COTW Meeting

Village of Lake Barrington COTW Meeting Tuesday, April 8, 2025 5:30 PM Agenda The Village Board Meeting will take place at 23860 N. Old Barrington Road, Lake Barrington, Illinois. Page 1. CALL TO ORDER 2. ROLL CALL Honorable Kevin C. Richardson, President Andrew F. Burke, Trustee John M. Schaller, Trustee Richard Hayes, Trustee Peter Schallmoser, Trustee Susie Perkins, Trustee Therese Van Ryne, Trustee 3. APPROVAL OF MINUTES A. Minutes of the Special COTW Board of Trustees Meeting on March 4, 2025. 3-6 3-4-2025 COTW Minutes Recommended Action: Approve the minutes, item 3. A. above. (roll call vote) 4. DISCUSSION A. U.S. Army Corps of Engineers - Update on the Federal Interest Determination (FID) Study. B. Budget Discussion. 7-8 Treasurer Budget Memo04082025 C. Grocery Tax Discussion. 9 - 10 Treasurer Grocery Sales Tax Ordinance D. IT Managed Services RFP Discussion. 11 - 26 FINAL DRAFT RFP for Managed IT Services E. Park District Fee Waiver Request - Splash Pad Inspection Fees. 27 - 30 Village of Lake Barrington Mail - LBCPD Splash Pad Project VillageofLakeBarringtonPermit F. Consideration of a Resolution Approving and Authorizing the Execution of an Agreement to Amend the Term of Lobbying Services Agreement with Fidelity Consulting Group, LLC Relative to the Village's Environmental and Water Quality Policy and Transportation Policy. G. Consideration of a Resolution Reallocating 2025 Volume Cap to the Village of Buffalo Grove, Illinois. H. Consideration of a Resolution Establishing a Village "Infrastructure Fund" and Providing for and Authorizing the Transfer of Funds of the Village from the Village's "General Fund" Account to the Village's New "Infrastructure Fund" Account for the Page 1 of 30  Benefit of the Village. I. Consideration of an Ordinance Amending the Lake Barrington Village Code Section 2- 3-6 "Classification of Licenses". J. Consideration of an Ordinance Approving and Authorizing the Execution of an Agreement with Mac Strategies Group, Inc. to Provide Certain Consulting Services to the Village. K. Consideration of an Intergovernmental Agreement (IGA) Between the Village of Lake Barrington and Cuba Township Road District, Lake County, Illinois. L. Consideration of the Purchase of High Service Pump Valves in the Amount of $11,892.00 from Dorner Company of Sussex, Wisconsin. M. Consideration of a One-Year Extension Engagement Letter with Seldon Fox and Associates, Ltd. of Oakbrook Terrace, IL. N. Consideration of an Application for a Temporary Use - Special Events for the Dearyan Wedding Ceremony to be held on Friday, June 20, 2025, at Freier Farm Starting at 12:00 p.m. 5. CLOSED SESSION (roll call vote) 6. ADJOURNMENT (voice vote) The Village of Lake Barrington is subject to the requirements of the Americans with Disabilities Act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations in order to allow them to observe and/or participate in this meeting, or who have questions regarding the accessibility of the meeting or the Village's facilities, are requested to contact the Village's ADA Coordinator, Sharon Peterson, at (847)- 842-6080 promptly to allow the Village to make reasonable accommodations for those persons. Page 2 of 30  VILLAGE OF LAKE BARRINGTON MINUTES OF THE SPECIAL MEETING OF THE COMMITTEE OF THE WHOLE Tuesday, March 4, 2025 1. CALL TO ORDER A Special Meeting of the President and Board of Trustees of the Village of Lake Barrington, meeting as the Committee of the Whole (“COTW”), was held at the Village of Barrington, Village Hall, Board Room, 200 S. Hough Street, Barrington, Illinois on Tuesday, March 4, 2025, at 5:10 p.m. (immediately prior to the regular Board of Trustees Meeting at 7:00 p.m.). 2. ROLL CALL Upon the roll being called, the following Trustees were physically present at said location: Trustees Hayes, Perkins, Schaller, Van Ryne, and President Richardson. The following Trustee was allowed by a majority of the members of the President and Board of Trustees in accordance with and to the extent allowed by rules adopted by the President and Board of Trustees to attend the meeting by video or audio conference: Trustees Burke and Schallmoser. The following Trustees were absent and did not participate in the meeting in any manner or to any extent whatsoever: None. Staff Present: Village Administrator Sharon Peterson, Village Clerk Rebekah Harrington and Village Treasurer Peggy Hirsch. Others Present: Village Attorney Jim Bateman. Other Attendees: None. 3. APPROVAL OF MINUTES A. Minutes of the Special COTW Board of Trustees Meeting on January 14, 2025. BOARD ACTION: A motion was made by Trustee Schaller and Seconded by Trustee Van Ryne Approve the minutes, item 3. A. above. (roll call vote) Upon roll call the vote was: Ayes: President Richardson, Trustee Burke, Trustee Perkins, Trustee Schaller, Trustee Hayes Jr., Trustee Schallmoser, and Trustee Van Ryne Nays: None Abstained: None Absent: None Page 1 of 4 Page 3 of 30  President Richardson declared the motion carried. 4. DISCUSSION Items A. - E. are detailed below. Items F. - J. are detailed in the consent agenda. A. Orange Up - Kidney Cancer Awareness. Administrator Peterson explained that a resident reached out in January to discuss Kidney Cancer Awareness month, which occurs in March of each year. They explained an initiative of their program is to encourage municipalities to "light up" a local building in the color orange to raise awareness. The Board advised, without binding action, that the Village can support and bring awareness to this cause with social media, website, and newsletter articles during the awareness month. B. Update on Draft Water and Sewer Rate Study Findings. The Water and Sewer Rate Study was recently completed. Trustee Burke, Trustee Hayes, Administrator Peterson, and Treasurer Hirsch met with HR Green and Baker Tilly to review and discuss the preliminary findings of the study. It was explained that the meeting was quite extensive and at this time, they are not ready to make recommendations. More time will be spent considering all options for a thorough and mindful recommendation. C. Discussion on Cyber Defense and Continuity of Operations. President Richardson posed the hypothetical questions: what if ComEd or Nicor Gas goes down, how will this affect the Village's security as a whole and what can we do to protect our Village? President Richardson met with a firm last week to further discuss continuity of operations and next week he will attend an event in Washington D.C. for more knowledgeable information relative to this topic. President Richardson expressed that he will be working on this project after he leaves office in May by stepping into a volunteer role to help set up the Village's cyber security defense and continuity of operations. It was suggested that the Village should hold a tabletop exercise on a Saturday with the PCZBA as well to discuss this topic. D. Discussion on Contract Language Requirements. Administrator Peterson reached out to IML RMA to understand the opinion from a Risk Management standpoint relative to liability insurance. IML RMA reviewed the Village's current liability insurance requirements of certain contracts and agreed with the requirements. It was explained that, as of right now, the Village does not have a policy for liability insurance for all or certain contracts. It was suggested we should narrow the procurement policies as an effort to mitigate risk and remain consistent. The Village Treasurer reported that it is easier to apply for grants with procurement policies in place. E. Budget Discussion. Page 2 of 4 Page 4 of 30  The Village Treasurer began the budget discussion by explaining that the Board will not be voting on the budget today. She provided an overview draft of what will be on the agenda to be approved at next month's Board of Trustees meeting. Treasurer Hirsch discussed the upcoming budget based off of what the costs were last year and what the Village anticipates to spend this year. It was emphasized that the amounts are an estimate of what the Village has carefully calculated and anticipated. The Village will continue to remain vigilant by looking into grants for certain projects to mitigate the Village's spending. Lastly, it was noted that just because projects are in the budget, the board will still need to consider approval for the anticipated items. F. Consideration of an Ordinance Proposing the Establishment of Special Service Area Number Sixteen in the Village of Lake Barrington. G. Consideration of an Ordinance Establishing the Compensation for the Village Administrator Effective January 1, 2025. H. Consideration of an Ordinance Regarding Compensation of Various Appointed Officers and/or Positions of Employment of the Village. I. Consideration of a Resolution for Improvement by the Municipality Under the Illinois Highway Code in the Amount of $443,006.00 for the MFT Funding for the 2025 Roadway Resurfacing Program. J. Consideration of Awarding a Contract to Peter Baker and Son Co. of Lake Bluff, Illinois in the Amount of $342,887.15 for the 2025 Street Resurfacing Program. 5. CLOSED SESSION A. Adjourn to Executive Session Pursuant to 5 ILCS 120/2(c). The Village Board of Trustees entered executive session at approximately 6:32 p.m. BOARD ACTION: A motion was made by Trustee Van Ryne and Seconded by Trustee Hayes Jr. to Adjourn to Executive Session Pursuant to 5 ILCS 120/2(c): Review of Executive Session Minutes. (roll call vote) Upon roll call the vote was: Ayes: President Richardson, Trustee Burke, Trustee Perkins, Trustee Schaller, Trustee Hayes Jr., Trustee Schallmoser, and Trustee Van Ryne Nays: None Abstained: None Absent: None President Richardson declared the motion carried. Page 3 of 4 Page 5 of 30 6. RECONVIENE INTO OPEN SESSION A. Approval of Executive Session Minutes. The Village Board of Trustees reconvened into open session at approximately 6:42 p.m. BOARD ACTION: A motion was made by Trustee Van Ryne and Seconded by Trustee Perkins to approve the executive session minutes of the Committee of the Whole dated January 14, 2025. (roll call vote) Upon roll call the vote was: Ayes: President Richardson, Trustee Burke, Trustee Perkins, Trustee Schaller, Trustee Hayes Jr., Trustee Schallmoser, and Trustee Van Ryne Nays: None Abstained: None Absent: None President Richardson declared the motion carried. 7. ADJOURNMENT A motion was made by Trustee Van Ryne and seconded by Trustee Hayes, to adjourn the COTW meeting. The voice vote was unanimous, the motion carried, and the meeting was adjourned at approximately 6:44 p.m. Respectfully submitted, _____________________________ Rebekah G. Harrington Village Clerk Page 4 of 4 Page 6 of 30  Village of Lake Barrington To: President Richardson and Village Board Members From: Peggy Hirsch, Village Treasurer Subject: FY2026 Financial Plan Action Requested: ☒Approval ☐Concurrence ☒Discussion ☐Information Executive Summary Staff is presenting the FY2026 Financial Plan and Appropriation Ordinance for approval tonight. The Financial Plan includes sections for all Village Funds: General Fund, Motor Fuel Tax Fund, Water Sewer Fund, and the to be created Infrastructure Fund. The General Fund plan presented tonight, shows a FY2025 Estimated Actual loss of $123,520 and a budgeted net income of $285,355 for FY2026. This has only changed slightly from conversations at last month’s COTW meeting. New General Fund budget items in FY26 include $60,000 for economic development, $25,000 for an 8% increase in the Sheriff’s contract beginning 1/1/2026, $25,000 for a gravel path connection to Freier Farm, $16,000 for a drainage project on Linden Road, $16,650 for a Pavement Assessment Plan, $20,000 for a Solar Feasibility Study, $6,000 to paint the Feier Farm corn crib, $20,000 for new chairs, window coverings, etc. in the Board Room, and $20,000 to paint Village Hall (excluding the office area) for a total of $209,950. Road work of $343,000 will take place out of the Motor Fuel Tax Fund in FY2026, while the engineering expense associated with this road work (approximately $25k) will come from the newly established Infrastructure Fund. The Infrastructure Fund will be set up at the beginning of the new fiscal year (4/1/25) with the transfer of $300,000 from the General Fund. The Water Sewer Fund shows a FY2025 Estimated Actual loss of $211,482 and a budgeted loss of $211,482 for FY2026. The Financial Plan has not taken into account any rate increases that may be introduced as the result of the ongoing Water Rate study. Discussion Projections show FY2025 coming in very close to budget. Most revenue and expense differences are not material. There are a few differences that stand out. Building permit revenue is higher than budgeted as it was difficult to anticipate how the new billing rates would translate to permit revenue. However, these differences are largely negated by the increase in permit review expenses. The Village received a $38,000 DCEO grant in FY25 which was for expenses in the prior year. The biggest differences are in Miscellaneous Income and Property Maintenance – Interior. The income is the result of insurance proceeds for the damage incurred from bathroom flooding. The corresponding expense is the restoration and repair and remodeling expenses incurred in the aftermath. The FY2026 Draft Financial Plan presented projects total revenues of $3,709,303 and total expenses of $3,423,948. This results in an increase to the fund balance of $285,355, bringing the balance to an estimated Page 7 of 30 $3,050,000, almost an eleven months reserve. After the transfer of $300,000 to the new Infrastructure Fund, the fund balance will still be at a healthy 82% or approximately ten months. The Water Sewer Rate study will likely result with an increase in the current rate structure. The goal is to build needed repairs and maintenance into current rates and show positive annual cash flow. Conclusion The FY2026 Financial Plan for the General Fund presented for discussion this evening represents the best estimates available to staff at this time with conservative projections of revenues and realistic estimation of expenses. The Village is in a strong financial position with the General Fund expected to have a ten months reserve at the end of FY2026, after the creation of the new Infrastructure Fund. This leaves the Village in position to handle unexpected losses in revenue or increases in expenses, at the same time to keeping an eye towards future road and infrastructure development. We will continue to monitor expenses and resulting cash flow closely. Page 8 of 30  Village of Lake Barrington To: President Richardson and Village Board Members From: Peggy Hirsch, Village Treasurer Subject: Action Requested: ☐Approval ☐Concurrence ☒Discussion ☐Information Executive Summary Public Act 103-0781 repealed the statewide tax on groceries effective January 1, 2026. However, through the hard work of the Illinois Municipal League (IML), the authority to implement a 1% grocery sales tax locally by ordinance was approved as part of the same legislation. For those municipalities that wish to implement a local grocery sales tax effective on January 1, 2026, the first step is to pass an authorizing ordinance. A certified copy of this ordinance must then be submitted to IDOR, postmarked by October 1, 2025, in order for the tax to be imposed beginning January 1, 2026. A municipality may choose to wait to implement a local 1% grocery tax at a later date. That ordinance authorizing a local tax must be sent to IDOR and postmarked before April 1 for collection to begin on July 1, or postmarked after April 1 but before October 1, for collections to begin January 1 of the following year. Discussion Currently the Village receives the 1% grocery tax from two local businesses: Speedway and LB Mart. Our 0.5% Home Rule sales tax does not apply to groceries. Sales tax data is confidential but it is estimated that the Village earns around $12,000 from the existing sales tax on groceries. The current budget assumes the passage of a grocery sales tax ordinance as revenue projections have not been lowered due to the impending state exemption. However, the possible $12,000 loss of sales tax revenue does not materially affect the total projected sales tax for FY2026 of $890,000. Further, the potential loss of the $12,000 in grocery sales tax is only 0.3% of total projected revenue for FY2026. The passage or non-passage of an ordinance is not material to the budgeting process. Sales tax on groceries is generally considered a regressive tax because it takes a larger percentage of income from low-income households than from high-income households, as low-income households spend a greater proportion of their income on essential goods like groceries. That being said, both the Speedway Mart and LB Mart are convenience stores which serve as a quick and easy solution for immediate needs. While some purchases may be essential in nature, most are impulse buys. Shortly after the passage of Public Act 103-0781, Governor JB Pritzker wrote an editorial published in the Chicago Tribune in support of the elimination of the grocery tax. The primary focus of the editorial was to claim that state and local governments are much better off than before he took office. While it is true that the local government share of LGDF has jumped from 5.47% of total income tax collections (when Pritzker was elected) to 6.47% this year, it is still a far cry from the 10% share that was put in place when Governor Richard Ogilvie enacted the state income tax in 1969. What Governor Pritzker fails to mention are the numerous unfunded mandates handed down over the years to local government. Page 9 of 30 However, Governor Pritzker’s comments regarding the passage of the Leveling the Playing Field Act, which closed a tax loophole benefitting mostly out-of-state corporations, is true. In the last twelve months the Village has earned $240,000 in local and home rule sales tax from online vendors. This number is expected to increase as more out-of-state corporations fell under its guidelines this year. Conclusion The Village Board has three different choices to follow: (1) pass an ordinance implementing the 1% grocery sales tax locally by October 1, 2025 (2) review the decision periodically and possibly adopt an ordinance in the future, and (3) decide that the Village will not take action regarding the repeal of the grocery sales tax. Staff is looking for direction from the Board. Page 10 of 30  Village of Lake Barrington Request for Proposal To Provide: Managed Information Technology Services 1 Page 11 of 30  Village of Lake Barrington, Illinois Request for Proposal Managed Information Technology Services This Request for Proposal (RFP) is for the purpose of establishing a contract with a qualified consultant to provide Managed Information Technology Services for the Village of Lake Barrington. GENERAL REQUIREMENTS: Proposers are to submit proposals (in person, via US Mail, or by private courier) with one (1) marked Original, and one (1) redacted copy that can be used to comply with the Illinois Freedom of Information Act (FOIA). Please refer to the FOIA statute, 5 ILCS 140/1 et seq., and specifically Section 2 therein, for an explanation of the information that may be redacted. SUBMISSION LOCATION: Village of Lake Barrington Attn: Sharon Peterson 23860 N Old Barrington Rd Lake Barrington, IL 60010 SPeterson@lakebarrington.org SUBMISSION DATE & TIME: May 1, 2025, 4:00 p.m. local time Proposals received after the time specified will not be considered. CONTACT / QUESTIONS: Should the Proposer require additional information about this RFP, please submit questions via email to Village Administrator Sharon Peterson, SPeterson@lakebarrington.org All questions shall be submitted no less than seven (7) days prior to the RFP opening date. CONTENTS: The following sections, including this cover sheet, shall be considered integral to this solicitation. *General Terms and Conditions *Scope of Services *Submittal Requirements *Evaluation Criteria *General Information Sheet *References *Addendum Acknowledgement *Cost Proposal 2 Page 12 of 30 I. GENERAL TERMS AND CONDITIONS 1. NEGOTIATIONS The Village of Lake Barrington reserves the right to negotiate specifications, terms and conditions, which may be appropriate to the accomplishment of the purpose of this Request for Proposal (RFP). This implies that all responses, supplemental information, and other submissions provided by the Proposer during discussions or negotiations will be held by the Village of Lake Barrington as contractually binding. 2. CONFIDENTIALITY RFP’s and the responses thereto are subject to the Illinois Freedom of Information Act. 3. RESERVED RIGHTS The Village of Lake Barrington reserves the right at any time and for any reason, to cancel this RFP or any portion thereof, and to reject any or all proposals. The Village may seek clarification from a respondent at any time, after the submission date, and failure to respond promptly is cause for rejection. 4. INCURRED COSTS The Village of Lake Barrington will not be liable for any costs incurred by respondent in replying to this RFP. 5. AWARD The Village of Lake Barrington reserves the right to award this contract based on the evaluation criteria set forth herein. Award shall be made by the Village of Lake Barrington Board of Trustees to the best qualified and most cost-effective Proposer. 6. ADDITIONAL INFORMATION Should the Proposer require additional information about this RFP, please submit questions via email to Village Administrator Sharon Peterson, Speterson@lakebarrington.org All questions shall be submitted no less than seven (7) days prior to the RFP opening date. ANY and ALL changes to these specifications are valid only if they are included by the written Addendum to all Proposers. No interpretation of the meaning of the plans, specifications or other contract documents will be made orally. Failure of any Proposer to receive any such addendum or interpretation shall not relieve the Proposer from obligation under this RFP as submitted. All addenda so issued shall become part of the RFP documents. Failure to request an interpretation constitutes a waiver to later claim that ambiguities or misunderstandings caused a Proposer to improperly submit a proposal. 7. ADDENDUM ACKNOWLEDGEMENT Any and all changes to the specifications and terms and conditions of this RFP are valid only if they are included by an addendum issued by the Village of Lake Barrington. Proposers shall acknowledge the addenda by signing the enclosed Addendum Acknowledgement form. It is the Proposers responsibility to check for addendums, posted on the website at lakebarrington.org prior to the submittal due date. No notification will be sent when addendums are posted. 8. DISCUSSION OF PROPOSALS AND NEGOTIATION The Village of Lake Barrington may conduct discussions with any Proposer who submits a proposal. During the course of such discussions, the Village shall not disclose any information derived from one proposal to any other Proposer. The Village of Lake Barrington anticipates conducting negotiations with the successful Proposer. Your proposal should indicate any exceptions taken to this. 9. EXCEPTIONS Any and all exceptions taken by Proposer to the terms of this RFP are to be identified in writing and included in the list of submittals. 3 Page 13 of 30 10. CONTRACT TERM The Proposer shall enter into an initial two (2) year contract, with the option to renew for up to three (3) one-year renewals. The contract shall be submitted to the Corporate Authorities of the Village for approval. Final acceptance of the proposal shall only be complete under Corporate Authorities acceptance of a contract executed by the Proposer. It is understood that the proposal will become a part of the official file on this matter. For any year beyond the initial year, this contract is contingent on the appropriation of sufficient funds; no charges shall be assessed for failure of the Village to appropriate funds in future contract years. 11. RESPONSIBILITY & DEFAULT The Proposer shall be required to assume responsibility for all items listed in this RFP. The successful Proposer shall be considered the sole point of contact for purposes of this contract. 12. PAYMENT Payments shall be made in accordance with the Local Government Prompt Payment Act. 13. INTERPRETATION OR CORRECTION OF REQUEST FOR PROPOSALS Proposers shall promptly notify Sharon Peterson, Village Administrator of any ambiguity, inconsistency or error that they may discover upon examination of the RFP. Interpretation, correction and changes to the RFP will be made by addendum. Interpretation, corrections or changes made in any other manner will not be binding. 14. TAXES The Village of Lake Barrington is exempt from paying certain Illinois State taxes. 15. TERMINATION The Village of Lake Barrington reserves the right to terminate this contract, or any part of this contract, upon sixty (60) days’ written notice. In case of such termination, the Proposer shall be entitled to receive payment from the Village for work completed to date in accordance with the terms and conditions of this contract. In the event that this Contract is terminated due to Proposers default, the Village of Lake Barrington shall be entitled to purchase substitute items and/or services elsewhere and charge the Proposer with any or all losses incurred, including attorney’s fees and expenses. 16. INDEPENDENT CONTRACTOR The Contractor is an independent contractor, and no employee or agent of the Contractor shall be deemed for any reason to be an employee or agent of the Village of Lake Barrington. 17. NON-DISCRIMINATION Proposers shall comply with the Illinois Human Rights Act, 775 ILCS 5/1-101 et seq., as amended and any rules and regulations promulgated in accordance therewith, including, but not limited to the Equal Employment Opportunity Clause, Illinois Administrative Code, Title 44, Part 750 (Appendix A), which is incorporated herein by reference. 18. INDEMNITY AND HOLD HARMLESS PROVISIONS To the fullest extent permitted by law, the Proposer hereby agrees to defend, indemnify and hold harmless the Village, its officials, agents, employees and volunteers against all injuries, deaths, losses, damages, claims, patent claims, suits, liabilities, judgments (including deficiencies and interest), costs and expenses which may in any way accrue against the Village, its officials, agents and employees arising in whole or in part or in consequence of the performance of this work by the Proposer, its employees or subcontractors, or which may in any way result therefore, except that arising out of the sole legal cause of the Village, its officials, agents or employees, and pay for all charges of attorneys and all costs and other expenses arising therefore or incurred in connection therewith, and, if any judgment, including any deficiency and interest, shall be rendered against the Village, its officials, agents employees or volunteers, any such action, the Proposer shall, at its own expense, satisfy and discharge same. This indemnity and hold harmless provision shall be applicable to any action or claim under this paragraph, and it shall 4 Page 14 of 30  also include any action of law or equity brought by any party against the Village under federal or state law in an effort to set aside the contract. The Proposer expressly understands and agrees that any performance bond or insurance policies required by this contract or otherwise provided by the Proposer shall in no way limit the responsibility to indemnify, keep, and save harmless and defend the member, its officials, agents, and employees as herein provided. 19. INSURANCE The Proposer shall procure and maintain for the duration of the Contract insurance against claims for personal injuries, bodily injuries, property damage, and errors & omissions which may arise from or in conjunction with the performance of work hereunder by the Proposer, their agents, representatives, employees or subcontractors. The Village of Lake Barrington, its elected and appointed officers, officials, employees, and agents is to be listed as an additional insured on all liability policies. Each liability insurance policy required shall have the Village expressly endorsed onto the policy as a Cancellation Notice Recipient. Should any of the policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions. Insurance is to be placed with insurers with a Best’s rating of no less than A-, VII and licensed to do business in the State of Illinois. The Village, its officials, employees, agents, and volunteers are to be covered as additional insureds as respects: liability arising out of the Proposer’s work, including activities performed by or on behalf of the Proposer; products and completed operations of the Proposer; premises owned, leased or used by the Proposer; or automobiles owned, leased, hired or borrowed by the Proposer. The coverage shall contain no special limitations on the scope of protection afforded to the Village, its officials, employees, agents, and volunteers. The Proposer’s insurance shall contain a Severability of Interests/ Cross Liability clause or language stating that Proposer’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability. If any commercial general liability insurance is being provided under an excess or umbrella liability policy that does not “follow form,” then the Proposer shall be required to name the Village, its officials, employees, agents and volunteers as additional insureds on these excess or umbrella liability policies. All general liability policies shall be provided on an occurrence policy form. Claims-made general liability policies will not be accepted. The Proposer shall maintain limits no less than: 1. Commercial General Liability with coverage written on an “occurrence” basis and with limits no less than: a) General Aggregate: $2,000,000 b) Bodily Injury, Personal Injury & Property Damage: $1,000,000 per occurrence combined single limit Coverage’s shall include: - Premises Operations - Products/Completed Operations (to be maintained for five years following Final Payment) - Independent Contractors - Blanket Contractual Liability - ISO Additional Insured Endorsement CG2010 or equivalent shall be provided and include ongoing and completed operations. 2. Workers’ Compensation and Employer’s Liability The insurer shall agree to waive all rights of subrogation against the member, its officials, agents, employees and volunteers for losses arising from work performed by Contractor for the municipality. a) Workers’ Compensation: Statutory limits; 5 Page 15 of 30  b) Employer’s Liability with limits not less than: $500,000 per occurrence $500,000 each accident – policy limit $500,000 each disease – policy limit $500,000 disease – each employee Such insurance shall evidence that coverage applies to the State of Illinois and contain an “all States” endorsement. 3. Professional Liability Insurance. a) Limits not less than $1,000,000 each claim with respect to negligent acts, errors and omissions in connection with the professional services to be provided under the contract, with a deductible not- to-exceed $50,000 without prior approval. b) If the policy is written on a claims-made form, the retroactive date must be equal to or preceding the effective date of the contract. In the event the policy is cancelled, non-renewed or switched to an occurrence form, the Contractor shall be required to purchase supplemental extending reporting period coverage for a period of not less than three (3) years. Professional liability insurance that provides indemnification and defense for injury or damage arising out of acts, errors, or omissions. 4. CYBER Insurance - The Proposer shall offer to the Village, whether included as part of Proposer’s proposal or at a separate cost, separate coverage in the amount of $1,000,000 for any losses, costs, claims, or expenses incurred by the Village resulting from any cyber crime(s) and/or other unauthorized intrusion(s) which may harm and/or compromise the security function(s) or reliability of any hardware, software, and/or the storage of data of the Village or of third parties. If such cyber insurance has any separate cost or separate deductible, that should be clearly stated. 5. Verification of Coverage: The Proposer shall furnish the Village with certificates of insurance naming the Village, its elected and appointed officers, officials, agents, employees, and volunteers as additional insureds, and with original endorsements affecting coverage required by this clause. Certificates and endorsements for each insurance policy shall be signed by a person authorized by that insured to buying coverage on its behalf. The additional insured endorsements will be on Insurance Service Office (ISO) forms: CG 2010 or CG 2026. The Village reserves the right to request fully certified copies of insurance policies and endorsements. Any hard copies of said Notices and Certificates shall be provided to: Village of Lake Barrington 23860 N Old Barrington Rd Lake Barrington, IL 60010 20. ASSIGNMENT The Proposer may not reassign any award made, as the result of this RFP, without prior written consent from the Village of Lake Barrington. 21. JURISDICTION, VENUE, CHOICE OF LAW This RFP and any contract resulting there from shall be governed by and construed according to the laws of the State of Illinois. Jurisdiction and venue shall be exclusively found in the 19th Judicial Circuit Court, State of Illinois. 22. CHANGE IN STATUS The Proposer shall notify the Village of Lake Barrington immediately of any change in its status resulting from any of the following: (a) Proposer is acquired by another party; (b) Proposer becomes insolvent; (c) Proposer, voluntary or by operation law, becomes subject to the provisions of any chapter of the Bankruptcy Act; (d) Proposer ceases to conduct its operations in normal course of business. The Village of Lake Barrington shall have the option to terminate its Agreement with the Proposer immediately on written notice based on any such change in status. 6 Page 16 of 30  23. OUT OF POCKET EXPENSES All out-of-pocket expenses paid by the Proposer during the project will be incurred solely at the Proposers’ expense. II. SCOPE OF SERVICES 1. INTENT It is the intent of the Village of Lake Barrington “Village” to enter into a contract with a qualified consultant to provide Managed Information Technology “IT” Services. 2. BACKGROUND The Village is a home rule community of 5,100 residents and 181 businesses in the Lake Barrington Business and Industrial Park (“Business Park”). The Village has a full-time staff of 4 people and contracts out for police protection, road maintenance and snow removal. While there is an enterprise water/sewer fund solely for the purpose of providing water and sewer for businesses in the business park, all individual residencies have private well and septic systems. Additional information about the Village is available on the Village’s website: lakebarrington.org 3. CURRENT IT ENVIRONMENT The most recent IT managed services contract started in 2019. Since that time, the Village has been in partnership with a technology consulting firm for the management of network and hardware support. While most software subscriptions are renewed and managed through the technology consulting firm, some agreements are handled directly by Village Staff. Phone support services are contracted with RingCentral. Currently, the Village Administrator oversees the Village’s IT services. A. Village of Lake Barrington Location 1. Village Hall – 23860 N Old Barrington Road, Lake Barrington, IL 60010 B. System/Data Overview 1. Approximately 8 user workstations running Windows 10/11. 2. Microsoft 365 for access to Microsoft Office Suite Licensing (Word, PowerPoint, Excel). Google as the primary work platform. 3. SonicWall Firewall for web filtering and intrusion detection and prevention services. Email security is managed through Google Cloud Services. C. Hardware Overview 1. Village owned network equipment is included in this RFP as Appendix A. D. Outside Services Overview The IT consulting firm helps design, implement, and maintain IT infrastructure to improve efficiency, manage cost, and minimize security risks. Their expertise is leveraged to understand the Village’s business operations and carefully consider our technology goals and budget, to then recommend solutions and assist with implementation as appropriate. 4. SCOPE OF WORK The vendor’s scope of work shall include the following: A. General IT Support 7 Page 17 of 30  1. Manage and provide IT support functions including installing and troubleshooting personal computers (PCs), laptops, tablets, mobile data computers, printers and other office hardware and software. 2. Provide on-site services at a minimum of 8 hours per month and 24/7 on call technical support. 3. Maintain the security and functionality of network systems including associated Wi-Fi networks. 4. Make recommendations and assist with the annual IT budgets and capital improvement plans that balance cost effectiveness and enhanced capabilities. 5. Assist with the basic purchasing functions of IT hardware/software, including obtaining quotes. 6. Diagnose and correct application problems, configure laptops and desktops with standard and specialized applications, identify and correct end user hardware problems and perform basic diagnostics to advance troubleshooting. 7. Ensure data integrity, network access and preserve assets through performing regular disaster recovery and back-up procedures. 8. Identify and implement solutions to support specific needs of user groups. 9. Provide technical support/consulting on specialized technology. 10. Oversee copy machine services in that the copy machine is the printer for all staff and must be connected to the network. 11. Provide expert advice/consultation to general staff on technology related items including cost effective solutions, impact to existing infrastructure, alternative solutions. 12. Keep abreast, inform and advise of new technology to simplify, improve, or make more cost effective the delivery of information services. B. Email and System Security 1. Proactively monitor system operation to prevent failures and network breaches. 2. Maintain cloud-based email system to ensure email functionality and manage user accounts. 3. Maintain a secure environment for mobile devices with external access to the email system and configure firewalls for internal and remote access in a secure environment. C. Strategic Planning 1. Provide regular replacement schedules for network equipment including workstations, switches, servers, storage systems and other hardware. 2. Analyze and offer technical recommendations for improving technology. 3. Develop and manage a three-to-five-year technology roadmap to align technological solutions with the goals of the Village. D. Confidentiality 1. The vendor will have access to sensitive or restricted information and materials. The vendor to whom an agreement is awarded shall have proposed technicians and supervisors undergo a criminal and employment background check (at its sole expense) before those employees are allowed access to Village facilities or information technology systems. E. Other Duties 1. Provides assistance and support with technological projects as directed by the Village Administrator 5. TRANSITION To prevent disruption of Village IT operations should a new vendor be selected, a transition period will be arranged for the new vendor to familiarize themselves with Village IT operations, ensuring continuity and effective handover of responsibilities. 8 Page 18 of 30  6. PRELIMINARY SELECTION SCHEDULE Action Item Proposed Schedule* Issue RFP April 9, 2025 Deadline for submission of questions April 24, 2025 RFP Responses Due May 1, 2025 Vendor Presentations (as necessary) May 5 – 6 , 2025 Recommendation to Committee of the Whole June 2, 2025 Award by Village Board July 1, 2025 III. SUBMITTAL REQUIREMENTS Proposals should be prepared as simple as possible and provide a straightforward, concise description of the proposed products and services to satisfy the requirements of the RFP. Attention should be given to accuracy, completeness, relevance and clarity of content. The proposal should be organized into the following major sections: A. Executive Summary B. Company Background C. Qualifications & Experience D. Specific Program Approach E. Compensation Structure F. Exceptions to the RFP G. References H. Sample Agreement I. Attachments A. Executive Summary Provide a brief summary, which describes and highlights the Proposer’s experience, qualifications, and expertise and why your team would be the best choice for the Village. B. Company Background In this section provide information about the firm so that the Village of Lake Barrington can evaluate the Proposer’s stability and ability to support the commitments set forth in the response to this RFP. Information in this section should contain the following information in addition to Attachment 1 - General Information Sheet, included as an exhibit to this RFP: A. Firm name and location of the corporate headquarters and of the nearest office to Lake Barrington. B. The number of years the firm has been in business. C. Identify if the firm serves other industries. D. Describe any other business affiliations (e.g., subsidiaries, joint ventures, partnerships, etc.). C. Qualifications & Experience A. Provide a summary of the firm’s general qualifications including examples of similar public sector experience, preferably some experience with municipalities of similar size. B. Provide an overview of the account team that would be assigned to the Village. For each member of the team, provide highlights outlining qualifications and experience. Provide a summary of roles and distribution of responsibilities. 9 Page 19 of 30 D. Specific Program Approach Provide a detailed program approach related to the scope of work, including the following information: A. Describe your approach to assessing our current IT infrastructure and needs. B. Describe how you propose transitioning our account to your firm. Please provide a transition schedule with your submittal. C. What steps do you take to tailor your services to meet our specific organizational goals and challenges? D. How do you handle routine maintenance and updates to ensure optimal performance and security? E. What measures do you have in place for proactive problem management to prevent recurring issues? F. How do you stay updated with the latest security threats and implement mitigation measures? G. How do you communicate with clients regarding ongoing issues, updates, and service status? H. What types of reports do you provide to clients to track IT performance and service metrics? I. Describe the typical response time for resolving IT issues? J. How do you assess the effectiveness of your IT services and measure client satisfaction? K. What processes do you have in place for continuous improvement and adapting to evolving technological needs? L. How do you manage relationships with third-party vendors and service providers on behalf of your clients? E. Compensation Structure The cost proposal shall be based on a two-year agreement, June 2, 2025 – June 2, 2027. Pricing shall be all inclusive of all travel costs or other fees for providing on-site and off-site work. Alternative pricing options will be considered as long as the options are adequately explained. F. Exceptions to the RFP All requested information is required to be submitted together with this RFP and any supplemental information submitted will assist in forming a basis for a contract with the selected contractor. Proposers may take exception to certain requirements in this RFP. All exceptions shall be clearly identified in this section and the written explanation shall include the scope of the exceptions, the ramifications of the exceptions for the Village of Lake Barrington and descriptions of the advantages or disadvantages to the Village as a result of the exception. The Village of Lake Barrington, at its sole discretion, may reject any exceptions or specifications within the proposal. G. References The Village of Lake Barrington considers references to be an important factor in its decision to award a contract. Proposers should supply references that will be available to speak with the Village of Lake Barrington. Three references should be provided for similar types of work completed in the past five years. Please complete Attachment 2 – References. H. Sample Agreement Required to be submitted together with this RFP is a proposed agreement between the Proposer and the Village that would become part of the contract documents upon contract award. I. Attachments The following is a checklist of required submittal attachments: Submittal Checklist Item Submitted Attachment 1 – General Information Sheet Attachment 2 - References 10 Page 20 of 30  Attachment 3 – Addendum Acknowledgement Attachment 4 – Cost Proposal IV. EVALUATION CRITERIA The Village of Lake Barrington will conduct a comprehensive, fair, and impartial evaluation of proposals received in response to this procurement effort. All proposals will be evaluated based on the best qualified and most cost- effective Proposer. Evaluation Organization An Evaluation Committee will be established to score and evaluate the submitted proposals. The Evaluation Committee will consist of various stakeholders from the Village of Lake Barrington who have experience with these services. The Committee will be responsible for the proposal evaluation (including reference checks). Evaluation of the Proposals The Village of Lake Barrington will evaluate the Proposer’s response and the extent to which it meets the requirements delineated in this RFP. All proposals submitted in response to this RFP will be scored based on the evaluation factors identified: A. General Firm Qualifications B. Program Approach C. Municipal Client References D. Cost proposal Short List The evaluation factors will be used to assist the evaluation committee in determining a short list. Proposers will be notified by the Village of Lake Barrington if they have been selected for the short list. Please note, the Village reserves the right to not short list any and all Proposers if it is not in the best interest of the Village. Interview The Village of Lake Barrington reserves the right, as part of the evaluation process, to ask for additional materials, interviews, or schedule site visits to any locations serviced by Proposers. Site visits may be scheduled or unscheduled as determined by the Village. If applicable, the Village shall contact Proposers to arrange an interview. Additional Investigations The Village of Lake Barrington reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any firm by submitting a proposal. 11 Page 21 of 30  Appendix A: The additional network equipment the Village of Lake Barrington has onsite (including a firewall): • A 24 port HP Aruba switch; • A UniFi access point providing wireless connectivity; • Two Ubiquiti Radio devices that are used to connect the camera at the front of the Village to the wireless network. 12 Page 22 of 30  GENERAL INFORMATION SHEET – ATTACHMENT 1 AUTHORIZED NEGOTIATORS: Name: ____________________________ Phone #___________________ Email Address: _________________ Name: ____________________________ Phone #___________________ Email Address: _________________ BUSINESS ORGANIZATION: (check one only) ____ Sole Proprietor: An individual whose signature is affixed to this proposal. ____ Partnership: State full names, titles, and addresses of all responsible principals and/or partners on the attached sheet. ____ Corporation: State of incorporation: __________________________ ____ Non-profit Corporation ____ 501c3-- U.S. Internal Revenue Code By signing this proposal document, the proposer hereby certifies that it is not barred from responding to this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code of 1961, as amended. ___________________________________ Business Name ___________________________________ ____________________________________ Signature Print or Type Name __________________________________ ____________________________________ Title Date 13 Page 23 of 30  REFERENCES – ATTACHMENT 2 List below other similar size clients for who you have provided similar services. Agency Name: _________________________________________________ Address _________________________________________________ City, State, Zip Code _________________________________________________ Telephone Number _________________________________________________ E-Mail _________________________________________________ Contact Person _________________________________________________ Dates of Service _________________________________________________ Services Provided _________________________________________________ Agency Name: _________________________________________________ Address _________________________________________________ City, State, Zip Code _________________________________________________ Telephone Number _________________________________________________ E-Mail _________________________________________________ Contact Person _________________________________________________ Dates of Service _________________________________________________ Services Provided _________________________________________________ Agency Name: _________________________________________________ Address _________________________________________________ City, State, Zip Code _________________________________________________ Telephone Number _________________________________________________ E-Mail _________________________________________________ Contact Person _________________________________________________ Dates of Service _________________________________________________ Services Provided _________________________________________________ 14 Page 24 of 30  ADDENDUM ACKNOWLEDGEMENT – ATTACHMENT 3 The undersigned acknowledges receipt of the following addendum(s): ADDENDUM # SIGNATURE I have examined and carefully prepared the submittal documentation in detail before submitting my response to the Village of Lake Barrington. Company Name: Authorized Representative: Signature Authorized Representative: Print Date: It is the Proposer’s responsibility to check for addendums, posted on the website at www.lakebarrington.org prior to the submittal due date. No notification will be sent when addendums are posted. Submittals that do not acknowledge addendums may be rejected. All responses are to be submitted in a sealed envelope. Envelopes are to be clearly marked with required submittal information. 15 Page 25 of 30  COST PROPOSAL– ATTACHMENT 4 The cost proposal shall include a monthly flat fee for IT Managed Services. The proposer shall consider all costs (labor, overhead, administration, profit, travel, etc.) associated with providing the scope of services listed in this RFP. Any hourly rates for services that are not included in the monthly flat fee shall be provided. Managed IT Service COST On-boarding & Implementation Services $________________________/One Time Fee Fixed Monthly Fee* $________________________ Rate Increase as of July 1, 2027 _____________% Rate Increase as of July 1, 2028 _____________% Rate Increase as of July 1, 2029 _____________% *Please provide on a separate sheet of paper the scope of services included in the monthly fee as well as services not included. Please delineate below rates for any additional services outside the fixed monthly fee and rates charged. ADDITIONAL SERVICES HOURLY RATE 16 Page 26 of 30 3/20/25, 8:28 AM Village of Lake Barrington Mail - LBCPD Splash Pad Project Sharon Peterson <speterson@lakebarrington.org> LBCPD Splash Pad Project 2 messages Wed, Mar 19, 2025 at 3:44 Lake Barrington Countryside Park District <lakebarringtoncparkdistrict@gmail.com> PM To: Sharon Peterson <speterson@lakebarrington.org> TO: Sharon Peterson, Lake Barrington Village Manager FROM: Lake Barrington Countryside Park District RE: Splash Pad Project- waive/reduce permit fees DATE: March 18, 2025 On behalf of the Lake Barrington Countryside Park District, we would like to request that the Village of Lake Barrington waive or reduce the permit fees associated with the upcoming Splash Pad renovation, scheduled to start this spring 2025. The fees are attached. Let us know if you need a representative to attend your next work session or board meeting. Sincerely, Theresa Tevsh LBCPD Commissioner-President VillageofLakeBarringtonPermit.pdf 1562K speterson@lakebarrington.org <speterson@lakebarrington.org> Wed, Mar 19, 2025 at 2:32 PM To: District Lake Barrington Countryside Park <lakebarringtoncparkdistrict@gmail.com> Thanks Theresa! Sharon Sharon Peterson Village Administrator Village of Lake Barrington 23860 Old Barrington Rd. Lake Barrington, IL 60010 847-842-6080 www.lakebarrington.org On Mar 19, 2025, at 1:47 PM, Lake Barrington Countryside Park District <lakebarringtoncparkdistrict@ gmail.com> wrote: Page 27 of 1/2 https://mail.google.com/mail/u/0/?ik=540296f954&view=pt&search=all&permthid=thread-f:1827049355553330660&simpl=msg-f:182704935555333066… 30 3/20/25, 8:28 AM Village of Lake Barrington Mail - LBCPD Splash Pad Project [Quoted text hidden] <VillageofLakeBarringtonPermit.pdf> Page 28 of 2/2 30 https://mail.google.com/mail/u/0/?ik=540296f954&view=pt&search=all&permthid=thread-f:1827049355553330660&simpl=msg-f:182704935555333066…  rec'd 2/25/25 Vlg of Lake Barrington need CL's other 13 15 100 028 other 1538 2/26/26 847 875-4301 ------------------ 1546 3/13/26 1551 3/14/26 990.25 1,250.00 6 x $85.00 510.00 200.00 Deposit rec'd -(1,050.00) 1,900.25 Consideration to Reduce/Waive Permit Fees-Per Sharon P April 2025 Board Meeting ------------- 2,95025 6 3/17/2025 9790-24-03 Page 29 of 30 Landscaper 1550 Landscape Construction Corporation 8713 N Solon Rd, Richmond, IL 60071 (815) 675-0900 3/13/26 Page 30 of 30