INTERNATIONAL MECHANICAL CODE 2012 INTERNATIONAL FUEL GAS CODE 2012 INTERNATIONAL FIRE CODE 2012 INTERNATIONAL RESIDENTIAL CODE 2014 ILLINOIS STATE PLUMBING CODE 1997 STATE OF ILLINOIS ACCESSIBILITY CODE PROJECT DESCRIPTION: 1. FACADE RENOVATION OF EXISTING ONE-STORY MASONRY BUILDING (10,100 SF). 2. INTERIOR REMODELING WORK INCIDENTAL TO THE FACADE RENOVATION WORK. OCCUPANCY CLASSIFICATION: 1. EXISTING BUILDING: ASSEMBLY OCCUPANCY CLASSIFICATION "M" (309.1). 2. INTENDED USAGE: RESALE CONSIGNMENT RETAIL STORE. CONSTRUCTION TYPE: EXISTING BUILDING: TYPE III-B (TABLE 601) CENTER LINE EXISTING ORIGINAL FOUNDATION EXISTING COLUMN EXISTING COLUMN EXISTING COLUMN ORIGINAL ENTRY FOUNDATION AND FOOTING (ASSUMED TO BE IN PLACE) N11' - 4"EXISTING ORIGINAL FOUNDATION EXISTING ORIGINAL FOUNDATION PORTION OF EXISTING FOUNDATION ADDED DURING PREVIOUS REMODELING PROJECT 64' - 3 1/2"2' - 0"6' - 8"PORTION OF EXISTING FOUNDATION MODIFIED DURING PREVIOUS REMODELING PROJECT PORTION OF EXISTING FOUNDATION ADDED DURING PREVIOUS REMODELING PROJECT EXISTING ORIGINAL FOUNDATION 8' - 4"0' - 6"7' - 10"14' - 0 7/8"11' - 10"12' - 5 3/4"11' - 10"14' - 0 7/8"6' - 2 7/8"6' - 2 7/8"9' - 10"4' - 11"4' - 11"EXISTING COLUMN 1' - 0"5' - 6"0' - 6" 7' - 0" 1' - 0" 2' - 4"0' - 6" 3' - 10" EXISTING CONCRETE ENTRANCE SLAB EXISTING CONCRETE ENTRANCE SLAB IN RETAIL AREA EXISTING CONCRETE ENTRANCE SLAB IN RETAIL AREA CENTER LINE N UPPER PORTION OF EXISTING FOUNDATION TO BE REMOVED TO ALLOW NEW 4" CONCRETE SLAB AT ENTRY STOOP REMOVE PORTION OF EXISTING CONCRETE FLOOR TO ALLOW NEW CONCRETE SLAB AT ENTRY STOOP MODIFY EXISTING CONCRETE SLAB AND TOP OF EXISTING FOUNDATION WALLS AT ENTRY STOOP AS REQUIRED TO ALLOW NEW INFILL CONCRETE SLAB CENTER LINE N NOMINAL WIDTH OF NEW ALUMINUM STOREFRONT DOOR AND FRAME PROVIDE NEW 4" CONCRETE SLAB AT NEW ENTRY LOCATION; (SLOPE TO DRAIN AWAY FROM NEW ENTRY DOOR) FINISH EDGE OF NEW CONCRETE STOOP FLUSH WITH EXISTING CONCRETE SIDEWALK 3' - 4"INFILL NEW 4" CONCRETE SLAB AT EXISTING ENTRY STOOP; PROVIDE SMOOTH AND LEVEL FINISHED NEW FLOOR SURFACE FLUSH WITH ADJACENT EXISTING FLOOR SLAB. PROVIDE SEALER AND FLOOR FINISH TO MATCH ADJACENT EXISTING FLOOR. - I S S U E R E C O R D - P R B C PRELIMINARY REVISION BID DOCUMENTS FOR CONSTRUCTION A RECORD DOCUMENTS 08/05/2020 P1 - NOT FOR CONSTRUCTION 2019237 FOUNDATION PLANS A2.0BUILDING FACADE RENOVATION169 BROAD STREETGALESBURG, ILLINOIS 61401KNOX COUNTY1/4" = 1'-0"1 EXISTING FOUNDATION PLAN 1/4" = 1'-0"2 DEMOLITION FOUNDATION PLAN 1/4" = 1'-0"3 NEW FOUNDATION PLAN E X I S T I N G "P U R P L E H A N G E R" B U I L D I N G AREA OF EXISTING BUILDING: 10,100 SF (+/-) EXISTING PURPLE HANGER PARKING LOT CENTER LINE EXISTING WALL: METAL SIDING PANELS OVER WOOD FRAMING OVER ORIGINAL MASONRY FACADE EXISTING BRICK WALL EXISTING ORIGINAL MASONRY FACADE EXISTING SIDEWALK N O R T H B R O A D S T R E E T17' - 0"ARMORY BUILDING64' - 3 1/2"2' - 2"6' - 6"7' - 6 1/2"6' - 2"17' - 8"6' - 2"18' - 1"GRASS BETWEEN BUILDINGS EXISTING CURB AND GUTTER EXISTING SIDEWALK EXISTING CURB AND GUTTEREXISTING ANGLED PARKINGEXISTING CHAIN LINK FENCE EXISTING BRICK INFILL IN ORIGINAL MASONRY FACADE 14' - 0 7/8"11' - 10"12' - 5 3/4"11' - 10"14' - 0 7/8"EXISTING COLUMN EXISTING COLUMN EXISTING COLUMN EXISTING COLUMN 8' - 0"0' - 8 1/2" 2' - 10 1/4" OUTLINE OF ORIGINAL ENTRY LOCATION (VISIBLE IN EXISTING CONCRETE FLOOR) 5' - 4"9' - 10"10' - 10"ORIGINAL ENTRY FOUNDATION AND FOOTING (ASSUMED) EXISTING METER (TO REMAIN) EXISTING CASEWORK N EXISTING CONCRETE ENTRANCE SLAB IN RETAIL AREA EXISTING CONCRETE ENTRANCE SLAB IN RETAIL AREA 1. CONTRACTOR TO FIELD VERIFY ALL DIMENSIONS. 2. CONTRACTOR SHALL COORDINATE WITH OWNER TO DETERMINE COMPONENTS TO BE SALVAGED AND REINSTALLED. 3. CONTRACTOR SHALL PROVIDE DESIGN SERVICES, MATERIALS, AND LABOR REGARDING REQUIRED MECHANICAL, ELECTRICAL, AND PLUMBING SYSTEMS ON A DESIGN-BUILD BASIS. GENERAL NOTES: EXISTING DOUBLE DOOR EXISTING WINDOW EXISTING WINDOW - I S S U E R E C O R D - P R B C PRELIMINARY REVISION BID DOCUMENTS FOR CONSTRUCTION A RECORD DOCUMENTS 08/05/2020 P1 - NOT FOR CONSTRUCTION 2019237 EXISTING MAIN FLOOR PLAN A2.1BUILDING FACADE RENOVATION169 BROAD STREETGALESBURG, ILLINOIS 61401KNOX COUNTYx 3/16" = 1'-0"1 EXISTING FLOOR PLAN N EXISTING PURPLE HANGER PARKING LOT ARMORY BUILDING GRASS BETWEEN BUILDINGS EXISTING CHAIN LINK FENCE REMOVE PORTION OF EXISTING CONCRETE FLOOR TO ALLOW NEW CONCRETE SLAB AT ENTRY STOOP MODIFY EXISTING CONCRETE SLAB AND TOP OF EXISTING FOUNDATION WALLS AT ENTRY STOOP AS REQUIRED TO ALLOW NEW INFILL CONCRETE SLAB 11' - 4"REMOVE THIS PORTION OF EXISTING WALL TO ALLOW NEW ENTRY (ALSO SEE ELEVATIONS) REMOVE EXISTING DOOR AND FRAME REMOVE EXISTING ENTRY WALLS REMOVE EXISTING WALL METAL SIDING, SHEATHING, AND WOOD FRAMING FROM ENTIRE WEST ELEVATION; (TAKE PRECAUTIONS TO PRESERVE ORIGINAL UNDERLYING MASONRY FACADE) REMOVE EXISTING WALL METAL SIDING, SHEATHING, AND WOOD FRAMING FROM ENTIRE WEST ELEVATION; (TAKE PRECAUTIONS TO PRESERVE ORIGINAL UNDERLYING MASONRY FACADE)REMOVE EXISTING GYPSUM WALL BOARD, EXISTING PAINTED WOOD TRIM AND EXISTING PAINTED CASEWORK (ALSO SEE INTERIOR ELEVATION) EXISTING METER (TO REMAIN) REMOVE EXISTING BRICK INFILL FROM THIS PORTION OF THE EXISTING WALL; ALSO REMOVE INTERIOR GYPSUM BOARD AND WOOD FRAME WALL AS REQUIRED FOR NEW WINDOW PLACEMENT. (ALSO SEE ELEVATIONS) 9' - 3" REMOVE EXISTING GYPSUM WALL BOARD, EXISTING PAINTED WOOD TRIM AND EXISTING PAINTED CASEWORK (ALSO SEE INTERIOR ELEVATION) 1. THE GENERAL CONTRACTOR SHALL EXERCISE A REASONABLE STANDARD OF CARE DURING DEMOLITION TO AVOID DAMAGING OR DISTURBING ANY EXISTING CONDITIONS THAT ARE TO REMAIN INTACT. GENERAL CONTRACTOR OR SUBCONTRACTOR SHALL REPAIR SUCH DAMAGE. 2. GENERAL CONTRACTOR SHALL PROVIDE PROTECTION FOR AT ALL EXISTING ADJACENT ALL FLOORS, WALLS, & CEILING CONDITIONS THAT ARE TO REMAIN. GENERAL CONTRACTOR SHALL REPAIR DAMAGE DUE TO LACK OF PROPER PROTECTION. 3. REMOVE ALL WALLS, DOORS AND OTHER ITEMS SHOWN IN DASHED LINES, AND AS NOTED TO BE REMOVED. 4. FIELD VERIFY CONSTRUCTION OF ALL COMPONENTS TO BE REMOVED PRIOR TO DEMOLITION. 5. PROVIDE TEMPORARY SHORING AND BRACING AS REQUIRED. 6. COMPONENTS TO BE DEMOLISHED ARE SHOWN GENERALLY ON PLANS AND ELEVATIONS; EVERY SUBCOMPONENT WITHIN ASSEMBLIES CAN NOT BE SHOWN. FIELD VERIFY EXISTING CONDITIONS AND TEMPORARILY OR PERMANENTLY REMOVE SUCH ITEMS AS NECESSARY FOR NEW CONSTRUCTION. 7. AS REQUIRED, TEMPORARILY REMOVE EXISTING ELECTRICAL, MECHANICAL, AND PLUMBING COMPONENTS TO ALLOW DEMOLITION AS INDICATED. NOTIFY OWNER IN ADVANCE OF ANY NECESSARY INTERRUPTION TO THE NORMAL FUNCTION AND PERFORMANCE OF THESE SYSTEMS. 8. CONTRACTOR SHALL EXERCISE A REASONABLE STANDARD OF CARE REGARDING CUTTING, PATCHING, AND SELECTIVE DEMOLITION. 9. CONTRACTOR SHALL PROVIDE DESIGN SERVICES, MATERIALS, AND LABOR REGARDING REQUIRED MECHANICAL, ELECTRICAL, AND PLUMBING SYSTEMS ON A DESIGN-BUILD BASIS. 10. CONTRACTOR SHALL COORDINATE WITH OWNER PRIOR TO DURING DEMOLITION TO DETERMINE WHETHER EXISTING FIRE & SMOKE DETECTION SYSTEMS ARE TO BE BAGGED AND PROTECTED TO REMAIN IN OPERATION, OR TO BE TEMPORARILY TAKEN OFF LINE. 11. AREAS OF DEMOLITION SHALL BE FREE OF OWNER'S FURNITURE, EQUIPMENT, AND ACCESSORIES PRIOR TO START OF DEMOLITION WORK. 12. CONTRACTOR TO PROVIDE REASONABLE TEMPORARY WEATHER PROTECTION FOR ALL BUILDING COMPONENTS DURING THE PROCESS OF DEMOLITION AND REPLACEMENT. GENERAL DEMOLITION NOTES: REMOVE AND SALVAGE EXISTING STONE MASONRY WALL BASE MATERIAL AT NEW RECESSED ENTRY - I S S U E R E C O R D - P R B C PRELIMINARY REVISION BID DOCUMENTS FOR CONSTRUCTION A RECORD DOCUMENTS 08/05/2020 P1 - NOT FOR CONSTRUCTION 2019237 DEMOLITION FLOOR PLAN A2.2BUILDING FACADE RENOVATION169 BROAD STREETGALESBURG, ILLINOIS 61401KNOX COUNTY3/16" = 1'-0"1 DEMOLITION FLOOR PLAN N RETAIL AREA 1 3 A5.0 1 A5.1 2 A5.0 EXISTING PURPLE HANGER PARKING LOT ARMORY BUILDING GRASS BETWEEN BUILDINGS EXISTING CHAIN LINK FENCE CENTER LINE INFILL NEW 4" CONCRETE SLAB AT EXISTING ENTRY STOOP; PROVIDE SMOOTH AND LEVEL FINISHED NEW FLOOR SURFACE FLUSH WITH ADJACENT EXISTING FLOOR SLAB. PROVIDE SEALER AND FLOOR FINISH TO MATCH ADJACENT EXISTING FLOOR. EXISTING CONCRETE ENTRANCE SLAB IN RETAIL AREA A2.3 2 A2.3 47' - 4"2' - 0"A2.3 5 2 A5.1 14' - 0 7/8"11' - 10"12' - 5 3/4"11' - 10"14' - 0 7/8"4 3 3 4 5 2 2 1 NEW ALUMINUM STOREFRONT WINDOWS NEW ALUMINUM STOREFRONT WINDOWS NEW ALUMINUM STOREFRONT WINDOW ( DETAILS SIMILAR TO WALL SECTION 2/A5.0 ) NEW BRAKE METAL COVER TRIM AT EXISTING COLUMN LOCATIONS. (TYPICAL) A1NEW CONCRETE INFILL WALLEXTEND GYPSUM BOARD AND WOOD STUDS FURRING WALL AT LOCATION OF PREVIOUS RECESSED ENTRY; MATCH EXISTING ADJACENT SURFACES 2' - 10 1/4" 3 A5.0 3 A5.0 1 A5.1 RETAIL AREA 1 A2.3 3 PROVIDE NEW 4" CONCRETE SLAB AT NEW ENTRY LOCATION; (SLOPE TO DRAIN AWAY FROM NEW ENTRY DOOR) 5' - 4"9' - 6 1/2"12' - 5 3/4"SLOPE TO DRAIN SLOPE TO DRAIN A4.0 3 NEW ALUMINUM STOREFRONT WINDOWS AT VESTIBULE NEW ALUMINUM STOREFRONT WINDOWS AT VESTIBULE NEW ALUMINUM STOREFRONT WINDOWS AT VESTIBULE 2 2 1 A1 PROVIDE NEW 4" CONCRETE SLAB AT NEW ENTRY LOCATION; (SLOPE TO DRAIN AWAY FROM NEW ENTRY DOOR) EXISTING CONCRETE FLOOR SLAB IN RETAIL AREA NEW RECESSED ENTRY NEW WALLS AT ENTRY: PREFINISHED BRAKE METAL PANELS w/ FLASHING AND DRIP EDGE OVER WEATHER RESISTANT BARRIER + 1/2" SHEATHING ON 6" METAL JOIST FRAMING 16" O.C. w/ FULL CAVITY BATT INSULATION + VAPOR BARRIER + 5/8" GYPSUM BOARD PREFINISHED ALUMINUM STOREFRONT WINDOW 5/4 WOOD WINDOW TRIM BOARD AT INTERIOR SILL (PAINT) TYPICAL WINDOW SILL: PROVIDE PREFINISHED METAL WRAP WITH THROUGH-WALL FLASHING AND DRIP EDGE OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING PROVIDE CONTINOUS SELANT w/ BACKER ROD AND INTERIOR AND EXTERIOR PERIMETER OF NEW WINDOW FRAMES, HEADS, JAMBS, AND SILLS ATTACHED FURRING AND FRAMING TO EXISTING COLUMN 2 3 PREFINISHED METAL WINDOW SILLS TYPICAL WINDOW JAMB: PROVIDE PREFINISHED METAL WRAP WITH FLASHING OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING TYPICAL COLUMN COVERS: PROVIDE PREFINISHED METAL WRAP WITH FLASHING OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING INSULATE ALL VOIDS TYPICAL WINDOW SILL: PROVIDE PREFINISHED METAL WRAP WITH THROUGH-WALL FLASHING AND DRIP EDGE OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING TYPICAL WINDOW JAMB: PROVIDE PREFINISHED METAL WRAP WITH FLASHING OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING PREFINISHED ALUMINUM STOREFRONT WINDOW 5/4 WOOD WINDOW TRIM BOARD AT INTERIOR SILL (PAINT) PROVIDE CONTINOUS SELANT w/ BACKER ROD AND INTERIOR AND EXTERIOR PERIMETER OF NEW WINDOW FRAMES, HEADS, JAMBS, AND SILLS DETAILS AT WINDOW #4 SIMILAR TO DETAILS AT WINDOW TYPE #3 3 4 INSULATE ALL VOIDS ATTACHED FURRING AND FRAMING TO EXISTING COLUMN PROVIDE PREFINISHED METAL WRAP AT INTERMEDIATE WINDOW DIVIDER COLUMNS TYPICAL WINDOW SILL: PROVIDE PREFINISHED METAL WRAP WITH THROUGH-WALL FLASHING AND DRIP EDGE OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING TYPICAL WINDOW JAMB: PROVIDE PREFINISHED METAL WRAP WITH FLASHING OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING ATTACH WOOD FRAMING TO EXISTING MASONRY WALL WITH I/2" STEEL AND EPOXY ANCHORS PREFINISHED ALUMINUM STOREFRONT WINDOW WOOD TRIM BOARD AT INTERIOR WINDOW JAMBS (PAINT) 1x6 WOOD TRIM BOARD (PAINT) 5/4 WOOD WINDOW TRIM BOARD AT INTERIOR SILL (PAINT) NEW 5/8" GYPSUM BOARD (PAINT) + VAPOR BARRIER + 2x4 WOOD FRAMING w/ FULL CAVITY BATT INSULATION (NOTE: WALL WIDTH MAY INCREASE IF REQUIRED AFTER DEMOLITION / DISCOVERY PHASE) EXISTING WALL; REPAIR AS REQUIRED TO ALLOW FACADE REMODELING WORK PROVIDE CONTINOUS SELANT w/ BACKER ROD AND INTERIOR AND EXTERIOR PERIMETER OF NEW WINDOW FRAMES, HEADS, JAMBS, AND SILLS 4 5 ORIGINAL STONE MASONRY WALL DETAILS AT WINDOW #5 SIMILAR TO DETAILS AT WINDOW TYPE #4 - I S S U E R E C O R D - P R B C PRELIMINARY REVISION BID DOCUMENTS FOR CONSTRUCTION A RECORD DOCUMENTS 08/05/2020 P1 - NOT FOR CONSTRUCTION 2019237 NEW FLOOR PLAN A2.3BUILDING FACADE RENOVATION169 BROAD STREETGALESBURG, ILLINOIS 61401KNOX COUNTY3/16" = 1'-0"1 NEW FLOOR PLAN 1/2" = 1'-0"2 NEW FLOOR PLAN -- ENTRY DETAIL 1 1/2" = 1'-0"3 NEW FLOOR PLAN -- COLUMN DETAIL #1 1 1/2" = 1'-0"4 NEW FLOOR PLAN -- COLUMN DETAIL #2 1 1/2" = 1'-0"5 NEW FLOOR PLAN -- JAMB DETAIL #1 EXISTING 2x4 SUSPENDED ACOUSTICAL TILE CEILING TYPICAL IN RETAIL SPACE; EXISTING CEILING HEIGHT IS 11'-7" A.F.F., UNLESS NOTED OTHERWISE. 2x4 LAY-IN LIGHT FIXTURES SHOWN FOR REFERENCE PURPOSES ONLY; ALL MECHANICAL, ELECTRICAL, AND PLUMBING TO BE PROVIDED VIA GENERAL CONTRACTOR ON A DESIGN-BUILD BASIS. N EXISTING EXIT / EMERGENCY LIGHT FIXTURE 2x4 LAY-IN LIGHT FIXTURES SHOWN FOR REFERENCE PURPOSES ONLY; ALL MECHANICAL, ELECTRICAL, AND PLUMBING TO BE PROVIDED VIA GENERAL CONTRACTOR ON A DESIGN-BUILD BASIS. EXISTING METAL SOFFIT PANELS EXISTING METAL SOFFIT PANELS N REMOVE AND SALVAGE EXIT SIGNAGE / EMERGENCY LIGHTING FIXTURE (TO BE REINSTALLED AT NEW EXIT LOCATION) REMOVE EXISTING METAL ROOF PANELS, WOOD FRAMING, SHEATHING, AND ALL OTHER ASSOCIATED COMPONENTS DOWN TO THE ORIGINAL MASONRY FACADE. PROVIDE CARE DURING THE DEMOLITION PROCESS TOWARD PRESERVING THE CONDITION OF THE ORIGINAL MASONRY FACADE. REMOVE EXISTING METAL WALL PANELS, WOOD FRAMING, SHEATHING, WINDOWS, AND ALL OTHER ASSOCIATED COMPONENTS DOWN TO THE ORIGINAL MASONRY FACADE. PROVIDE CARE DURING THE DEMOLITION PROCESS TOWARD PRESERVING THE CONDITION OF THE ORIGINAL MASONRY FACADE. REMOVE EXISTING BRICK INFILL FROM THIS PORTION OF THE EXISTING WALL; ALSO REMOVE INTERIOR GYPSUM BOARD AND WOOD FRAME WALL AS REQUIRED FOR NEW WINDOW PLACEMENT. (ALSO SEE ELEVATIONS) REMOVE EXISTING ENTRY WALLS WITHIN HATCHED AREA, REMOVE EXISTING ACOUSTICAL CEILING GRID AND TILES AS REQUIRED TO ALLOW CONSTRUCTION OF NEW RECESSED ENTRY REMOVE AND SALVAGE EXISTING LIGHT FIXTURE REMOVE AND SALVAGE EXISTING LIGHT FIXTURE REMOVE AND SALVAGE EXISTING LIGHT FIXTURE REMOVE AND SALVAGE EXISTING LIGHT FIXTURE REMOVE AND SALVAGE EXISTING LIGHT FIXTURE N REINSTALL SUSPENDED ACOUSTICAL TILE CEILING GRID, TILES AND TRIM AT NEW SOFFIT WALLS ABOVE NEW RECESSED ENTRY; PROVIDE NEW SUSPENDED ACOUSTICAL CEILING COMPONENTS AS REQUIRED. REINSTALL SUSPENDED ACOUSTICAL TILE CEILING GRID, TILES AND TRIM AT NEW SOFFIT WALLS ABOVE NEW RECESSED ENTRY; PROVIDE NEW SUSPENDED ACOUSTICAL CEILING COMPONENTS AS REQUIRED. REINSTALL SUSPENDED ACOUSTICAL TILE CEILING GRID, TILES AND TRIM AT NEW SOFFIT WALLS ABOVE NEW RECESSED ENTRY; PROVIDE NEW SUSPENDED ACOUSTICAL CEILING COMPONENTS AS REQUIRED. NEW EXTERIOR SOFFIT AT RECESSED ENTRY: PREFINISHED FLUSH METAL PANELS NEW EXTERIOR L.E.D. DOWNLIGHT FIXTURES NEW EXTERIOR L.E.D. DOWNLIGHT FIXTURES SOFFIT WALL AT FRONT EDGE OF NEW ENTRY: PROVIDE PREFINISHED METAL WRAP WITH FLASHING AND DRIP EDGE AS REQUIRED TO PROVIDE FINISHED SURFACE; MATCH DEPTH AND WIDTH TO BRAKE METAL WINDOW HEADS REPLACE ACOUSTICAL TILE AT EXISTING LIGHT FIXTURE LOCATIONS REPLACE ACOUSTICAL TILE AT EXISTING LIGHT FIXTURE LOCATIONS REPLACE ACOUSTICAL TILE AT EXISTING LIGHT FIXTURE LOCATIONS REPLACE ACOUSTICAL TILE AT EXISTING LIGHT FIXTURE LOCATION REPLACE ACOUSTICAL TILE AT EXISTING LIGHT FIXTURE LOCATION NEW L.E.D. DIRECTIONAL TRACK LIGHT FIXTURE NEW L.E.D. DIRECTIONAL TRACK LIGHT FIXTURE NEW L.E.D. DIRECTIONAL TRACK LIGHT FIXTURE NEW L.E.D. DIRECTIONAL TRACK LIGHT FIXTURE 8' - 0"NOMINAL LENGTH REINSTALL SALVAGED EXISTING EXIT / EMERGENCY LIGHT FIXTURE - I S S U E R E C O R D - P R B C PRELIMINARY REVISION BID DOCUMENTS FOR CONSTRUCTION A RECORD DOCUMENTS 08/05/2020 P1 - NOT FOR CONSTRUCTION 2019237 REFLECTED CEILING PLANS A2.4BUILDING FACADE RENOVATION169 BROAD STREETGALESBURG, ILLINOIS 61401KNOX COUNTY1/4" = 1'-0"1 EXISTING REFLECTED CEILING PLAN 1/4" = 1'-0"2 DEMOLITION REFLECTED CEILING PLAN 1/4" = 1'-0"3 NEW REFLECTED CEILING PLAN N EXISTING MEMBRANE ROOF EXISTING ANGLED ROOF: METAL ROOF PANELS OVER WOOD FRAMING OVER ORIGINAL MASONRY FACADE. ORIGINAL STONE MASONRY COPING ORIGINAL STONE MASONRY COPING NOTE: WALL DAMAGE PRESENT AT THE UPPER PORTION OF OF THE EXISTING WALL AT THIS LOCATION. ( TO BE REPAIRED AND RESTORED AS PART OF PROJECT. ) 13' - 3" N EXISTING MEMBRANE ROOF REMOVE EXISTING METAL ROOF PANELS, WOOD FRAMING, SHEATHING, AND ALL OTHER ASSOCIATED COMPONENTS DOWN TO THE ORIGINAL MASONRY FACADE. PROVIDE CARE DURING THE DEMOLITION PROCESS TOWARD PRESERVING THE CONDITION OF THE ORIGINAL MASONRY FACADE. damaged and leaning portion to be demolished and rebuilt? N 3 A5.0 2 A5.0 2 A5.1 NEW SIGNAGE (BY BIDDING ALLOWANCE) ORIGINAL MASONRY COPING EXISTING MEMBRANE ROOF AT UPPER WALL REPAIR LOCATION PROVIDE NEW SEALANT, JOINT MATERIAL, FLASHING, AND ROOF MEMBRANE PATCHING AS REQUIRED AFTER MASONRY WALL AND PAPAPET REPAIR WORK IS COMPLETE - I S S U E R E C O R D - P R B C PRELIMINARY REVISION BID DOCUMENTS FOR CONSTRUCTION A RECORD DOCUMENTS 08/05/2020 P1 - NOT FOR CONSTRUCTION 2019237 ROOF PLANS A2.5BUILDING FACADE RENOVATION169 BROAD STREETGALESBURG, ILLINOIS 61401KNOX COUNTY1/4" = 1'-0"1 EXISTING ROOF 1/4" = 1'-0"2 DEMOLITION ROOF PLAN 1/4" = 1'-0"3 NEW ROOF PLAN MAIN LEVEL 0' -0" EXISTING ROOF TOP OF WEST WALL 18' -0" TOP OF SIDE WALLS 15' -10 1/2" ORIGINAL STONE MASONRY RETURN AT NORTH ELEVATION -- CURRENTLY PAINTED; REMOVE PAINT AND CLEAN SURFACE. MAIN LEVEL 0' -0" EXISTING FENCE TOP OF WEST WALL 18' -0" TOP OF SIDE WALLS 15' -10 1/2" EXISTING ARMORY BUILDING EXISTING METER (TO REMAIN) EXISTING ANGLED ROOF: METAL ROOF PANELS OVER WOOD FRAMING OVER ORIGINAL MASONRY FACADE. EXISTING WALL: METAL SIDING PANELS OVER WOOD FRAMING OVER ORIGINAL MASONRY FACADE EXISTING WINDOW (TO BE REMOVED) EXISTING DOUBLE DOORS (TO BE REMOVED) EXISTING WINDOW (TO BE REMOVED) REMOVE EXISTING METAL ROOF PANELS, WOOD FRAMING, SHEATHING, AND ALL OTHER ASSOCIATED COMPONENTS DOWN TO THE ORIGINAL MASONRY FACADE. PROVIDE CARE DURING THE DEMOLITION PROCESS TOWARD PRESERVING THE CONDITION OF THE ORIGINAL MASONRY FACADE. REMOVE EXISTING METAL WALL PANELS, WOOD FRAMING, SHEATHING, WINDOWS, AND ALL OTHER ASSOCIATED COMPONENTS DOWN TO THE ORIGINAL MASONRY FACADE. PROVIDE CARE DURING THE DEMOLITION PROCESS TOWARD PRESERVING THE CONDITION OF THE ORIGINAL MASONRY FACADE. REMOVE AND SALVAGE EXISTING STONE MASONRY WALL BASE MATERIAL AT NEW RECESSED ENTRY . MAIN LEVEL 0' -0" EXISTING WALL TOP OF WEST WALL 18' -0" TOP OF SIDE WALLS 15' -10 1/2" REMOVE EXISTING METAL ROOF PANELS, WOOD FRAMING, SHEATHING, AND ALL OTHER ASSOCIATED COMPONENTS DOWN TO THE ORIGINAL MASONRY FACADE. PROVIDE CARE DURING THE DEMOLITION PROCESS TOWARD PRESERVING THE CONDITION OF THE ORIGINAL MASONRY FACADE. REMOVE EXISTING METAL WALL PANELS, WOOD FRAMING, SHEATHING, WINDOWS, AND ALL OTHER ASSOCIATED COMPONENTS DOWN TO THE ORIGINAL MASONRY FACADE. PROVIDE CARE DURING THE DEMOLITION PROCESS TOWARD PRESERVING THE CONDITION OF THE ORIGINAL MASONRY FACADE. EXISTING ANGLED ROOF: METAL ROOF PANELS OVER WOOD FRAMING OVER ORIGINAL MASONRY FACADE. EXISTING WALL: METAL SIDING PANELS OVER WOOD FRAMING OVER ORIGINAL MASONRY FACADE EXISTING BRICK INFILL: EXISTING BRICK INFILL TO BE REMOVED TO PROVIDE ORIGINAL MASONRY WINDOW OPENING. EXISTING MASONRY RETURNS AT HEAD, JAMB, AND SILL TO BE NEW FINISHED SURFACES. CLEAN EXISTING MASONRY AS REQURIED FOR BOTH FINISHED APPEARANCE AND AS REQURIED TO ALLOW PLACMENT OF NEW ALUMINUM STOREFRONT WINDOW. REMOVE INTERIOR WALL AT INFILL OPENING AS REQURIED TO ALLOW PLACEMENT OF NEW WINDOW. ORIGINAL MASONRY FACADE ( TO REMAIN ) - I S S U E R E C O R D - P R B C PRELIMINARY REVISION BID DOCUMENTS FOR CONSTRUCTION A RECORD DOCUMENTS 08/05/2020 P1 - NOT FOR CONSTRUCTION 2019237 EXISTING ELEVATIONS A3.0BUILDING FACADE RENOVATION169 BROAD STREETGALESBURG, ILLINOIS 61401KNOX COUNTY1/4" = 1'-0"1 EXISTING NORTH ELEVATION 1/4" = 1'-0"2 EXISTING WEST ELEVATION 1/4" = 1'-0"3 EXISTING SOUTH ELEVATION MAIN LEVEL 0' -0" TOP OF WEST WALL 18' -0" TOP OF SIDE WALLS 15' -10 1/2" ORIGINAL MASONRY AT EXTERIOR WALL BASE TO REMAIN ORIGINAL STONE MASONRY FACADE TO REMAIN ORIGINAL STONE MASONRY COPING AND CORNICE TO REMAIN EXISTING ROOF EXISTING BRICK MASONRY TO REMAIN (PAINT) MAIN LEVEL 0' -0" TOP OF WEST WALL 18' -0" TOP OF SIDE WALLS 15' -10 1/2" 5 PREFINISHED ALUMINUM STOREFRONT WINDOWS ORIGINAL MASONRY AT EXTERIOR WALL BASE TO REMAIN ORIGINAL STONE MASONRY FACADE TO REMAIN ORIGINAL STONE MASONRY COPING AND CORNICE TO REMAIN NEW BRAKE METAL TRIM AT NEW WINDOW HEAD, JAMB, AND SILL. (TYPICAL) EXISTING ROOF EXISTING BRICK MASONRY TO REMAIN (PAINT) MAIN LEVEL 0' -0" PREFINISHED ALUMINUM STOREFRONT WINDOWS TOP OF WEST WALL 18' -0" TOP OF SIDE WALLS 15' -10 1/2" ARMORY BUILDING EXISTING PURPLE HANGER PARKING LOT PREFINISHED ALUMINUM STOREFRONT WINDOWS 434 1 ORIGINAL STONE MASONRY FACADE TO REMAIN ORIGINAL MASONRY AT EXTERIOR WALL BASE TO REMAIN ORIGINAL MASONRY AT EXTERIOR WALL BASE TO REMAIN PREFINISHED ALUMINUM STOREFRONT WINDOW AND DOUBLE DOOR ORIGINAL STONE MASONRY FACADE TO REMAIN ORIGINAL STONE MASONRY COPING AND CORNICE TO REMAIN ORIGINAL STONE MASONRY COPING AND CORNICE TO REMAIN NEW BRAKE METAL TRIM AT NEW WINDOW HEAD, JAMB, AND SILL. (TYPICAL) NEW BRAKE METAL TRIM AT EXISTING COLUMN LOCATIONS. (TYPICAL) NEW BRAKE METAL TRIM AT NEW WINDOW HEAD, JAMB, AND SILL. (TYPICAL) NEW BRAKE METAL TRIM AT HEAD OF NEW ENTRY OPENING A1 3 1. THE PROJECT INTENT IS TO REMOVE THE EXISTING FACADE OVERLAY MATERIALS TO REUSE THE ORIGINAL STONE MASONRY FACADE. TOWARD THIS INTENT, MASONRY CONTRACTOR TO CLEAN EXISTING STONE MASONRY FACADE AND REPAIR MORTAR JOINTS AS REQUIRED. ADDITIONALLY, AT THE DAMAGED SOUTH PARAPET WALL, MASONRY CONTRACTOR TO REPAIR OR REPLACE MASONRY UNITS AS REQUIRED TO MATCH ADJACENT FACADE SURFACES, ADDRESS MASONRY UNIT CONNECTION COMPONENTS, AND PROVIDE NEW MATCHING MORTAR JOINTS AS REQUIRED. 2. PROJECT ASSUMPTIONS INCLUDE: a. EXISTING FOUNDATION ASSUMED TO BE IN GENERALLY SOUND CONDITION AND ABLE TO ADEQUATELY SUPPORT AREAS OF NEW WORK. b. EXISTING COLUMNS AND BEAMS AT FACADE ASSUMED TO BE IN GENERALLY SOUND CONDITION AND ABLE TO CONTINUE TO ADEQUATELY SUPPORT THE WEST FACADE WITHOUT STRUCTURAL MODIFICATION. c. STRUCTURAL REPAIRS OR MODIFICATIONS THAT MAY BECOME NECESSARY TO COMPLETE THE WORK OF THE FACADE RENOVATION SHALL BE HANDLED WITHIN A CONSTRUCTION CONTINGENCY AS SPECIFICALLY NOTED WITHIN THE CONTRACTOR'S BID. GENERAL NOTES: 7' - 4" INSTALL SALVAGED STONE MASONRY WALL BASE AT NEW WALL INFILL NEW BRAKE METAL TRIM AT EXISTING COLUMN LOCATIONS. (TYPICAL) NEW SIGNAGE (BY BID ALLOWANCE) EXISTING BRICK MASONRY TO REMAIN (PAINT) 155' - 0"15' - 10 1/2"12' - 0"20' - 0"9' - 0"64' - 3 1/2"20' - 4"11' - 10"15' - 10 1/2"9' - 0"EXISTING BRICK MASONRY TO REMAIN (PAINT) EXISTING BRICK MASONRY TO REMAIN (PAINT) 143' - 9"15' - 10 1/2"- I S S U E R E C O R D - P R B C PRELIMINARY REVISION BID DOCUMENTS FOR CONSTRUCTION A RECORD DOCUMENTS 08/05/2020 P1 - NOT FOR CONSTRUCTION 2019237 NEW ELEVATIONS A3.1BUILDING FACADE RENOVATION169 BROAD STREETGALESBURG, ILLINOIS 61401KNOX COUNTY1/4" = 1'-0"2 NEW NORTH ELEVATION 1/4" = 1'-0"3 NEW SOUTH ELEVATION 1/4" = 1'-0"1 NEW WEST ELEVATION 1/16" = 1'-0"4 NEW NORTH ELEVATION -- FULL FACADE 1/16" = 1'-0"5 NEW EAST ELEVATION -- FULL FACADE 1/16" = 1'-0"6 NEW SOUTH ELEVATION -- FULL FACADE EXISTING CASEWORK TO BE REMOVED EXISTING DOUBLEDOOR TO BE REMOVED EXISTING WINDOW TO BE REMOVED REMOVE AND SALVAGE EXIT SIGNAGE / EMERGENCY LIGHTING FIXTURE (TO BE REINSTALLED AT NEW EXIT LOCATION) REMOVE EXISTING RECESSED ENTRY WALLS EXISTING WINDOW TO BE REMOVED EXISTING WALLS AND PAINTED WOOD TRIM TO BE REMOVED EXISTING WALLS AND PAINTED WOOD TRIM TO BE REMOVED 4 3 3 4 1 2 2 A1 NEW L.E.D. DIRECTIONAL TRACK LIGHT FIXTURES REINSTALL SALVAGED EXISTING EXIT / EMERGENCY LIGHT FIXTURE NEW L.E.D. DIRECTIONAL TRACK LIGHT FIXTURES PREFINISHED ALUMINUM STOREFRONT WINDOW 5/4 WOOD WINDOW TRIM BOARD (PAINT) 1x8 WOOD WINDOW TRIM BOARD (PAINT) 1x6 WOOD TRIM BOARD (PAINT) NEW 5/8" GYPSUM BOARD (PAINT) 1x8 WOOD WALL BASE TRIM BOARD (PAINT) (PROVIDE WOOD BASE AT REMODELED FACADE WALLS (ALL OTHER EXISTING AREA ARE VINYL BASE) 1x4 WOOD TRIM BOARD (PAINT) 5/4 WOOD WINDOW TRIM BOARD (PAINT) NEW 5/8" GYPSUM BOARD (PAINT) PREFINISHED ALUMINUM STOREFRONT WINDOW AND DOUBLE DOOR NEW 5/8" GYPSUM BOARD SOFFIT ABOVE NEW WALLS AT RECESSED ENTRY (PAINT)11' - 7"EXISTING CEILING HEIGHT (MAINTAIN IN NEW PROJECT)2 PARTIAL SOUTHEAST INTERIOR ELEVATION SIMILAR PREFINISHED ALUMINUM STOREFRONT WINDOW 5/4 WOOD WINDOW TRIM BOARD (PAINT) 1x8 WOOD WINDOW TRIM BOARD (PAINT) PREFINISHED BRAKE METAL COLUMN COVER NEW 5/8" GYPSUM BOARD (PAINT) 1x8 WOOD WALL BASE TRIM BOARD (PAINT) (PROVIDE WOOD BASE AT REMODELED FACADE WALLS (ALL OTHER EXISTING AREA ARE VINYL BASE) 1x4 WOOD TRIM BOARD (PAINT) 5/4 WOOD WINDOW TRIM BOARD (PAINT) NEW 5/8" GYPSUM BOARD (PAINT)11' - 7"EXISTING CEILING HEIGHT (MAINTAIN IN NEW PROJECT)- I S S U E R E C O R D - P R B C PRELIMINARY REVISION BID DOCUMENTS FOR CONSTRUCTION A RECORD DOCUMENTS 08/05/2020 P1 - NOT FOR CONSTRUCTION 2019237 INTERIOR ELEVATIONS A4.0BUILDING FACADE RENOVATION169 BROAD STREETGALESBURG, ILLINOIS 61401KNOX COUNTY3/8" = 1'-0"1 EXISTING WEST INTERIOR ELEVATION 3/8" = 1'-0"2 NEW WEST INTERIOR ELEVATION 3/8" = 1'-0"3 PARTIAL NORTHEAST INTERIOR ELEVATION MAIN LEVEL 0' -0" TOP OF WEST WALL 18' -0" TOP OF SIDE WALLS 15' -10 1/2"1' - 9"11' - 7"10' - 8"EXISTING RETAIL AREA TYPICAL EXSTING FRONT WALL SECTION REMOVE EXISTING METAL WALL PANELS, WOOD FRAMING, SHEATHING, WINDOWS, DOORS, AND ALL OTHER ASSOCIATED COMPONENTS DOWN TO THE ORIGINAL MASONRY FACADE. PROVIDE CARE DURING THE DEMOLITION PROCESS TOWARD PRESERVING THE CONDITION OF THE ORIGINAL MASONRY FACADE. REMOVE EXISTING METAL ROOF PANELS, WOOD FRAMING, SHEATHING, AND ALL OTHER ASSOCIATED COMPONENTS DOWN TO THE ORIGINAL MASONRY FACADE. PROVIDE CARE DURING THE DEMOLITION PROCESS TOWARD PRESERVING THE CONDITION OF THE ORIGINAL MASONRY FACADE. EXISTING STRUCTURE TO REMAIN ORIGINAL STONE MASONRY FACADE TO REMAIN EXISTING SUSPENDED ACOUSTICAL TILE CEILING TO REMAIN EXISTING 2x4 LIGHT FIXTURES (FIRST ROW TO BE REMOVED) REMOVE EXISTING INTERIOR GYPSUM BOARD AND FURRING EXISTING CONCRETE SIDEWALK EXISTING CONCRETE FLOOR SLAB REMOVE EXISTING INTERIOR GYPSUM BOARD, FURRING AND TRIM MAIN LEVEL 0' -0" TOP OF WEST WALL 18' -0" TOP OF SIDE WALLS 15' -10 1/2" RETAIL AREA 1 11' - 7"ORIGINAL STONE MASONRY FACADE TO REMAIN ORIGINAL STONE MASONRY COPING AND CORNICE TO REMAIN PROVIDE CONTINUOUS SEALANT w/ BACKER ROD TYPICAL WINDOW HEAD: PROVIDE PREFINISHED METAL WRAP WITH THROUGH-WALL FLASHING AND DRIP EDGE OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING ATTACH WOOD FRAMING TO EXISTING WALL WITH EXOXY ANCHORED FASTENERS 8' - 4"1' - 9"10' - 1"FOUR EQUAL DIVISIONS8' - 2"PROVIDE CONTINOUS SELANT w/ BACKER ROD AND INTERIOR AND EXTERIOR PERIMETER OF NEW WINDOW FRAMES, HEADS, JAMBS, AND SILLS PREFINISHED ALUMINUM STOREFRONT WINDOW EXISTING STRUCTURE TO REMAIN EXISTING CEILIING TILES FROM EARLIER PROJECT ATTACHED DIRECTLY TO EXISTING FRAMING REINSTALL SUSPENDED ACOUSTICAL TILE CEILING GRID, TILES AND TRIM AS REQURIED; PROVIDE NEW SUSPENDED ACOUSTICAL CEILING COMPONENTS AS REQUIRED. 5/4 WOOD WINDOW TRIM BOARD (PAINT) 1x8 WOOD WINDOW TRIM BOARD (PAINT) ORIGINAL MASONRY AT EXTERIOR WALL BASE TO REMAIN TYPICAL WINDOW SILL: PROVIDE PREFINISHED METAL WRAP WITH THROUGH-WALL FLASHING AND DRIP EDGE OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING ATTACH WOOD FRAMING TO EXISTING WALL WITH EXOXY ANCHORED FASTENERS EXISTING CONCRETE SIDEWALK EXISTING CONCRETE FLOOR SLAB WOOD TRIM BOARD AT INTERIOR WINDOW JAMBS (PAINT) NEW 5/8" GYPSUM BOARD (PAINT) + VAPOR BARRIER + WOOD FURRING w/ RIGID INSULATION NEW L.E.D. DIRECTIONAL TRACK LIGHT FIXTURE 1x8 WOOD WALL BASE TRIM BOARD (PAINT) (PROVIDE WOOD BASE AT REMODELED FACADE WALLS (ALL OTHER EXISTING AREA ARE VINYL BASE) TYPICAL WINDOW JAMB: PROVIDE PREFINISHED METAL WRAP WITH FLASHING OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING 1x4 WOOD TRIM BOARD (PAINT) 5/4 WOOD WINDOW TRIM BOARD AT SILL (PAINT) NEW 5/8" GYPSUM BOARD (PAINT) + VAPOR BARRIER + 2x4 WOOD FRAMING w/ FULL CAVITY BATT INSULATION (NOTE: WALL WIDTH MAY INCREASE IF REQUIRED AFTER DEMOLITION / DISCOVERY PHASE) NEW SIGNAGE (BY BIDDING ALLOWANCE) MAIN LEVEL 0' -0" TOP OF WEST WALL 18' -0" TOP OF SIDE WALLS 15' -10 1/2" RETAIL AREA 17' - 4"0' - 7"11' - 7"3' - 1"7' - 0"SLOPE @ 1/8" P ER FOO T 10' - 1"ORIGINAL STONE MASONRY FACADE TO REMAIN ORIGINAL STONE MASONRY COPING AND CORNICE TO REMAIN EXISTING STRUCTURE TO REMAIN REINSTALL SUSPENDED ACOUSTICAL TILE CEILING GRID, TILES AND TRIM AT NEW SOFFIT WALLS ABOVE NEW RECESSED ENTRY; PROVIDE NEW SUSPENDED ACOUSTICAL CEILING COMPONENTS AS REQUIRED. REINSTALL SALVAGED EXISTING EXIT / EMERGENCY LIGHT FIXTURE EXISTING FOUNDATION; REMOVE TOP PORTION AS REQUIRED TO ALLOW NEW 4" CONCRETE SLAB AT RECESSED ENTRY EXISTING FOUNDATION; REMOVE TOP PORTION AS REQUIRED TO ALLOW NEW 4" CONCRETE SLAB AT RECESSED ENTRY EXISTING CONCRETE SIDEWALK; SAWCUT AND PROVIDE NEW EXPANSION JOINT TO ALLOW FINISHED APPEARANCE NEW RECESSED ENTRY 11' - 0"EXISTING CEILIING TILES FROM EARLIER PROJECT ATTACHED DIRECTLY TO EXISTING FRAMING NEW EXTERIOR L.E.D. DOWNLIGHT FIXTURES; ( PROVIDE TWO ) NEW EXTERIOR SOFFIT AT RECESSED ENTRY: PREFINISHED FLUSH METAL PANELS OVER WEATHER RESISTANT BARRIER + 1/2" SHEATHING ON 6" METAL JOIST FRAMING w/ FULL CAVITY BATT INSULATION + VAPOR BARRIER PROVIDE CONTINUOUS SEALANT w/ BACKER ROD SOFFIT WALL AT FRONT EDGE OF NEW ENTRY: PROVIDE PREFINISHED METAL WRAP WITH FLASHING AND DRIP EDGE OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING; MATCH DEPTH AND WIDTH TO BRAKE METAL WINDOW HEADS ATTACH WOOD FRAMING TO EXISTING WALL WITH EXOXY ANCHORED FASTENERS PROVIDE COLD-FORMED METAL LINTEL AT DOOR OPENING; INSULATE CAVITY PROVIDE CONTINOUS SELANT w/ BACKER ROD AND INTERIOR AND EXTERIOR PERIMETER OF NEW WINDOW FRAMES, HEADS, JAMBS, AND SILLS NEW SOFFIT WALLS AT ENTRY: PREFINISHED BRAKE METAL PANELS w/ FLASHING AND DRIP EDGE OVER WEATHER RESISTANT BARRIER + 1/2" SHEATHING ON 6" METAL JOIST FRAMING 16" O.C. w/ FULL CAVITY BATT INSULATION + VAPOR BARRIER + 5/8" GYPSUM BOARD ATTACHED COLD FORMED METAL RUNNER EXISTING FRAMING PREFINISHED ALUMINUM STOREFRONT WINDOW AND DOUBLE DOOR EXISTING CONCRETE FLOOR SLAB EXISTING CONCRETE FOUNDATION AT ORIGINAL RECESSED ENTRY, ASSUMED TO BE EXISTING IN PLACE BELOW SUBSEQUENT FLOOR SLAB INFILL 1/2" EXPANSION JOINT WITH SEALANT NEW 4" CONCRETE SLAB INFILL AT NEW RECESSED ENTRY A.D.A. COMPLIANT ALUMINUM THRESHOLD 5/4 WOOD WINDOW TRIM BOARD (PAINT) 1x8 WOOD WINDOW TRIM BOARD (PAINT) NEW SIGNAGE (BY BIDDING ALLOWANCE) - I S S U E R E C O R D - P R B C PRELIMINARY REVISION BID DOCUMENTS FOR CONSTRUCTION A RECORD DOCUMENTS 08/05/2020 P1 - NOT FOR CONSTRUCTION 2019237 BUILDING SECTIONS A5.0BUILDING FACADE RENOVATION169 BROAD STREETGALESBURG, ILLINOIS 61401KNOX COUNTY3/4" = 1'-0"1 EXISTING BUILDING SECTION 3/4" = 1'-0"2 BUILDING SECTION AA-1 3/4" = 1'-0"3 BUILDING SECTION AA-2 MAIN LEVEL 0' -0" PREFINISHED ALUMINUM STOREFRONT WINDOW EXISTING CONCRETE FOUNDATION AT ORIGINAL RECESSED ENTRY, ASSUMED TO BE EXISTING IN PLACE BELOW SUBSEQUENT FLOOR SLAB INFILL 1/2" EXPANSION JOINT WITH SEALANT NEW 4" CONCRETE SLAB INFILL AT NEW RECESSED ENTRY11' - 0"11' - 7"NEW WALLS AT ENTRY: PREFINISHED BRAKE METAL PANELS w/ FLASHING AND DRIP EDGE OVER WEATHER RESISTANT BARRIER + 1/2" SHEATHING ON 6" METAL JOIST FRAMING 16" O.C. w/ FULL CAVITY BATT INSULATION + VAPOR BARRIER + 5/8" GYPSUM BOARD REINSTALL SUSPENDED ACOUSTICAL TILE CEILING GRID, TILES AND TRIM AT NEW SOFFIT WALLS ABOVE NEW RECESSED ENTRY; PROVIDE NEW SUSPENDED ACOUSTICAL CEILING COMPONENTS AS REQUIRED. NEW EXTERIOR L.E.D. DOWNLIGHT FIXTURES; ( PROVIDE TWO ) PROVIDE COLD-FORMED METAL LINTEL AT DOOR OPENING; INSULATE CAVITY PROVIDE CONTINOUS SELANT w/ BACKER ROD AND INTERIOR AND EXTERIOR PERIMETER OF NEW WINDOW FRAMES, HEADS, JAMBS, AND SILLS NEW SOFFIT WALLS AT ENTRY: PREFINISHED BRAKE METAL PANELS w/ FLASHING AND DRIP EDGE OVER WEATHER RESISTANT BARRIER + 1/2" SHEATHING ON 6" METAL JOIST FRAMING 16" O.C. w/ FULL CAVITY BATT INSULATION + VAPOR BARRIER + 5/8" GYPSUM BOARD 5/4 WOOD WINDOW TRIM BOARD (PAINT) 1x8 WOOD WINDOW TRIM BOARD (PAINT) EXISTING CONCRETE FLOOR SLAB WOOD TRIM BOARD AT INTERIOR WINDOW JAMBS (PAINT) 1x8 WOOD WALL BASE TRIM BOARD (PAINT) (PROVIDE WOOD BASE AT REMODELED FACADE WALLS (ALL OTHER EXISTING AREA ARE VINYL BASE) 1x4 WOOD TRIM BOARD (PAINT) 5/4 WOOD WINDOW TRIM BOARD (PAINT) NEW 5/8" GYPSUM BOARD (PAINT)10' - 1"1' - 9"8' - 4"NEW EXTERIOR SOFFIT AT RECESSED ENTRY: PREFINISHED FLUSH METAL PANELS OVER WEATHER RESISTANT BARRIER + 1/2" SHEATHING ON 6" METAL JOIST FRAMING w/ FULL CAVITY BATT INSULATION + VAPOR BARRIER 8' - 2"FOUR EQUAL DIVISIONSMATCH HEIGHT OF PREFINISHED METAL FLASHING TO THAT OF WEST-FACING FACADE WINDOW SILLS RETAIL AREA 1NEW RECESSED ENTRY MAIN LEVEL 0' -0" TOP OF WEST WALL 18' -0" TOP OF SIDE WALLS 15' -10 1/2"8' - 4"1' - 9"INSTALL SALVAGED STONE MASONRY WALL BASE AT NEW WALL INFILL TYPICAL WINDOW SILL: PROVIDE PREFINISHED METAL WRAP WITH THROUGH-WALL FLASHING AND DRIP EDGE OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING EXISTING CONCRETE SIDEWALK TYPICAL WINDOW JAMB: PROVIDE PREFINISHED METAL WRAP WITH FLASHING OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING PROVIDE CONCRETE INFILL WALL AT PREVIOUS RECESSED ENTRY (PROVIDE #4 REINFORCING DOWELS) EXISTING FOUNDATION WALL ATTACH WOOD FRAMING TO NEW CONCRETE INFILL WALL WITH I/2" STEEL ANCHORS PROVIDE CONCRETE INFILL AT TOP OF EXISTING FOUNDATION WALL AS REQUIRED (PROVIDE #4 REINFORCING DOWELS) PROVIDE #4 REINFORCING DOWELS WITH EPOXY ANCHORS AT PERIMETER OF NEW CONCRETE SLAB I/2" EXPANSION JOINT EXISTING CONCRETE SLAB EXISTING CONCRETE FOUNDATION WALL RETAIL AREA 1 ORIGINAL STONE MASONRY FACADE TO REMAIN ORIGINAL STONE MASONRY COPING AND CORNICE TO REMAIN PROVIDE CONTINUOUS SEALANT w/ BACKER ROD TYPICAL WINDOW HEAD: PROVIDE PREFINISHED METAL WRAP WITH THROUGH-WALL FLASHING AND DRIP EDGE OVER 1/2" SHEATHING + WEATHER RESISTANT BARRIER + WOOD FRAMING ATTACH WOOD FRAMING TO EXISTING WALL WITH EXOXY ANCHORED FASTENERS PROVIDE CONTINOUS SELANT w/ BACKER ROD AND INTERIOR AND EXTERIOR PERIMETER OF NEW WINDOW FRAMES, HEADS, JAMBS, AND SILLS REINSTALL SUSPENDED ACOUSTICAL TILE CEILING GRID, TILES AND TRIM AS REQURIED; PROVIDE NEW SUSPENDED ACOUSTICAL CEILING COMPONENTS AS REQUIRED. 5/4 WOOD WINDOW TRIM BOARD (PAINT) 1x8 WOOD WINDOW TRIM BOARD (PAINT) NEW 5/8" GYPSUM BOARD (PAINT) + VAPOR BARRIER + WOOD FURRING w/ RIGID INSULATION NEW L.E.D. DIRECTIONAL TRACK LIGHT FIXTURE EXISTING STRUCTURE TO REMAIN PREFINISHED ALUMINUM STOREFRONT WINDOW PROVIDE1/2" EXPANSION JOINT AT PERIMETER OF NEW CONCRETE SLAB EXISTING CONCRETE FLOOR SLAB WOOD TRIM BOARD AT INTERIOR WINDOW JAMBS (PAINT) 1x8 WOOD WALL BASE TRIM BOARD (PAINT) (PROVIDE WOOD BASE AT REMODELED FACADE WALLS (ALL OTHER EXISTING AREA ARE VINYL BASE) 1x4 WOOD TRIM BOARD (PAINT) 5/4 WOOD WINDOW TRIM BOARD AT SILL (PAINT) NEW 5/8" GYPSUM BOARD (PAINT) + VAPOR BARRIER + 2x4 WOOD FRAMING w/ FULL CAVITY BATT INSULATION (NOTE: WALL WIDTH MAY INCREASE IF REQUIRED AFTER DEMOLITION / DISCOVERY PHASE) - I S S U E R E C O R D - P R B C PRELIMINARY REVISION BID DOCUMENTS FOR CONSTRUCTION A RECORD DOCUMENTS 08/05/2020 P1 - NOT FOR CONSTRUCTION 2019237 BUILDING SECTIONS A5.1BUILDING FACADE RENOVATION169 BROAD STREETGALESBURG, ILLINOIS 61401KNOX COUNTY3/4" = 1'-0"1 BUILDING SECTION AA-3 3/4" = 1'-0"2 BUILDING SECTION AA-4 A1 TEMPERED GLASS PREFINISHED ALUMINUM STOREFRONT DOOR 0' - 6 1/2"6' - 2"0' - 3 1/2"7' - 0"0' - 3 1/2"2' - 5" 0' - 3 1/2"0' - 3 1/2" 2' - 5"0' - 3 1/2" 3' - 0"3' - 0" 6' - 0" NOTE: SEE ALUMINUM STOREFRONT WINDOW TYPE "#1" FOR FRAME AT DOOR "A1". STOREFRONT DOOR NOTES: PROVIDE AS BASIS OF DESIGN: "KAWNEER NORTH AMERICA" ALUMINUM-FRAMED ENTRANCES AND STOREFRONTS. EXTERIOR DOOR: "KAWNEEER SERIES D300 MEDIUM STILE" DOOR. PROVIDE WIDENED BOTTOM RAIL, AND MID-RAIL AS SHOWN. (SEE DRAWINGS FOR ADDITIONAL INFORMATION). SUBSTITUTIONS SHALL BE AS APPROVED BY ARCHITECT. GLASS SHALL BE 1" INSULATED. CONTRACTOR TO FIELD VERIFY ALL WINDOW OPENINGS. 4 5321 STOREFRONT WINDOW NOTES: PROVIDE AS BASIS OF DESIGN: "KAWNEER NORTH AMERICA" ALUMINUM-FRAMED ENTRANCES AND STOREFRONTS. EXTERIOR ENTRANCE SYSTEM AND EXTERIOR WINDOWS: "KAWNEER SERIES 451T" THERMALLY- BROKEN 2-INCH BY 4-1/2-INCH STOREFRONT FRAMING. SUBSTITUTIONS SHALL BE AS APPROVED BY ARCHITECT. GLASS SHALL BE 1" INSULATED CONTRACTOR TO FIELD VERIFY ALL WINDOW OPENINGS. FINISHED FLOOR FINISHED FLOOR FOUR EQUAL DIVISIONSFOUR EQUAL DIVISIONSFOUR EQUAL DIVISIONSFOUR EQUAL DIVISIONSFOUR EQUAL DIVISIONSTWO EQUAL DIVISIONS FOUR EQUAL DIVISIONS FOUR EQUAL DIVISIONS TTHREE EQUAL DIVISIONS TEMPERED GLASS IN ALL SIDELIGHTS ADJACENT TO DOOR PREFINISHED ALUMINUM STOREFRONT WINDOW PREFINISHED ALUMINUM STOREFRONT WINDOW PREFINISHED ALUMINUM STOREFRONT WINDOW PREFINISHED ALUMINUM STOREFRONT WINDOW PREFINISHED ALUMINUM STOREFRONT WINDOW (DOOR "A1")8' - 4"1' - 9"10' - 1"8' - 4"1' - 9"10' - 1"8' - 4"1' - 9"10' - 1"8' - 4"1' - 9"10' - 1"8' - 4"1' - 9"10' - 1"10' - 11 5/8"11' - 0 7/8"7' - 11"5' - 4"9' - 6 1/2" 0' - 2"1' - 5 1/4" 0' - 2" 6' - 0" 0' - 2" 1' - 5 1/4"0' - 2"7' - 0"- I S S U E R E C O R D - P R B C PRELIMINARY REVISION BID DOCUMENTS FOR CONSTRUCTION A RECORD DOCUMENTS 08/05/2020 P1 - NOT FOR CONSTRUCTION 2019237 SCHEDULES A6.0BUILDING FACADE RENOVATION169 BROAD STREETGALESBURG, ILLINOIS 61401KNOX COUNTYDOOR SCHEDULE DOOR FRAME MATERIAL GLASS HARDWARE GROUP COMMENTSNUMBER TYPE WIDTH HEIGHT THICKNESS MATERIAL A1 Store Front Double Door 6' - 0" 7' - 0" 0' - 1 3/4" PREFINISHED ALUMINUM PREFINISHED ALUMINUM TEMPERED BY OWNER ROOM FINISH SCHEDULE NUMBER NAME FLOOR FINISH BASE FINISH CEILING FINISH WALL MATERIAL AND FINSH COMMENTSNORTH SOUTH EAST WEST 1 RETAIL AREA POLISHED CONCRETE VINYL BASE SUSPENDED ACOUSTICAL TILE GYPSUM BOARD (PAINT) GYPSUM BOARD (PAINT) GYPSUM BOARD (PAINT) GYPSUM BOARD (PAINT) U.N.O., MATCH EXISTING FINISHES, MATERIALS, AND COLORS 1/4" = 1'-0" DOOR TYPE 1/4" = 1'-0" WINDOW TYPES Page 1 of 19 FACADE GRANT AGREEMENT WITH Safe Harbor Family Crisis Center Tract 1: Lot 3 in the Subdivision of Lots 1 through 8, inclusive, in Block 11 of the City of Galesburg, Knox County, Illinois; Lots 13 and 14 in the Subdivision of the South 6 feet of Lot 3 and all of Lots 4, 5, and 6 in Block 11 in the City of Galesburg, Knox County, Illinois, as per Plat thereof recorded in Volume 28 of Chancery Records, page 410. Tract 2: The East 23.8 feet of the North 48 feet of Lot 3 in the Subdivision of Lots 1 through 8, inclusive, in Block 11 of the City of Galesburg, Knox County, Illinois. COMMONLY KNOWN AS: 169 N Broad Street, Galesburg, IL 61401 PROPERTY IDENTIFICATION NUMBERS: 99—10-459-009 and 99-10-459-010 Submitted by: Return to: Kelli Bennewitz, City Clerk Kelli Bennewitz, City Clerk City of Galesburg 55 W Tompkins St City of Galesburg Page 2 of 19 THIS AGREEMENT, entered into this day of , 2020, by and between the City of Galesburg, an Illinois municipal corporation (hereinafter referred to as “City”), and Safe Harbor Family Crisis Center (hereinafter referred to as “Recipient”). WHEREAS, the City has established the Downtown Facade Redevelopment Program pursuant to resolution 16-07 (hereinafter referred to as “Program”). The purpose of the Program is to encourage architecturally appropriate improvements to commercial facades readily visible to the public, with the goal of promoting the attraction and retention of business operations and enhance the interest in visiting the downtown area, which will improve the overall economic condition of the City; and WHEREAS, the objective of the Program is to provide a financing mechanism which will make business improvements in the Downtown Area, which is a geographically defined area shown in the Program, financially feasible or economically more viable than it would be without the benefit of this Program, and that such inducements will help maintain and expand business activity and attract new business investments which might otherwise not occur in the Downtown Area; and WHEREAS, the Recipient has submitted the required documentation to request funds from the Program, and the Facade Advisory Committee and the City have determined that the Project to be undertaken by the Recipient fits the established criteria, NOW, THEREFORE, in consideration of the foregoing and the mutual agreement and herein, the City and the Recipient agree as follows: SECTION 1: DEFINITIONS A. Definition of Terms. Certain terms used in this Agreement shall have the following meanings unless their content or use clearly indicates otherwise. “Agreement” means this document for development pursuant to the Downtown Facade Redevelopment Program. “City” means the City of Galesburg, Illinois. “Construction Documents” means written, graphic and pictorial documents, prepared or assembled by an Illinois licensed design professional where applicable, for describing the design, location and physical characteristics of the Project necessary for obtaining construction permits. “Estimated cost of the project” means the cost of the Project as estimated as of the date of this Agreement and as reflected on Exhibit C attached hereto and made a part hereof. Page 3 of 19 “Event of Default” means those occurrences, actions or lack of action which shall be construed to be a breach of failure to perform pursuant to the terms of this Agreement as set forth in Section 12 of this Agreement. “Facade” means the exterior of a building visible from a public street or alley. “Final Project Cost Analysis” means the statement of actual cost and expenses of the Project submitted by the Redeveloper to the City in certified form after completion of the Project. “Grant” means the monies provided by the City to the Recipient to reimburse costs specified in Section 7 herein. “Program” means the Downtown Facade Redevelopment Grant Program pursuant to resolution 16-07. “Project” means the redevelopment of the Facade as described in Exhibit B. “Property” means the parcel(s) in which the Project is taking place, as described in Exhibit A. B. Construction of Words. The words “hereof”, “herein”, “hereunder” and other words of similar import refer to this Agreement as a whole. Unless otherwise specified, references to Articles, Sections and other subdivisions of this Agreement are to the designated Articles, Sections and other subdivisions of this Agreement as originally executed. The headings of this Agreement are for convenience of reference only and shall not define or limit the provisions hereof. C. Non-Limitation of City’s Remedies. Nothing contained herein shall in any way limit the remedies of the City pursuant to other sections of this Agreement and pursuant to law and equity in the Event of Default. SECTION 2: COVENANTS AND RESTRICTIONS A. Non-Discrimination. The Recipient agrees for itself and its successors and assigns, and every successor in interest to the Property, or any part thereof, that the Recipient and such successors and assigns, shall not discriminate in violation of all applicable Federal, State or Local laws or regulations upon the basis of race, color, religion, sex, age or national origin in the sale, lease or rental, or in the use or occupancy of the Property or any improvements erected or to be erected thereon, or any part thereof. B. Duration of Covenants. It is intended and agreed that the covenants provided in Section 2 shall remain effective without any time limitation, provided, that such agreements and covenants shall be binding on the Recipient itself, each successor in interest to the Property, and in every part thereof, and each party in possession or occupancy, respectfully, only for such period as such successor or party shall have title to an interest in, or possession or occupancy of the Property. Page 4 of 19 C. Guarantees. The Recipient agrees for itself, its successors and assigns and every successor in interest to the Property or any part thereof, that the Recipient and such assigns shall guarantee the Project shall begin within 180 days from the date this Agreement is executed and shall use its best efforts to cause said improvements to be in accordance with the Construction Documents approved by the City. A Project description is attached hereto as Exhibit B and incorporated herein by this reference. D. Covenants Running with the Land. It is intended and agreed that the covenants referred to above shall be covenants running with the land and that they shall in any event be binding to the fullest extent permitted by law and equity, for the benefit and in favor of and enforceable by the City, its successors and assigns, and the City, the State of Illinois, and the United States of America with regard to Section 2A of this Agreement, and against the Recipient, its successors and assigns and every successor in interest to the Property or any part thereof or any interest therein, and any party in possession or occupancy of the Property or any part thereof. E. Binding for the Benefit of the City. It is also intended and agreed that the foregoing agreements and covenants running with the land shall in any event and without regard to technical classification or designation legal or otherwise itself be to the fullest extent permitted by law and equity binding for the benefit of the City and enforceable by the City and the State of Illinois and the United States against the Recipient and its successors, assigns to or of the Property or any part thereof or any interest therein. F. This Agreement shall be governed by the State of Illinois and the parties agree that Knox County is and will be the appropriate venue for the hearing of any dispute relating to this Agreement. SECTION 3: CITY OBLIGATION A. The City shall provide to Recipient reimbursable grant not to exceed the total amount of $80,000 or fifty percent of the Estimated Cost of the Project specified in Exhibit C, or fifty percent of the actual Final Project Costs, whichever is less for the Project as described in Exhibit B. Said Grant will be available to the Recipient for the expenses as outlined in Exhibit C. Payment to the Recipient shall be in the form of a reimbursement of expenses paid by the Recipient. Grant reimbursements, to the maximum extent possible, will be made by the City within 30 business days of the date the Certification for Reimbursement of Facade Grant was received by the City. SECTION 4: RECIPIENT’S OBLIGATION AND RIGHTS A. Guarantees. In consideration of the Grant to be provided, the Recipient guarantees the construction of the project. Specifically, Recipient guarantees the activities as outlined in Exhibit B shall be completed at the estimated cost of $172,943, as outlined in Exhibit C. Page 5 of 19 B. Submission of Construction Documents. Prior to commencement of construction the Recipient shall submit to the City for its approval, as applicable, which approval shall not be unreasonably withheld, Construction Documents, prepared by an Illinois licensed design professional where applicable, that are of sufficient clarity to indicate the location, nature and extent of the work proposed as outlined in EXHIBIT B. C. Conformance to Construction Documents. All work with respect to the Project to be construed or provided by the Recipient on the Property shall be in substantial conformity with the Construction Documents and Project description as outlined in EXHIBIT B. D. Conformance to Federal, State and Local Requirements. All work with respect to the Project shall conform to all applicable Federal, State and Local laws, regulations and ordinances including, but not limited to construction codes, life safety code and Illinois Accessibility Code. E. Changes in Construction Documents. If the Recipient desires to make any substantial change in the Construction Documents which significantly affects the appearance, function, or structural integrity of the Project, whether prior to, or subsequent to the funding of the Grant, the Recipient shall submit the proposed change to the City for its approval. F. Improvements, Commencement and Completion Requirements. 1. Commencements. The Recipient agrees for itself, its successors and assigns that it shall begin within 180 days from the date this Agreement is executed and diligently prosecute to completion the redevelopment of the Property through the construction of the Project thereon pursuant to the approved Construction Documents and in accordance with approved changes. 2. Compliance. The Recipient agrees for itself, its successors and assigns that the construction of the Project shall be in compliance with applicable Federal, State and Local laws, regulations and ordinances. All construction permits are secured and all associated fees are paid prior to the onset of work and all completed work shall pass appropriate inspections of applicable reviewing agency. 3. Remedies. In addition to all the available remedies provided by this Agreement, the City shall have all available remedies pursuant to law and equity to remedy defects and recover damages in the event of any violation of subparagraphs F1 and F2 immediately preceding. 4. Lien Waivers. All contracts payable from Grant funds shall provide that all contractors and subcontractors furnish contractor's affidavits in the form provided by state statute and that waivers of lien be required for all payments made. G. Financing Authorization and Commitment. Prior to any disbursement of Grant funds by the City, the Recipient shall submit to the City evidence that the Recipient has the appropriate authorization to proceed, Page 6 of 19 and has sufficient funds available or financing in place to cover the costs associated with the private share of the project. H. Progress Reports. Until construction of the Project has been completed, the Recipient shall make progress reports to the City when milestone dates are achieved, or upon special requests of the City in such detail as may be reasonably requested by the City. I. The Recipient shall agree to work with and cooperate with the City to inform the public about the Project. J. Maintenance and Alteration. 1. The Recipient, its successors and assigns, shall maintain the façade improvements for a period of five (5) years from the date of the final Grant reimbursement. 2. The Recipient, its successors and assigns, shall not alter, modify or remove facade improvements for a period of five (5) years from the date of the final Grant reimbursement without written approval from the City. SECTION 5: REPRESENTATIONS OF THE RECIPIENT The Recipient represents, warrants and agrees as the basis for the undertakings on its part herein contained that: A. Organizational and Authorization. The Recipient is: Safe Harbor Family Crisis Center 169 North Broad Street Galesburg, IL 61401 B. Use of Proceeds. All of the proceeds from the Grant funds will be used for the facade renovation costs of the Project as provided for herein. C. Location of the Project. The Project will be located on the Property, as described in Exhibit A. D. Estimated Costs. The Estimated Cost of the Project is set forth in Exhibit C attached hereto. E. Changes in Acquisition or Construction of Project. The Project consists and will consist of the property described in Exhibit A attached hereto and no changes shall be made in the construction of the Project which will have the effect of impairing the effective use or character of the Project as contemplated by this Agreement. Page 7 of 19 F. Conformance with Requirements and Regulation. The Recipient has examined and is familiar with all the covenants, conditions, restrictions, building regulations and zoning ordinances and land use regulations including those contained herein affecting the Property and the Project, and covenants that the Construction Documents and the construction of the improvements in accordance with the Construction Documents do and will in all respects conform to and comply therewith. SECTION 6: ADDITIONAL COVENANTS OF THE RECIPIENT A. Indemnification Covenants. The Recipient agrees for itself, its successors and assigns, to indemnify and save the City and its officers and employees harmless against all claims by or on behalf of any person, firm or corporation arising from the conduct or management of, or from any work or thing done on, the Project while the Property remains in existence and against and from all claims arising from (i) any condition of the Project (ii) any breach or default on the part of the Recipient or its successors and assigns in the performance of any of its obligations under this Agreement (iii) any act of negligence of the Recipient or of any of its agents, contractors, servants, employees or licensees, (iv) any act of negligence of any assignee or lessee of the Recipient, or of any agents, contractors, servants, employees or licensees of any assignee or lessee of the Recipient, or (v) any performance by the City of any act required under this Agreement or required by the Recipient or its successors and assigns other than negligent or willful misconduct of the City. The Recipient agrees to indemnify and save the City harmless from and against all costs and expenses incurred in or in connection with any such claim arising as foresaid or in connection with any action or proceeding brought thereon. In case any such claim is made or action brought based upon any such claim in respect of which indemnity may be sought against the Recipient, upon receipt of notice in writing from the City setting forth the particulars of such claim or action, the Recipient shall assume the defense thereof including the employment of counsel and the payment of all costs and expenses. The City shall have the right to employ separate counsel in any such action and to participate in the defense thereof, but the fees and expenses of such counsel shall be at the expense of the City unless the employment of such counsel has been specifically authorized by the Recipient. B. Insurance. The Recipient shall agree to keep and maintain its property insured for its full insurable value against loss or damage by fire, theft, explosion, sprinklers and all other hazards and risks ordinarily insured against by other owners or users of such properties in similar business. All insurance policies shall contain an endorsement that the insurance company shall provide the City at least 30 days prior written notice before any such policy shall be altered or canceled. Page 8 of 19 C. Maintenance and Repair. The Recipient agrees that it will maintain and repair the Project in accordance with the requirements of this Agreement. SECTION 7: GRANT ASSISTANCE A. Grant Assistance to the Recipient. The City agrees, upon the terms and conditions in this Agreement, to make available an amount not to exceed $80,000 or fifty percent of the Estimated Cost of the Project specified in Exhibit C, or fifty percent of the actual Final Project Costs, whichever is less. B. Permitted Expenditures. No Grant funds may be disbursed from the City to Recipient unless they are for the purpose of paying the costs which are permitted by the Program as it may be amended from time to time. C. Disbursement from Grant Fund. At the request of and on behalf of the Recipient, the City, pursuant to the terms and conditions of this Agreement shall through disbursements from the appropriate Tax Increment Financing Fund, to the extent of funds available, reimburse to the Recipient for the costs incurred for the Project as set forth on Exhibit C attached hereto. D. Modification of Expenditures. The items set forth on Exhibit C may be modified by increasing or decreasing the cost of a particular item by adding or deleting items from the list provided. However, the total amount to be funded shall not exceed $80,000 (Eighty Thousand and No Cents) and further, provided that any such modification shall conform to the requirements of subsection 7B and the requirements of this Agreement. All requests for modification shall be in writing to the City. If such modification conforms to the requirements of this Agreement, the City shall approve the proposed change and process the request for reimbursement. E. Conditions Precedent to Disbursement. Prior to the initial reimbursement payment, unless waived by the City in writing, Recipient will furnish to the City the following, all to be satisfactory in both form and substance to the City, which shall be conditions precedent to the City's disbursement of Grant funds. Any item, the production of which has not been waived by the City, shall be furnished by the Recipient to the City as soon as reasonably available. 1. Necessary and appropriate construction permits; 2. Organization documents and filings for the Recipient and all resolutions necessary to effect the obligations of the Recipient pursuant to this Agreement; 3. Satisfactory proof that policies of insurance of all types and coverages required under the term of this Agreement have been obtained and are in force; 4. Contracts and subcontracts covering the construction of the Project; Page 9 of 19 5. Labor, material, performance and payment bond or bonds issued by a Company acceptable to the City for any contractor, subcontractor or subcontractors, with the City named as dual obligee; 6. Internal Revenue Service and Illinois taxpayer identification numbers for Recipient; 7. Evidence satisfactory to the City that Recipient holds fee simple title to the Property subject only to the encumbrances of the First Mortgage or holds valid options to acquire fee simple title to the Property subject to the above noted encumbrances; 8. Evidence of funds available for completion of the Project; 9. Requests for Reimbursements. Concurrently with the request for any Grant disbursement, Recipient shall furnish to the City, separately with respect to each disbursement request, an Application and Certificate for Payment duly signed with all blanks appropriately filled in setting forth such details concerning the costs contained therein as the City shall require. Such request shall include a detailed breakdown of any Final Project Costs associated with the project showing the amount expensed to date and the amounts then due and unpaid, and receipted invoices and/or releases or waivers of lien forms approved by the City from each material dealer, contractor and subcontractor who has done work or has furnished materials for construction of the Project, including but without limitation those covered by each such an Application and Certificate for Payment of Façade Grant. F. Time for Payment of Requisitions. If the City shall so require, thirty (30) days shall intervene between the date of receipt by City of an Application and Certificate for Payment of Façade Grant and the date upon which the City shall be obligated to effect such reimbursement. SECTION 8: CONSTRUCTION OF THE IMPROVEMENTS A. Commencement and Completion. Recipient shall cause construction of the Project to be commenced and to be prosecuted with due diligence and in good faith, and without delay. Recipient shall cause Project to be constructed in a good and workmanlike manner in accordance with the Construction Documents and in all respects in compliance with all applicable laws, rules, permits, requirements and regulations of any government agency or authorities having or exercising jurisdiction over the Property or the Project and will not cause, permit or allow any substantial deviation from the Construction Documents without prior written consent of the City. B. Contract Prohibitions. Unless otherwise previously agreed by the City in writing, all contracts let by Recipient or Recipient's contractor in connection with construction of the Project shall contain a prohibition against any material change in the Construction Documents involving a structural, square footage, design change or other substantial change without the City's prior written consent being had thereto. Page 10 of 19 SECTION 9: LIABILITY INSURANCE Prior to any Grant disbursement, Recipient or Recipient’s contractor shall procure and deliver to the City at Recipient's or such contractor's cost and expense, and shall maintain in full force and effect until each and every obligation of Recipient contained herein has been fully paid, or performed, a policy or policies of comprehensive liability insurance and during any period of construction contractor's liability insurance with liability coverage under the comprehensive liability insurance to be not less than $1,000,000 (One Million Dollars) each occurrence and $1,000,000 (One Million Dollars) total. All such policies to be in such form and issued by such companies as shall have been approved by the City to protect the City and Recipient against any liability incidental to the use of or resulting from any accident occurring in or about the Project or the construction and improvements thereof. Each such policy shall contain an affirmative statement by the issuer thereunder to give written notice to the City at least 30 (thirty) days prior to any cancellation or amendment of its policy. SECTION 10: RIGHTS OF INSPECTION The City or its designee shall have the right at any time and from time to time to enter upon the Property for the purposes of inspection and if the City in its judgment, determines that any work and materials are not in conformity with the Construction Documents, as the same were theretofore approved in writing by the City, or with any applicable laws, regulations, permits, requirements or rules of any governmental authority having or exercising jurisdiction thereover or not otherwise in conformity with sound building practice, the City shall have the right to stop the work and to order replacement of correction of any such work or materials regardless of whether or not such work or materials have theretofore been incorporated into the Project. Inspection by the City of the Property or the Project shall be for the sole purpose of protecting the security for the Grant assistance and shall not be construed as a representation by the City that there has been compliance with the Construction Documents or that the Project will be or are free of faulty materials or workmanship, or a waiver of any rights the City or any other party may have against Recipient or any other party for non-compliance with the Construction Documents. SECTION 11: PROHIBITIONS AGAINST ASSIGNMENT AND TRANSFER A. Representation as to Purpose. The Recipient represents and agrees that its redevelopment of the Property, and its other undertakings pursuant to this Agreement, are, and will be used, for the redevelopment of the Property only. B. Prohibition Against Transfer of Property and Assignment of Agreement. The Recipient represents and agrees for itself and its successors and assigns that: 1. Prohibitions. Except only by way of security for a First Mortgage and only for the purpose of obtaining financing necessary to enable the Recipient or any successor in interest to the Property, or any part Page 11 of 19 thereof, to perform its obligations with respect to making the Project under this Agreement, the Recipient (except as so authorized) has not made or created, and it will not, prior to receipt of the certificate of occupancy from the City, make or create, or suffer to be made or created, any total or partial sale, assignment, conveyance, or lease, or any trust or power, or transfer in any other mode or form of or with respect to the Agreement or the Property, or any part thereof or any interest therein, or any contract or agreement to do any of the same, except for utility easements, without prior written approval of the City. 2. Conditions for Approval. The City shall be entitled to require, except as otherwise provided in this Agreement, as conditions to any such approval that: a. Any proposed transferee shall have the qualifications and financial responsibility, as determined by the City, necessary and adequate to fulfill the obligations undertaken in this Agreement by the Recipient (or, in the event the transfer is of or related to part of the Property, such obligations to the extent that they relate to such part.) b. Any proposed transferee, by instrument in writing satisfactory to the City and in a form recordable among the real property records, shall for Itself and its successors and assigns, and expressly for the benefit of the City, have expressly assumed all of the obligations of the Recipient under this Agreement and agreed to be subject to all the conditions and restrictions to which the Recipient is subject (or, in the event the transfer is of or relates to part of the Property, such obligations, conditions and restrictions to the extent that they relate to such part); Provided, that the fact that any transferee of, or any other successor in interest whatsoever, to the Property or any part thereof, shall, whatever the reason, not have assumed such obligations or so agreed, shall not (unless and only to the extent otherwise specifically provided in the Agreement or agreed to in writing by the City) relieve or except such transferee or successor of or from such obligations, conditions, or restrictions, or deprive or limit the City of or with respect to any rights or remedies or controls with respect to the Property or the construction of the Project; it being the intent of this, together with other provisions of this Agreement, that (to the fullest extent permitted by law and equity and excepting only in the manner and to the extent specifically provided otherwise in this Agreement) no transfer of, or change with respect to, ownership in the Property of any part thereof, or any interest therein, however consummated or occurring, and whether voluntary or involuntary, shall operate legally or practically, to deprive or limit the City of, or with respect to, any rights or remedies or controls provided in or resulting to the Property and the construction of the Project that the City would have had, had there been no such transfer or change. Page 12 of 19 3. The Recipient and its transferee shall comply with such other conditions as the City may find desirable in order to achieve and safeguard the purposes of the Real Property Tax Increment. Provided, that in the absence of specific written agreement by the City to the contrary, no such transfer or approval by the City thereof shall be deemed to relieve the Recipient, or any other party in interest bound in any way by the Agreement or otherwise with respect to the construction of the Project, from any of its obligations with respect thereto. SECTION 12: EVENTS OF DEFAULT AND REMEDIES A. Events of Default. The following shall be Events of Default with respect to this Agreement: 1. If any material representation made by the Recipient in this Agreement, or in any certificate, notice, demand or request made by the Recipient, in writing and delivered to the City pursuant to or in connection with any of said documents shall prove to be untrue or incorrect in any material respect as of the date made; or 2. Default in the performance or breach of any covenant contained in this Agreement concerning the covenant of Recipient with regard to its existence and ownership of the Property; or 3. Default in the performance or breach of any other covenant, warranty or obligation of the Recipient in this Agreement and continuance of such default or breach for a period of 30 (thirty) days after Recipient has actual knowledge thereof; or 4. The entry of a decree or order for relief by a court having jurisdiction in the premises in respect of the Recipient in an involuntary case under the federal bankruptcy laws, as now or hereafter constituted, or any other applicable Federal or state bankruptcy, insolvency or other similar law, or appointing a receiver, liquidator, assignee, custodian, trustee, sequestrator (or similar official) of the Recipient for any substantial part of its property, or ordering the winding-up or liquidation of its affairs and the continuance of any such decree or order unstayed and in effect for a period of 60 (sixty) consecutive days; or 5. The commencement by the Recipient of a voluntary case under the Federal bankruptcy laws, as now or hereafter constituted, or any other applicable federal or state bankruptcy, insolvency or other similar law, or the consent by any such entity to the appointment of or taking possession by a receiver, liquidator, assignee, trustee, custodian, sequestrator (or other similar official) of the Recipient or of any substantial part of such entity's property, or the making by any such entity of any assignment for the benefit of creditors or the failure of the Recipient generally to pay such entity's debts as such debts become due or the taking of action by the Recipient in furtherance of any of the foregoing. Page 13 of 19 B. Remedies on Default 1. In the event of any default in or breach of this Agreement, or any of its terms or conditions, by the Recipient or any successors or assigns, the Recipient shall repay to the City a portion of the Grant amount received according to the following formula: 60 months – (months elapsed from date Grant funds received) X Grant funds received = Repayment Amount 60 months 2. Except as otherwise provided in this Agreement, in the event of any default in or breach of this Agreement, or any of its terms or conditions, by either party hereto or any successors to such party, such party or successor, upon written notice from the other, shall take immediate action to cure or remedy such default or breach, and, in any event, within 60 (sixty) days after receipt of such notice. In case such action is not taken, or not diligently pursued, or the default or breach shall not be cured or remedied within a reasonable time, the aggrieved party may institute such proceedings as may be necessary or desirable in its opinion to cure or remedy such default or breach, including but not limited to, proceedings to compel specific performance by the party in default or breach of its obligations. 3. In case the City shall have proceeded to enforce its rights under this Agreement and such proceedings shall have been discontinued or abandoned for any reason or shall have been determined adversely to the City, then and in every such case the Recipient and the City shall be restored respectively to their several positions and rights hereunder, and all rights, remedies and powers of the Recipient and the City shall continue as though no such proceedings had been taken. C. Agreement to Pay Attorney’s Fees and Expenses. In the event the Recipient should default under any of the provisions of this Agreement and the City should employ attorneys or incur other expenses for the collection of the payments due under this Agreement or the enforcement of performance or observance of any obligation or agreement on the part of the Recipient herein contained the Recipient agrees that it will on demand therefore pay to the City the reasonable fees of such attorneys and such other expenses so incurred by the City. In the event the City should default under any of the provisions of this Agreement and the Recipient should employ attorneys or incur other expenses for the collection of the payments due under this Agreement or the enforcement of performance or observance of any obligation or agreement on the part of the Recipient herein contained the City agrees that it will, on demand therefore, pay to the Recipient the reasonable fees of such attorneys and such other expenses so incurred by the Recipient. Page 14 of 19 SECTION 13: OTHER RIGHTS AND REMEDIES OF CITY AND RECIPIENT A. No Waiver by Delay. Any delay by the City or the Recipient in instituting or prosecuting any actions or proceedings or otherwise asserting its rights shall not serve to waive or to deprive it of or limit such rights in any way (it being the intent of this provision that the City or Recipient should not be constrained so as to avoid the risk of being deprived of or limited in the exercise of the remedy provided in this Section because of concepts of waiver, lathes or otherwise) to exercise such remedy at a time when it may still hope to otherwise resolve the problems created by default involved; nor shall any waiver in fact made by the City or Recipient with respect to any specific default by the Recipient or the City under this Section be considered or treated as a waiver of the rights of the City or the Recipient with respect to any other defaults by the Recipient, or the City under this Section or with respect to any defaults under any Section in this Agreement or with respect to the particular default, except to the extent specifically waived in writing by the City or the Recipient. B. Rights and Remedies Cumulative. The rights and remedies of the parties to this Agreement (or their successors in interest) whether provided by law or by this Agreement, shall be cumulative, and the exercise by either party of any one or more of such remedies shall not preclude the exercise by it, at the time or different time, of any such remedies for the same default or breach by the other party. No waiver made by either such party with respect to the performance, nor the manner of time thereof, or any obligation of the other party or any condition as to its own obligation under this Agreement shall be considered a waiver of any rights of the party making the waiver with respect to the particular obligation of the other party or condition to its own obligation beyond those expressly waived in writing and to the extent thereof, or a waiver in any respect in regard to any other rights of the party making the waiver or any other obligations of the other party. SECTION 14: DELAY IN PERFORMANCE For the purposes of any of the provisions of this Agreement except regard to payment of real property taxes or guarantees as provided herein, neither the City, nor the Recipient, as the case may be, nor any successor in interest, shall be considered in breach of, or default in, its obligations with respect to the preparation of the Property for redevelopment, or the beginning and completion of construction of the Project, or progress in respect thereto, in the event of enforced delay in the performance of such obligations due to unforeseeable cause beyond its control and without its fault or negligence, including, but not restricted to acts of God, acts of the public enemy, acts of federal, state or local government, acts of the other party, fires, floods, epidemics, quarantine restrictions, strikes, embargoes, acts of nature, unusually severe weather or delays of subcontractors due to such causes; it being the purpose and intent of this provision that in the event of the occurrence of any such enforced delay, the time or times for performance of the obligations of the City with respect to the preparation of the Page 15 of 19 Property for the redevelopment Project or of the Recipient with respect to construction of the Project as the case may be, shall be extended for the period of the enforced delay. Provided, that the party seeking the benefit of the provisions of this Section, shall, within 10 (ten) days after the beginning of any such enforced delay, have first notified the other party thereof in writing, of the cause or causes thereof, and requested an extension of the period of enforced delay. Such extensions of schedule shall be agreed to in writing by the parties hereto. SECTION 15: EQUAL EMPLOYMENT OPPORTUNITY The Recipient, for itself and its successors and assigns, agrees that during the construction of the Project provided for in this Agreement that the following will apply: A. Non-Discrimination. The Recipient will not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, or national origin. The Recipient will take affirmative action to insure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex or national origin. Such action shall include but not be limited to, the following: employment, upgrading, demotion, transfer, recruitment, recruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for training, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The Recipient agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the City setting forth the provisions of this non-discrimination clause. B. Advertising. The Recipient will, in all solicitations or advertisements for employees placed by or on behalf of the Recipient, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. C. Non-Compliance. In the event of the Recipient’s non-compliance with the non-discrimination clauses of this Section, this Agreement may be canceled, terminated, or suspended in whole or in part. D. Mandatory Inclusions of Provisions. The Recipient will include the provisions of Paragraphs "A" through "C" of this Section in every contract or purchase order, and will require the inclusions of these provisions in every subcontract entered into by any of its contractors, unless exempted by rules, regulations, so that such provisions will be binding upon each such contractor, subcontractor, or vendor as the case may be. SECTION 16: TITLES OF ARTICLES AND SECTIONS Any titles of the several parts, Articles and Sections of this Agreement are inserted for convenience of reference only and shall be disregarded in construing or interpreting any of its provisions. Page 16 of 19 SECTION 17: CONFLICT OF INTEREST No member, officer, or employee of the City or its designees or agents and no member of the governing body of the City during his or her tenure or for one year thereafter, shall have any interest, direct or indirect, in any contract or subcontract or the proceeds thereof, with respect to which this Agreement shall apply. SECTION 18: NOTICES All notices, requests, demands and other communications to be given to any party hereunder shall be in writing and shall be deemed to have been duly given when personally delivered or deposited in the United States mail, certified or registered mail, return receipt requested, postage prepaid, addressed to the parties at the following addresses (or at such other address as shall be given in like manner by any party to the other): City of Galesburg: Recipient: City of Galesburg Planning Division 55 West Tompkins Street Galesburg, IL. 61401 Safe Harbor Family Crisis Center c/o Kathleen Richardson 169 N Broad Street Galesburg, IL 61401 SECTION 19: COUNTERPARTS If the Agreement is executed in two or more counterparts, each shall constitute one and the same instrument and each shall be recognized as an original instrument. IN WITNESS WHEREOF, the parties hereto have executed this Agreement and caused their respective seals to be affixed and attested thereto as of the date first written above in this Agreement. City of Galesburg A municipal corporation Recipient: Safe Harbor Family Crisis Center By: By: _______________________ John Pritchard, Mayor Kathleen Richardson, Executive Director Attest: Attest: __________________ Kelli R. Bennewitz, City Clerk Page 17 of 19 EXHIBIT A PROPERTY DESCRIPTION Tract 1: Lot 3 in the Subdivision of Lots 1 through 8, inclusive, in Block 11 of the City of Galesburg, Knox County, Illinois; Lots 13 and 14 in the Subdivision of the South 6 feet of Lot 3 and all of Lots 4, 5, and 6 in Block 11 in the City of Galesburg, Knox County, Illinois, as per Plat thereof recorded in Volume 28 of Chancery Records, page 410. Tract 2: The East 23.8 feet of the North 48 feet of Lot 3 in the Subdivision of Lots 1 through 8, inclusive, in Block 11 of the City of Galesburg, Knox County, Illinois. COMMONLY KNOWN AS: 169 N Broad Street, Galesburg, IL 61401 PROPERTY IDENTIFICATION NUMBERS: 99—10-459-009 and 99-10-459-010 Page 18 of 19 EXHIBIT B PROJECT DESCRIPTION Scope: The original west façade of the Safe Harbor Family Crisis Center building (Purple Hanger Resale Shoppe) is currently hidden under several layers of wood framing, plywood and sheet metal siding. About one year ago, a bit of very selective demolition was undertaken by the owner to assess what might lie beneath all of the subsequently added layers of wood and metal. A hint of the original masonry storefront from the building’s previous life as an “A&P Super Market” was revealed. Although the entire façade could not be viewed at the time, the general condition of the original façade materials appeared promising. While the existing sheet metal siding can certainly be regarded as an unfortunate building alteration, an unintended benefit may very well be the protection provided by the metal siding to the original building façade. Given the apparent underlying façade condition, the decision was made to move forward with the renovation of the original façade. Generally, the scope of this work as currently proposed will include: • Demolition of the wood framing, plywood and sheet metal siding on the west façade • Cleaning, repairing and restoration of the existing stone masonry, which is primarily present on the west façade but also in smaller areas on the north and south façade. Missing or damaged stonework will be replaced. • Replacement of the large windows on the west and south facades with thermally-efficient aluminum storefront framing. The original window sizes and locations will be respected in the new construction. There will be four window openings in the west façade, each of the four openings will have two panes of glass. • Moving the main building entrance from its current location back to the original entry location at the center of the west elevation. New double entry doors will be located to match the original recessed entry configuration, which will also provide weather protection. • Painting the remaining brick portions of the north, south and east walls of the building. These areas are currently already painted, but a new color scheme to complement the original stonework will be selected. • Addition of new L.E.D. exterior lighting at the new entry. • Addition of new L.E.D. accent lighting in the retail display area near the new windows. • New building signage. Weather permitting, the estimate work may begin on or around October 25, 2020 with an assumed completion date on or around May 30, 2021. Page 19 of 19 EXHIBIT C COSTS OF PROJECT DESCRIPTION OF WORK AND/OR MATERIAL COST ARCHITECTURAL FEES $8,100 GENERAL CONDITIONS: DUMPSTER, EQUIPMENT, MNGMT, OH&P $24,000 GENERAL CONTINGENCY FOR UNSEEN CONDITIONS $10,000 SIGN ALLOWANCE $10,000 DEMOLITION PER PLANS $6,000 CONCRETE RELATED WORK PER PLANS $9,600 MASONRY IMPROVEMENTS PER PLANS $32,995 ROUGH AND FINISH CARPENTRY PER PLANS $20,540 PAINTING PER PLANS $14,905 ALUMINUM GLAZING SYSTEMS PER PLANS $33,003 ELECTRICAL WORK PER PLANS $3,800 TOTAL FACADE PROJECT COSTS $ 172,943 _____________________________________________________________________________________ Prepared by: KDB Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG OCTOBER 19, 2020 AGENDA ITEM: Approve updated pricing from Werner Restoration for Board-Ups for the remainder of 2020. SUMMARY RECOMMENDATION: The City Manager, Director of Community Development, Housing Program Coordinator, and Purchasing Agent recommend that the City Council approve the revised rates from Werner Restoration to complete board-ups for the remainder of 2020. BACKGROUND: In December 2018, Werner Restoration was awarded a five year contract to provide miscellaneous board-ups for the City of Galesburg. At the time of the agreement, the severe spike in lumber pricing this year could not have been anticipated. Lumber pricing has drastically increased in 2020 due to demands from the number of storms the US has encountered this year. Werner Restoration has requested that the City allow for revised pricing through the end of 2020 in hopes that the market will stabilize. Requested change in pricing for materials for the remainder of 2020 is as follows: Material Original 2020 Pricing Revised 2020 Pricing Percentage of Increase 2 x 2 15.50 30.00 94% 2 x 3 17.50 32.00 83% 3 x 3 19.50 34.00 74% 3 x 4 21.50 36.00 67% 3 x 5 23.50 38.00 62% 3 x 6 25.50 40.00 57% 4 x 4 27.50 42.00 53% 4 x 5 29.50 44.00 49% 4 x 6 31.50 46.00 46% 4 x 7 33.50 48.00 43% 4 x 8 35.50 50.00 41% BUDGET IMPACT: There should be minimal impact to the budget given we are in the last quarter of 2020. SUPPORTING DOCUMENTS: 1.Request letter from Werner Restoration. 20-4083 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: WEC Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER OCTOBER 19, 2020 AGENDA ITEM: Proposal from Hutchison Engineering, Inc. to provide construction inspection services for the Ranney Collector Well valve replacement project in Oquawka. SUMMARY RECOMMENDATION: The City Manager, Director of Public Works, and Water Superintendent recommend approval of the proposal from Hutchison Engineering, Inc. to provide construction inspection services in the estimated amount of $15,000. BACKGROUND: It is planned for McClintock Trucking and Excavating to replace three gate valves and three check valves for the Ranney Collector Well. This project is estimated to take two weeks to be completed. It is proposed to have an engineer who is experienced with the City’s Ranney Collector Well to oversee the construction project. Hutchison Engineering, Inc has been providing design and construction inspection services for the Ranney Collector Well since it was originally constructed in the 1950’s. For this specific project, Hutchison Engineering, Inc. provided professional services to design the project and prepare the required bid documents. The scope of work under this contract will include reviewing shop drawings, holding a pre- construction meeting, twelve days of full time on-site inspection (if required), final inspection meeting, project administration/clerical, and mileage. The amount of actual on-site construction inspection time will be determined by the Water Superintendent based on the work being done each day. The City will only be billed for the number of hours of actual construction inspection that is provided. It is estimated for this work to be $15,000. BUDGET IMPACT: The Water Division has sufficient funds for this work. SUPPORTING DOCUMENTS: 1. Proposal from Hutchison Engineering, Inc. 20-4084 ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: BAN Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER OCTOBER 19, 2020 AGENDA ITEM: Approval of First Amendment to Development Agreement with MLKKM Properties, LLC SUMMARY RECOMMENDATION: The City Manager and Director of Community Development recommend approval of the amendment. BACKGROUND: In 2017, the City and MLKKM Properties entered into a development agreement regarding four commercial parcels (approximately 6 acres) in Gale Subdivision. The developer received approximately $755,000 in development assistance for infrastructure improvements necessary at the parcels. The Developer has completed this work and successfully sold one of the four lots, which ultimately became McAlister’s Deli. The terms of the Agreement required the Developer to begin repayment of this development assistance beginning in November 2020. Staff met with the Developer in late September, at which time he requested that all payments be extended for one year due to the impact of COVID 19 on his business. In this scenario, his first payment would be due November of 2021 and he would conclude payments by November of 2030. The revised amortization schedule showing the new payment arrangement is attached as Exhibit A to the First Amendment to Development Agreement. BUDGET IMPACT: There are sufficient funds available to allow for the extended repayment. SUPPORTING DOCUMENTS: 1.Letter from Developer 2. First Amendment to Development Agreement 20-4085 FIRST AMENDMENT TO DEVELOPMENT AGREEMENT BETWEEN THE CITY OF GALESBURG AND MLKKM PROPERTIES, LLC This Agreement, entered into on or as of the _____ day of ______________, 2020, by and between the City of Galesburg, Illinois, a municipal corporation, hereinafter called the “City” exercising its home rule governmental powers pursuant to the 1970 Constitution of the State of Illinois, and the Illinois Municipal Code, whose address is 55 West Tompkins Street, Galesburg, Illinois 61401, and MLKKM Properties, LLC, an Illinois limited liability company hereinafter called the “Developer” whose address is 1302 Frank Street, Galesburg, Illinois 61401. WITNESSESTH WHEREAS, the City is an Illinois municipal corporation possessing home rule powers under Section 6 of Article VII of the Illinois Constitution; and WHEREAS, Developer and City are parties to a Development Agreement dated September 25, 2017, and recorded as Document 1044439 on October 12, 2017; and WHEREAS, the Parties wish to amend the timeframe for repayment of Development Assistance as outlined in Section 5H of the original Development Agreement; and WHEREAS, the City finds that amendment of the Development Agreement will be in the best interests of the City and the health, safety and welfare of the residents. 1. Revised Amortization Schedule The Parties agree that Exhibit D of the Development Agreement shall be amended to allow repayment to begin in 2021 and conclude in 2030. A revised amortization schedule showing the required repayment of the Development Incentive (as required by Section 5H) of the original Development Agreement is attached as Exhibit A and incorporated as if fully set forth herein. 2. All Other Terms Remain in Force. Except as outlined in Section 1 above, all terms and conditions of the original Development Agreement shall remain in full force. 3. Recording. Either Party may record this First Amendment to the Development Agreement with the Knox County Recorder. 4. Counterparts The parties may execute this First Amendment to Development Agreement in counterparts, each of which will be considered an original, but all of which will constitute the same agreement. 5. Entire Agreement This First Amendment sets forth the parties entire understanding regarding the matters set forth above. It supersedes all prior or contemporaneous agreements, representations, and negotiations on these matters. CITY: CITY OF GALESBURG, ILLINOIS A Municipal Corporation: By: ___________________________ John Pritchard, Mayor Attest: ___________________________ Kelli Bennewitz, City Clerk DEVELOPER: MLKKM PROPERTIES, LLC An Illinois Limited Liability Company By: ______________________________ Mike Martin, Manager, MLKKM Properties, LLC 09/30/2020 10:48:46 AM Page 1 MIKE MARTIN Compound Period: Annual Nominal Annual Rate: 0.000 % CASH FLOW DATA Event Date Amount Number Period End Date 1 Loan 10/01/2017 755,195.87 1 2 Payment 11/01/2017 0.00 4 Annual 11/01/2020 3 Rate Change 11/01/2021 Rate: 2.000 % Compounding: Annual 4 Payment 11/01/2021 82,424.84 10 Annual 11/01/2030 AMORTIZATION SCHEDULE - Normal Amortization Date Payment Interest Principal Balance Loan 10/01/2017 755,195.87 1 11/01/2017 0.00 0.00 0.00 755,195.87 2017 Totals 0.00 0.00 0.00 2 11/01/2018 0.00 0.00 0.00 755,195.87 2018 Totals 0.00 0.00 0.00 3 11/01/2019 0.00 0.00 0.00 755,195.87 2019 Totals 0.00 0.00 0.00 4 11/01/2020 0.00 0.00 0.00 755,195.87 Exhibit A 09/30/2020 10:48:46 AM Page 2 2020 Totals 0.00 0.00 0.00 Rate 11/01/2021 0.00 0.00 755,195.87 11/01/2021 Rate: 2.000 % Compounding: Annual 5 11/01/2021 82,424.84 0.00 82,424.84 672,771.03 2021 Totals 82,424.84 0.00 82,424.84 6 11/01/2022 82,424.84 13,455.42 68,969.42 603,801.61 2022 Totals 82,424.84 13,455.42 68,969.42 7 11/01/2023 82,424.84 12,076.03 70,348.81 533,452.80 2023 Totals 82,424.84 12,076.03 70,348.81 8 11/01/2024 82,424.84 10,669.06 71,755.78 461,697.02 2024 Totals 82,424.84 10,669.06 71,755.78 9 11/01/2025 82,424.84 9,233.94 73,190.90 388,506.12 2025 Totals 82,424.84 9,233.94 73,190.90 10 11/01/2026 82,424.84 7,770.12 74,654.72 313,851.40 2026 Totals 82,424.84 7,770.12 74,654.72 11 11/01/2027 82,424.84 6,277.03 76,147.81 237,703.59 2027 Totals 82,424.84 6,277.03 76,147.81 12 11/01/2028 82,424.84 4,754.07 77,670.77 160,032.82 2028 Totals 82,424.84 4,754.07 77,670.77 13 11/01/2029 82,424.84 3,200.66 79,224.18 80,808.64 2029 Totals 82,424.84 3,200.66 79,224.18 09/30/2020 10:48:46 AM Page 3 14 11/01/2030 82,424.84 1,616.20 80,808.64 0.00 2030 Totals 82,424.84 1,616.20 80,808.64 Grand Totals 824,248.40 69,052.53 755,195.87 09/30/2020 10:48:46 AM Page 4 Last interest amount increased by 0.03 due to rounding. ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: WEC Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER OCTOBER 19, 2020 AGENDA ITEM: Approve emergency rehabilitation of Gravel Pack Well #1 (GP1) in Oquawka. SUMMARY RECOMMENDATION: The City Manager, Director of Public Works, and Water Superintendent recommend waiving the normal purchasing policy and approval of the emergency rehabilitation needed to GP1 in Oquawka in the amount of $32,495.00 by Layne Christensen Company. BACKGROUND: In August of 2020, GP1 and GP2 both received an acid treatment to clean the screens to allow for improved water flow through them. Both treatments were successful and both wells were producing adequately. A little more than 1 month after the acid treatment GP1 had a significant drop in the water level inside the well when pumping to where it could no longer be used to pump water. Layne Christensen completed a video inspection of the well on October 8, 2020 and observed that the screen was clogged with iron deposits, but it looked like everything was intact. Based on that inspection showing that the well still looked sound, the Contractor completed a sonar jet cleaning of the screens to see if that would be enough to clear the screens. This cleaning helped a little, but an acid treatment is needed in order to open the screens up further to where the well can be used. City staff have discussed this proposal with Hutchison Engineering personnel who also agree that the acid treatment is needed. If the acid treatment does not work, then the City will need to abandon this well. The gravel pack wells installed in the 1970’s, are old and are near the end of their service lives, but it is hoped that this well can be rehabbed and used until a new Gravel Pack Well #6 is installed. After the inspection was completed, it was determined that the actuated valve at the well did not close tightly and allowed for water from the other gravel pack wells to be pumped into GP1 which lead to the excessive iron deposits inside the well. By acid washing the screens and fixing the actuated valve so that it closes properly the well should be able to be restored to operation. This work can be completed by October 23, 2020. Summary of recent expenditures on Well #1 October 2020 - Video Inspection and Sonar Jet - $18,425.00 August 2020 - Acid treatment - $31,118.50 July 2019 - Acid and Sonar Jet Treatment - $40,385.50 BUDGET IMPACT: The Water Division has sufficient funds for these emergency repairs. SUPPORTING DOCUMENTS: 1. Layne Christensen Company Quote 20-4086 Layne 2399 Cassens Drive Fenton, MO 63026 Office (636)343-3700 graniteconstruction.com October 9, 2020 Mr. Tim Fey City Of Galesburg, IL Re. Well Rehabilitation GP1 Dear Mr. Fey: Layne Christensen is pleased to submit our proposal for treatment of your GP-1 gravel pack well. Our scope of work includes performing a 3-step chemical treatment on the well. The treatment plan includes a phosphoric acid, hydrochloric acid and final disinfection with hypochlorite treatment. We have modified this treatment with additional quantities of the acid. Based on our discovery that raw water was feeding back into the well, the well screen and gravel pack plugged faster than normal pumping. We are proposing to modify the discharge line to allow the cleaning process to be performed without a crane and extra labor. This is saving money on this treatment and for future well treatments. We recommend performing this treatment soon so we can best utilize the Sonar- Jet treatment performed recently. Pump tests will be performed between each step to measure the success of each step. The City will be responsible for bacteria testing. Access to the well locations will be provided for large truck-mounted equipment. Below is pricing to execute the work: Qty Units Description Price Total 1 EA Mobilization/Demobilization $3,525.00 $3,525.00 1 EA Well GP 1 Chemical Treatment $25,630.00 $25,630.00 1 EA Discharge Line Modification & Fabrication $3,340.00 $3,340.00 TOTAL $32,495.00 Depending on when we receive approval, our current schedule would allow us to start this work next week. Layne Christensen Company appreciates the opportunity to submit the above proposal and looks forward to continuing to provide the City of Galesburg water supply services. Please do not hesitate to contact me if I can be of any assistance. Sincerely, David Meyer, RG Area Manager Layne, A Granite Company ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: BAN Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER OCTOBER 19, 2020 AGENDA ITEM: Debt Collection Agreement with Credit Collection Partners for Circuit Court Ordinance Violations SUMMARY RECOMMENDATION: The City Manager, Director of Finance & Information Systems, and City Attorney / Administrative Services Director recommend approval. BACKGROUND: Recently, the City was informed that BD Collections Group, who serves as the City’s current debt collector for circuit court ordinance violations, intended to cease operations. Credit Collection Partners (CCP) is a company based out of Taylorville, Illinois who contracts with 73 downstate state’s attorneys for these types of matters. Staff have consulted with the Knox County State’s Attorney’s Office and learned that they will be transitioning to CCP to replace the prior debt collector. The contract provides that any defendant who is in default for a circuit court ordinance violation may be referred to CCP for collection services. CCP adds an additional 30% collection fee in addition to the amount referred for their services. For these types of cases, the amount referred from the circuit court would typically range between $175-$325. This is a one-year agreement with automatic renewal; however, the parties may cancel with 60 days written notice. BUDGET IMPACT: There is no budgeted cost to the City for these services. SUPPORTING DOCUMENTS: 1.Contract 20-4087 Page 1 of 2 Debt Collection Agreement Parties: City of Galesburg IL ("Client”), with its principal office at 55 W. Tompkins Street, Galesburg, IL 61402 and Credit Collection Partners ("CCP"), with its principal office at 905 West Spresser Street, Taylorville, IL 62568. Recitals: Whereas, Illinois Statute 65 ILCS 5/1-2-1 allows Client to “retain attorneys and private collection agents for the purpose of collecting any default in payment of any fine or penalty or installment of that fine or penalty. Any fees or costs incurred by the municipality with respect to attorneys or private collection agents retained by the municipal attorney under this Section shall be charged to the offender.” Description of Services: CCP will provide the following services for Client including but not limited to: Letter/Notice mailings Inbound/Outbound calling support Consumer Skiptracing Phone call recording Settlement strategy consultation & execution Litigation support Web Portal access to data, reporting, new account placement, etc. Compliance: CCP will comply with all FAIR DEBT COLLECTION PRACTICES ACT (FDCPA), FAIR CREDIT REPORTING ACT (FCRA), and TELEPHONE CONSUMER PROTECTION ACT (TCPA) regulations when performing the above services. CCP will produce monthly statements that indicate the amount paid for each account as well as the balance remaining where applicable. CCP is licensed by the State of Illinois (License #: 017000262) and will obtain sufficient additional licensing/credentialing as needed prior to pursing certain recovery efforts. Client’s data will be stored safely and securely at the datacenters Amazon Web Services (https://aws.amazon.com) via our software partner, Interprose Inc. (www.interprose.com). Interprose is SAS70 compliant, SSAE-16 compliant, HIPAA, and PCI-DSS compliant. Client’s data is backed-up in real-time to ensure business continuity in the event of a disaster. Client acknowledgements: Client acknowledges that account information such as balance and phone number data is valid, accurate, and enforceable at the time of account turnover. Client acknowledges that they have evidence of binding debt contracts with those customers turned over to CCP. Client acknowledges that those accounts turned over to CCP are not actively disputed by the consumer. Client will allow CCP to endorse check payments written to Client but received by CCP. Compensation and Fees: CCP will charge Client a fee (“Fee”) on all monies collected. This Fee will equal 30% of the amount placed for collection and will be added to the principal balance of each account submitted to CCP. If Client utilizes the circuit court for adjudication, CCP will submit collected funds to Client alongside the monetary remittance for Knox County. Knox County Circuit Clerk’s office will then disperse funds to Client. If Client utilizes a municipal hearing for adjudication, CCP will submit collected funds to Client directly All accounts that have paid Client directly after being turned over to CCP are subject to the collection Fee as CCP collection efforts have likely been performed. Client is responsible for promptly notifying CCP of these “direct payments” either via email, by phone, or by client portal (preferred). Client also agrees to remit a check to CCP on a monthly basis for all “direct payment” activity if after receiving the settlement statements indicate that payment is due. Client is exempt from all expenses incurred by CCP during the debt recovery process including but not limited to postage, telephony, skip tracing, technology, & legal fees. Indemnification: CCP shall indemnify and hold Client harmless from liability resulting from the negligent acts or omissions of CCP, its agents or employees pertaining to the activities to be carried out pursuant to the obligations of this Agreement; provided, however, that CCP shall not hold Client harmless from claims arising out of the negligence or willful malfeasance of Client, its officers, agents, or employees, or any person or entity not subject to CCP’s supervision or control. Client shall indemnify and hold CCP and employees harmless from any liability or loss resulting from judgments or claims against them arising from activities originating from Client, its subsidiaries, and/or employees. Term: This contract will be for a period of 1 (one) year commencing on the effective date. The contract will automatically renew for successive 1 (one) year periods. Either party may terminate this contract for any reason so long as it is done in writing. Either party may terminate this contract for any reason with 60 days written notice. Either party can renegotiate the terms of the contact at the renewal date. City of Galesburg, IL Credit Collection Partners Name (Printed): Name (Printed): Title:Title: Signature:Signature: Phone #: Phone #: Email:Email: Date (effective): Date: ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by: BAN Page 1 of 1 CITY OF GALESBURG COUNCIL LETTER OCTOBER 19, 2020 AGENDA ITEM: Debt Collection Agreement with Credit Collection Partners (Non-Circuit Court OV) SUMMARY RECOMMENDATION: The City Manager, Director of Finance & Information Systems, and City Attorney / Administrative Services Director recommend approval. BACKGROUND: The City utilizes a debt collection agency to collect fines and debts accrued, which do not run through the Circuit Court. This would include cases from adjudication, utility bills, demolitions and miscellaneous receivables. Staff have been in discussions with Credit Collection Partners (CCP) who are proposed to handle circuit court debt collection services. The staff believe it would be advantageous to engage CCP for these types of services given the minimal success of the current debt collection provider. In exchange for their services, CCP will deduct 25% of their collections. This is a one-year agreement with automatic renewal; however, the parties may cancel with 60 days written notice. BUDGET IMPACT: There is no budgeted cost to the City for these services. SUPPORTING DOCUMENTS: 1.Contract 20-4088 Page 1 of 2 Debt Collection Agreement Parties: City of Galesburg, IL ("Client”), with its principal address of 55 W. Tompkins Street; Galesburg, IL 61402 and Credit Collection Partners ("CCP"), with its principal office at 905 West Spresser Street, Taylorville, IL 62568. Description of Services: CCP will provide the following services for Client including but not limited to: Letter/Notice mailings Inbound/Outbound calling support Consumer Skiptracing Phone call recording Settlement strategy consultation & execution Litigation support Web Portal access to data, reporting, new account placement, etc. Compliance: CCP will comply with all FAIR DEBT COLLECTION PRACTICES ACT (FDCPA), FAIR CREDIT REPORTING ACT (FCRA), and TELEPHONE CONSUMER PROTECTION ACT (TCPA) regulations when performing the above services. CCP will produce monthly statements that indicate the amount paid for each account as well as the balance remaining where applicable. CCP is licensed by the State of Illinois (License #: 017000262) and will obtain sufficient additional licensing/credentialing as needed prior to pursing certain recovery efforts. Client’s data will be stored safely and securely at the datacenters Amazon Web Services (https://aws.amazon.com) via our software partner, Interprose Inc. (www.interprose.com). Interprose is SAS70 compliant, SSAE-16 compliant, HIPAA, and PCI-DSS compliant. Client’s data is backed-up in real-time to ensure business continuity in the event of a disaster. Client acknowledgements: Client acknowledges that account information such as balance and phone number data is valid, accurate, and enforceable at the time of account turnover. Client acknowledges that they have evidence of binding debt contracts with those customers turned over to CCP. Client acknowledges that those accounts turned over to CCP are not actively disputed by the consumer. Client will allow CCP to endorse check payments written to Client but received by CCP. Compensation and Fees: CCP will charge Client a fee (“Fee”) on all monies collected. This Fee will be 25% and will be deducted from the principal balance amount. CCP will submit collected funds to Client in the form of ACH or check on monthly basis, less the collection Fee. All accounts that have paid Client directly after being assigned to CCP are subject to the collection Fee as CCP collection efforts have likely occurred. Client is responsible for promptly notifying CCP of these “direct payments” either via email, by phone, or by posting them directly into their client portal. Client also agrees to remit a check to CCP on a monthly basis for all “direct payment” collection Fees if after receiving the monthly settlement statement indicating that payment is due. CCPs remittances to Client will be unaffected by “direct payment” activity. CCP’s commission percentage will remain at 25% should an account require liquidation through the court system. CCP will obtain written authorization from client prior to pursing any account via litigation. Client is not obligated to authorize litigation activity. CCP is named as the plaintiff in these proceedings; so Client remains anonymous. CCP will add legal fees to the principal balance on accounts requiring legal action in accordance with IL state law. Any accrued judgment interest will be retained by CCP as an offset to the risk involved in advancing all legal fees. Client is exempt from all expenses incurred by CCP during the debt recovery process including but not limited to postage, telephony, skip tracing, technology, & legal fees. Indemnification: CCP shall indemnify and hold Client harmless from liability resulting from the negligent acts or omissions of CCP, its agents or employees pertaining to the activities to be carried out pursuant to the obligations of this Agreement; provided, however, that CCP shall not hold Client harmless from claims arising out of the negligence or willful malfeasance of Client, its officers, agents, or employees, or any person or entity not subject to CCP’s supervision or control. Client shall indemnify and hold CCP and employees harmless from any liability or loss resulting from judgments or claims against them arising from activities originating from Client, its subsidiaries, and/or employees. Term: This contract will be for a period of 1 (one) year commencing on the effective date. The contract will automatically renew for successive 1 (one) year periods. Either party may terminate this contract for any reason so long as it is done in writing. Either party may terminate this contract for any reason with 60 days written notice. Either party can renegotiate the terms of the contact at the renewal date. City of Galesburg, IL Credit Collection Partners Name (Printed): Name (Printed): Title:Title: Signature:Signature: Phone #: Phone #: Email:Email: Date (effective): Date: ___________________________________________________________________________________________________________________________________________________________________________________________ Prepared by RB Page 1 of 1 COUNCIL LETTER CITY OF GALESBURG OCTOBER 19, 2020 AGENDA ITEM: Development Agreement for the National Stearman Foundation Inc. Hangar Project. SUMMARY RECOMMENDATION: The City Manager, Director of Community Development, Director of Parks and Recreation, and Director of Public Works, recommend approval of the development agreement. BACKGROUND: The National Stearman Foundation would like to provide a permanent home for the National Stearman Fly-in as well as the National Stearman Foundation at the Galesburg Municipal Airport (GBC). The proposed hangar facility envisioned will serve as a year-round home to the world community of Stearman owners, pilots, enthusiasts, historians and future caretakers of this legendary aircraft. The facility will provide space for the "Stearman Office", retail area, seminar and banquet space, repository for artifacts and related memorabilia, additional offices for Stearman related organizations, storage areas and restrooms. The main hangar floor will be able to store all permanent fly-in equipment such as flightline trams and all flightline and contest gear along with being able to hangar up to four Stearman planes in heated comfort. The construction cost for this 10,000 square foot hangar is approximately $500,000. In order to assist with this development, the City of Galesburg will provide up to $150,000 in site engineering work and site construction costs, $30,000 for utility connections, and a grant of $50,000 for the construction of the hangar. The Lease Agreement, which was previously approved by Council on September 8, 2020, also provided for the use of the ground at a reduced rate. BUDGET IMPACT: There are sufficient funds budgeted in the Economic Development fund for this work in the 2020 Budget. SUPPORTING DOCUMENTS: 1.Development Agreement 20-4089 Page 1 of 19 CITY OF GALESBURG Development Agreement For National Stearman Foundation Inc. Hangar Project Galesburg, IL Submitted by: Kelli R. Bennewitz City Clerk City of Galesburg Return to: Kelli R. Bennewitz City Clerk City of Galesburg P.O. Box 1387 Galesburg, IL 61401 Page 2 of 19 AGREEMENT RELATIVE TO DEVELOPMENT BETWEEN THE CITY OF GALESBURG AND THE NATIONAL STEARMAN FOUNDATION INC THIS AGREEMENT, entered into on or as of the _____ day of _____________________, 20___, by and between the City of Galesburg, Illinois, a municipal corporation, hereinafter called the “City”, exercising its governmental powers pursuant to the 1970 Constitution of the State of Illinois, whose address is 55 West Tompkins Street, P.O. Box 1387, Galesburg, Illinois 61401, and The National Stearman Foundation Inc., hereinafter called the “Developer”, whose address is 307 Lloyd Stearman Drive P.O. Box 1937, Galesburg, Illinois 61402. WITNESSETH WHEREAS, the City of Galesburg is interested in sparking economic development at the Galesburg Municipal Airport; WHEREAS, the City desires to provide continued support of the National Stearman Fly-In and National Stearman Foundation Inc. WHEREAS, the Developer has interest in constructing a facility with a value of approximately $500,000 at the Galesburg Municipal Airport; WHEREAS, the facility will provide space for the Stearman office, retail area, seminar and banquet space, repository for artifacts and related memorabilia, additional offices for Stearman related organizations, storage areas and restaurants. WHEREAS the Developer has requested financial assistance in relation to site engineering, site preparation work, and rent assistance at the Galesburg Municipal Airport. WHEREAS, the City believes the development of the facility is in the vital interest of the City and the health, safety, morals and welfare of the residents, and in accordance with the public purposes and provisions of the applicable federal, state and local laws. Page 3 of 19 SECTION 1: DEFINITIONS A. Definition of Terms. Certain terms used in this Agreement shall have the following meanings unless their content or use clearly indicate otherwise. “Agreement” means this contract which may be from time to time amended or supplemented in writing by the parties hereto. “Authorized Representative” means such person at the time and from time to time designated to act on behalf of the Developer by written certificate furnished to the City. “City” means the City of Galesburg, Illinois. “Construction Plans” means the detailed plans, drawings, specifications and related documents for the construction of the Project, together all supplements, amendments or corrections, submitted by the Developer to the City. “Corporate Authorities” means the City Council of the City. “Developer” means the National Stearman Foundation Inc. “Development Assistance” means the monies provided by the City as an advance for site engineering. The monies provided by the City for site work preparation through reimbursement to the National Stearman Foundation Inc. The monies not collected by the City through a reduction in market rate rents at the Galesburg Municipal Airport for 40 years with possible extensions. “Estimated Cost of Project” means the cost of the Project as estimated as of the date of this Agreement and as reflected on Exhibit A attached hereto and made a part hereof. “Events of Default” shall mean those occurrences, actions or lack of action which shall be construed to be a breach or failure to perform pursuant to the terms of this Agreement as set forth in Section 11 of this Agreement. “Final Project Cost Analysis” means the statement of actual cost and expenses of the Project submitted by the Developer to the City in certified form after completion of the Project. “Project” means the site engineering, site work preparation, and building construction also described Exhibit B. B. Construction of Words. The words “hereof”, “herein”, “hereunder”, and other words of similar import refer to this Agreement as a whole. Unless otherwise specified, reference to sections and other subdivisions of this Agreement are to the designated sections and other subdivisions of this Agreement as originally executed. Page 4 of 19 The headings of this Agreement are for convenience of references only and shall not define or limit the provision hereof. C. Non-Limitation of Remedies. Nothing contained herein shall in any way limit the remedies of the City or Developer pursuant to other sections of this Agreement and pursuant to law and equity in the Event of Default. SECTION 2: CITY’S OBLIGATION A. Development Assistance. The City shall provide Development Assistance to the Developer for the site engineering, site work preparation, and reduction in market rate rent, provided the Developer meets all of the requirements established in this Agreement. B. Level of Development Assistance. The maximum amount of Development Assistance to be provided by the City for the Project shall be: 1. Site engineering and site work costs not to exceed $150,000. 2. Installing utility connections including utility lines, water lines, sanitary sewer lines, electric, and natural gas to the site not to exceed $30,000. 3. A grant of $50,000 for the construction of the Hanger. 4. Use of ground as outlined in lease agreement in Exhibit C. 5. All incentive payments shall be made as a reimbursement payment by the City to the Developer after all site work is completed, the improvements are approved by the Director of Parks and Recreation and Director of Public Works. All appropriate documentation required by this Agreement has been submitted to the City and processed by the City and all requirements in the Agreement have been met. SECTION 3: DEVELOPER OBLIGATION AND RIGHTS A. Guarantees. In consideration of the Development Assistance to be provided by the City, the Developer guarantees the construction of the Project. Specifically, the Developer guarantees the construction of the Project shall be completed. Page 5 of 19 B. Building Development. The Developer shall proceed in developing a building that substantially complies with the project scope outlined in Exhibit A and in accordance with all Federal, State and Local regulations and consistent with the City’s comprehensive plan and any other City plans. C. Submittal of Engineering and Building Plans Prior to advancement of monies and commencement of the site work improvements, the Developer shall submit for the City’s review and approval an engineering plan. D. Time Limitations. The Project, including all public infrastructure, referred to herein shall be started within 6 months from execution and substantially completed by 2024. SECTION 4: REPRESENTATIONS OF THE DEVELOPER The Developer represents, warrants and agrees as the basis for the undertakings on its part herein contained that: A. Organizational and Authorization. The Developer is: National Stearman Foundation Inc. 307 Lloyd Stearman Drive P.O. Box 1937 Galesburg, IL 61402 B. Use of Proceeds. All of the proceeds from the Development Assistance funds will be used by the Developer to reimburse eligible Project expenses as listed in Exhibit A and used according to the project description in Exhibit B. C. Location of Project. The Project will be located at the Galesburg Municipal Airport. D. Estimated Costs. The estimated cost of the Project is set forth in Exhibit A. E. Conformance with Requirements and Regulations. The Developer has examined and is familiar with all the building regulations, development ordinance and land use regulations of the City, IDOT, FAA, and the covenants, conditions and Page 6 of 19 restrictions contained herein and construction of the Project are in accordance with and will in all respects conform to and comply therewith. SECTION 5: ADDITIONAL COVENANTS OF THE DEVELOPER A. Indemnification Covenants. Developer agrees for itself, its successors and assigns, to defend and indemnify and the City and its officers and employees harmless against claims by or on behalf of any person, firm or corporation arising from the conduct or management of, or from any work or thing done on the Project and against and from all claims arising from (i) any condition of the Project (ii) any breach or default on the part of the Developer or its successors and assigns in the performance of any of its obligations under this Agreement (iii) any act of negligence of any assignee or lessee of the Developer, or any agents, contractors, servants, employees or licensees (iv) any act of negligence of any assignee or lessee of the Developer, or of any agents, contractors, servants, employees or licensees of any assignee or lessee of the Developer, or (v) any performance by the City of any act required under this Agreement or requested by the Developer or its successors and assigns other than negligent or willful misconduct of the City. The Developer agrees to defend, indemnify and save the City harmless from and against all costs and expenses incurred in or in connection with any such claim arising as foresaid or in connection with any action or proceeding brought thereon. In case any such claim is made or action brought based upon any such claim in respect of which indemnity may be sought against the Developer, upon receipt of notice in writing from the City setting forth the particulars of such claim or action, the Developer shall assume the defense thereof including the employment of counsel and the payment of all costs and expenses. The City shall have the right to employ separate counsel in any such action and to participate in the defense thereof, but the fees and expenses of such counsel shall be at the expense of the City unless the employment of such counsel has been specifically authorized by the Developer. B. Insurance. The Developer agrees to maintain all necessary insurance with respect to the Project in accordance with the requirements of this Agreement. C. Maintenance and Repair. The Developer agrees that it will maintain and repair the Project in accordance with the requirements of this Agreement. Page 7 of 19 SECTION 6: DEVELOPMENT ASSISTANCE A. Development Assistance to Developer. The City agrees, upon the terms and conditions of this Agreement, to provide Development Assistance to the Developer for eligible Development Assistance expenses, as listed in section 2B. B. Permitted Expenditures. No funds may be disbursed from the City to Developer unless they are for the purpose of paying eligible Project reimbursement expenses which are permitted by this Agreement and Program. C. Conditions Precedent to Disbursement of Incentive Payment. Prior to the City making the incentive payment to the Developer, the Developer shall provide the following items for City review and approval: 1. A Final Project Cost Analysis. This analysis will be utilized to determine the actual amount of incentive paymentt the Developer is eligible to receive. 2. Information to document the other costs (e.g. copies of bills) which are shown in the Final Project Cost Analysis (City reserves the right to perform an audit of Developer’s submitted costs). 3. Lien waivers that provide proof to the City that all contractors and subcontractors involved in the Project have been paid in full and no liens have been filed on the Property, excluding contested liens when funds have been placed in escrow with a title company to cover the contested amount. Developer shall submit all required documentation within six (6) months from the date the Director of Parks and Recreation and the Director of Public Works provides written approval of the public infrastructure improvements. SECTION 7: CONSTRUCTION OF THE IMPROVEMENTS A. Commencement and Completion. Developer shall cause the construction of the Project to be commenced and to be prosecuted with due diligence and in good faith, and without delay. Developer shall cause the Project to be constructed in a good and workmanlike manner in accordance with all applicable laws, rules, permits, requirements and regulations of any governmental agency or authorities having or Page 8 of 19 exercising jurisdiction over the Project and will not cause, permit or allow any substantial deviation from the Project without prior written consent of the City. B. Contract Prohibitions. Unless otherwise previously agreed by the City in writing, all contracts let by the Developer or Developer’s contractor in connection with construction of the Project shall contain a prohibition against any material change without the City’s prior written consent. SECTION 8: INSURANCE Prior to initiating construction, the Developer or the Developer’s contractor shall procure and deliver to the City at Developer’s or such contractor’s cost and expense, and shall maintain in full force and effect until each and every obligation contained herein has been fully paid, or performed, a policy or policies of commercial liability insurance, and during any period of construction, contractor’s liability insurance with liability coverage under the commercial liability insurance to be not less than $3,000,000 (Three Million Dollars) each occurrence and $3,000,000 (Three Million Dollars) total. This policy shall name the City as an additional insured. All such policies shall be in such form and issued by such companies as shall have been approved by the City to protect the City and Developer against any liability incidental to the use of or resulting from any accident occurring in or about the Project. Each such policy shall contain an affirmative statement by the issuer thereunder to give written notice to the City at least 30 (thirty) days prior to any cancellation or amendment of its policy. SECTION 9: RIGHTS OF INSPECTION The City or its designee shall have the right at any time and from time to time to enter upon the Project for the purposes of inspection and if the City in its judgment, determines that any work and materials are not in substantial conformity with the construction plans, as the same were theretofore approved in writing by the City, or with any applicable laws, regulations, permits, requirements or rules of any governmental authority having or exercising jurisdiction thereover or not otherwise in conformity with sound construction practices, the City shall have the right to stop the work and to order replacement or correction of any such work or materials regardless of whether or not such work or materials have theretofore been incorporated into the Project. SECTION 10: EVENTS OF DEFAULT AND REMEDIES Page 9 of 19 A. Events of Default. The following shall be Events of Default with respect to this Agreement: 1. If any material representation made by the Developer in this Agreement, or in any certificate, notice, demand or request made by the Developer, in writing and delivered to the City pursuant to or in connection with any of said documents shall prove to be untrue or incorrect in any material respect as of the date made; or 2. Default in the performance or breach of any covenant contained in this Agreement concerning the covenant of Developer with regard to its existence and ownership of the Subdivision Site; or 3. Default in the performance or breach of any other covenant, warranty or obligation of the Developer in this Agreement and continuance of such default or breach for a period of 30 (thirty) days after Developer has actual knowledge thereof; or 4. The entry of a decree or order for relief by a court having jurisdiction in the premises in respect of the Developer in an involuntary case under the federal bankruptcy laws, as now or hereafter constituted, or any other applicable Federal or state bankruptcy, insolvency or other similar law, or appointing a receiver, liquidator, assignee, custodian, trustee, sequestrator (or similar official) of the Developer for any substantial part of its property, or ordering the winding-up or liquidation of its affairs and the continuance of any such decree or order unstated and in effect for a period of 60 (sixty) consecutive days; or 5. The commencement by the Developer of a voluntary case under the federal bankruptcy laws, as now or hereafter constituted, or any other applicable federal or state bankruptcy, insolvency or other similar law, or the consent by any such entity to the appointment of or taking possession by a receiver, liquidator, assignee, trustee, custodian, sequestrator (or other similar official) of the Developer or of any substantial part of such entity’s property, or the making by any such entity of any assignment for the benefit of creditors or the failure of the Developer generally to pay such entity’s debts as such debts become due or the taking of action by the Developer in furtherance of any of the foregoing. B. Remedies on Default. 1. Except as otherwise provided in this Agreement, in the event of any default in or breach of this Agreement, or any of its terms or conditions, by either party hereto or any successors to such party, such party or successor, upon written notice from the other, shall take immediate action to cure or remedy such default or breach, and, in any event, Page 10 of 19 within 60 (sixty) days after receipt of such notice. In case such action is not taken, or not diligently pursued, or the default or breach shall not be cured or remedied within a reasonable time, the aggrieved party may institute such proceedings as may be necessary or desirable in its opinion to cure or remedy such default or breach, including but not limited to, proceedings to compel specific performance by the party in default or breach of its obligations. 2. In case the City shall have proceeded to enforce its rights under this Agreement and such proceedings shall have been discontinued or abandoned for any reason or shall have been determined adversely to the City, then and in every such case the Developer and the City shall be restored respectively to their several positions and rights hereunder, and all rights, remedies and powers of the Developer and the City shall continue as though no such proceedings had been taken. C. Agreement to Pay Attorney’s Fees and Expenses. In the event the Developer should default under any of the provisions of this Agreement and the City should employ outside attorneys or incur other expenses for the collection of the payments due under this Agreement or the enforcement of performance or observance of any obligation or agreement on the part of the Developer herein contained, the Developer agrees that it will on demand therefore pay to the City the reasonable fees of such attorneys and such other expenses so incurred by the City. In the event the City should default under any of the provisions of this Agreement and the Developer should employ attorneys or incur other expenses for the collection of the payments due under this Agreement or the enforcement of performance or observance of any obligation or agreement on the part of the Developer herein contained, the City agrees that it will, on demand therefore, pay to the Developer the reasonable fees of such attorneys and such other expenses so incurred by the Developer. SECTION 11: OTHER RIGHTS AND REMEDIES OF CITY AND DEVELOPER A. No Waiver By Delay. Any delay by the City or the Developer in instituting or prosecuting any actions or proceedings or otherwise asserting its rights shall not serve to waive or to deprive it of or limit such rights in any way (it being the intent of this provision that the City or Developer should not be constrained so as to avoid the risk of being deprived of or limited in the exercise of the remedy provided in this Section because of concepts of waiver, laches or otherwise) to exercise such remedy Page 11 of 19 at a time when it may still hope to otherwise resolve the problems created by default involved; nor shall any waiver in fact made by the City or Developer with respect to any specific default by the Developer, or the City under this Section be considered or treated as a waiver of the rights of the City or the Redeveloper with respect to any other defaults by the Developer, or the City under this Section or with respect to any defaults under any section in this Agreement or with respect to the particular default, except to the extent specifically waived in writing by the City or the Developer. B. Rights and Remedies Cumulative. The rights and remedies of the parties to this Agreement (or their successors in interest) whether provided by law or by this Agreement, shall be cumulative, and the exercise by either party of any one or more of such remedies shall not preclude the exercise by it, at the time or different time, of any such remedies for the same default or breach by the other party. No waiver made by either such party with respect to the performance, nor the manner of time thereof, or any obligation of the other party or any condition as to its own obligation under this Agreement shall be considered a waiver of any rights of the party making the waiver with respect to the particular obligation of the other party or condition to its own obligation beyond those expressly waived in writing and to the extent thereof, or a waiver in any respect in regard to any other rights of the party making the waiver or any other obligations of the other party. SECTION 12: DELAY IN PERFORMANCE For the purposes of any of the provisions of this Agreement neither the City, nor the Developer, as the case may be, nor any successor in interest, shall be considered in breach of, or default in, its obligations with respect to the preparation of the site for development, or the beginning and completion of construction of the Project, or progress in respect thereto, in the event of enforced delay in the performance of such obligations due to unforeseeable cause beyond its control and without its fault or negligence, including, but not restricted to acts of God, acts of the public enemy, acts of federal, state or local government, acts of the other party, fires, floods, epidemics, quarantine restrictions, strikes, embargoes, acts of nature, unusually severe weather or delays of subcontractors due to such causes; it being the purpose and intent of this provision that in the event of the occurrence of any such enforced delay, the time or times for performance of the obligations of the City or of the Developer shall be extended for the period of the enforced delay. Provided, that the party seeking the benefit of the provisions of this Section, shall have first notified the other party thereof in writing, of the cause or causes thereof, and requested an extension of the period of enforced delay. Such extensions of schedule shall be agreed to in writing by the parties hereto. Page 12 of 19 SECTION 13: EQUAL EMPLOYMENT OPPORTUNITY The Developer, for itself and its successors and assigns, agrees that during the construction of the Project provided for in this Agreement that the following will apply: A. Non-Discrimination. The Developer will not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, or national origin. The Developer will take affirmative action to insure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex or national origin. Such action shall include but not be limited to, the following: employment, upgrading, demotion, transfer, recruitment, recruitment advertising, layoff, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The Developer agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the City setting forth the provisions of this non-discrimination clause. B. Advertising. The Developer will, in all solicitations or advertisements for employees placed by or on behalf of the Developer, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin or state the Developer is an Equal Opportunity Employer and will include a display of the EOE logo in said advertisement. C. Non-Compliance. In the event of the Developer’s final determination of non-compliance with the non- discrimination clauses of this Section, this Agreement may be canceled, terminated, or suspended in whole or in part, upon written notification to the Developer of a sixty (60) day cure period to remedy the non-compliance issue to the satisfaction of the City. D. Mandatory Inclusion of Provisions. The Developer will include the provisions of Paragraphs “A” through “C” of this Section in every contract or purchase order, and will require the inclusions of these provisions in every subcontract entered into by any of its contractors, unless exempted by rules, regulations, so that such provisions will be binding upon each such contractor, subcontractor, or vendor as the case may be. SECTION 14: PREVAILING WAGE RATES The Developer for itself and its successors and assigns: Page 13 of 19 A. Understands that any construction work associated with the Project is subject to the Illinois Prevailing Wage Act. The Developer shall be solely responsible to maintain accurate records as required by the Prevailing Wage Act and shall be solely liable for paying the difference between prevailing wages and any wages actually received by laborers, workmen and/or mechanics engaged in the work on the Project being performed under this Agreement. The Illinois Department of Labor publishes the prevailing wage rates on its website at http://labor.illinois.gov. The Department revises the prevailing wage rates and the Developer has an obligation to check the Department’s web site for revisions to prevailing wage rates. For information regarding current prevailing wage rates, please refer to the Illinois Department of Labor’s website. B. Agrees to require contractors and their subcontractors to conform with said laws for any work associated with the Project. C. Agrees to defend and indemnify the City and pay on fines or penalties incurred by the City for any and all violations of said laws and any rules and regulations now or hereinafter issued pursuant to said laws with respect to the construction of the Project. D. Understands the Act requires the following relative to the Project. 1. Workers shall be paid the general prevailing rate of hourly wages and not less than the general prevailing wage of hourly wages for legal holidays and overtime work, plus fringe benefits for training and apprenticeship programs approved by the U.S. Department of Labor, Bureau of Apprenticeship and Training, health and welfare, insurance, vacations and pensions paid generally in the locality in which the work is being performed. 2. Contractors shall post the prevailing wage rates at the construction site. 3. Contractors shall make and keep for a period of not less than three years certified payrolls for the Project. 4. Contractors shall submit monthly certified payrolls to the Developer, which Developer shall submit to the City. 5. Developer shall verify with the Illinois Department of Labor prior to start of construction that all contractors and subcontractors who will work on the Project have not been placed on the State’s list of contractors who have disregarded the state labor standards. SECTION 15: TITLES OF ARTICLES AND SECTIONS Any titles of the several parts and sections of this Agreement are inserted for convenience of reference only and shall be disregarded in construing or interpreting any of its provisions. Page 14 of 19 SECTION 16: CONFLICT OF INTEREST No member, officer, or employee of the City or its designees or agents and no member of the governing body of the City during his or her tenure or for one year thereafter, shall have any interest, direct or indirect, in any contract or subcontract or the proceeds thereof, with respect to which this Agreement shall apply. SECTION 17: NOTICES All notices required and provided for in this Agreement shall be sent to the following parties on behalf of the City and the Redeveloper. To the City: City Manager City Hall 55 West Tompkins Street P.O. Box 1387 Galesburg, Illinois 61402-1387 with the copies to the City Attorney at same address. To Developer: National Stearman Foundation, Inc. 307 Lloyd Stearman Drive P.O. Box 1937 Galesburg, IL 61430 All notices shall run from the date received, and all notices shall be delivered by certified or registered mail. SECTION 18: COUNTERPARTS If the Agreement is executed in two or more counterparts, each shall constitute one and the same instrument and each shall be recognized as an original instrument. SECTION 19: TERMINATION OF AGREEMENT This Agreement and all of the Parties rights, obligations and liabilities under this Agreement, shall automatically and without further notice terminate and be null and void if the Project is not substantially completed by January 1, 2024. SECTION 20: GENERAL PROVISIONS Page 15 of 19 A. Amendment. An amendment to this Agreement may be made in writing upon mutual agreement and approval by and execution by the City and the Developer. No alteration, amendment, change or addition to this Agreement shall be binding upon the parties unless reduced to writing and duly executed by each of them. B. Venue. The parties hereto agree that for purposes of any lawsuit(s) between them concerning this Agreement, its enforcement, or the subject matter thereof, venue shall be in Knox County, Illinois, and the laws of the State of Illinois shall govern the cause of action. C. Severability. The provisions hereof shall be deemed to be severable and if any section, paragraph, clause, provision or item herein shall be held invalid, the invalidity of such section, paragraph, clause, provision or item shall not affect any other provision hereof. D. Authorization to Execute. The representatives of Developer executing this Agreement warrant that they have been lawfully authorized to execute this Agreement on behalf of said Developer. The Mayor and Clerk of the City hereby warrant that they have been lawfully authorized by the Corporate Authorities to execute this Agreement. The parties also each represent unto the other that each statement and representation contained herein is true and correct to the best of each parties’ respective knowledge. E. Integration and Amendment: This Agreement sets forth all promises, inducements, agreements, conditions and understandings between Developer and City relative to the subject matter hereof, and there are no promises, agreements, conditions or understandings, either oral or written, express or implied, between them, other than are herein set forth or otherwise referred to in this Agreement. All exhibits and the recitals to this Agreement are expressly incorporated herein by this referenced thereto F. Time of Essence. Time is of the essence of this Agreement. G. Preparation and Construction of Agreement. The language in all parts of this Agreement shall in all cases be construed as a whole according to its fair meaning. This Agreement has been drafted for the benefit of the parties hereto. It does not create any third party beneficiaries or create or establish any rights in or for third parties. Both parties have consulted with their respective attorneys regarding this Agreement and no portion of this Agreement shall be construed against a party by virtue of that party or its attorneys drafting all or part of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement and caused their respective seals to be affixed and attested thereto as of the date first written above in this Agreement. Page 16 of 19 CITY: CITY OF GALESBURG, ILLINOIS A Municipal Corporation By: ______________________________ John Pritchard, Mayor Attest: ______________________________ Kelli R. Bennewitz, City Clerk DEVELOPER: By: ______________________________ Page 17 of 19 EXHIBIT “A” ESTIMATED COST OF PROJECT SCOPE Date: August 27, 2020 Developer: National Stearman Foundation Inc. Project: Air Hanger Location: Galesburg Municipal Airport Type of Expense Cost Estimate Site Engineering Fees and Site Preparation work Up to $150,000 Utility Connections to the Site 10,000 square foot Hanger Up to $30,000 At least $500,000 Page 18 of 19 EXHIBIT “B” DESCRIPTION OF PROJECT WORLD STEARMAN COMMUNITY CENTER The National Stearman Foundation board of directors is committed to building a permanent facility to serve the Stearman Community. Located at the Galesburg Municipal Airport (GBG), the facility will provide a permanent home for the National Stearman Fly-in as well as the National Stearman Foundation. The hanger facility envisioned will serve as a year-round home to the world community of Stearman owners, pilots, enthusiasts, historians and future caretakers of this legendary aircraft. The facility will provide space for the "Stearman Office", retail area, seminar and banquet space, repository for artifacts and related memorabilia, additional offices for Stearman related organizations, storage areas and restrooms. The main hanger floor will be able to store all permanent fly-in equipment such as flightline trams and all flightline and contest gear along with being able to hanger up to four Stearman in heated comfort. Our vision and efforts are fully supported by the City of Galesburg, the business community, and our residents, who have made the National Stearman Fly-in a friendly and premier aviation event for nearly 50 years. The goal is for the building to be complete by September 2021 for use at the 50th Annual National Stearman Fly-In. Page 19 of 19 EXHIBIT “C” LEASE AGREEMENT (Insert) TOWN OF THE CITY OF GALESBURG Date:October 19, 2020 Agenda Number:20-9025 TOWN FUND $5,966.92 GENERAL ASSISTANCE FUND $3,393.92 IMRF FUND SOCIAL SECURITY/MEDICARE FUND LIABILITY FUND AUDIT FUND TOTAL $9,360.84