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HomeMy WebLinkAbout09-50 Resolution No. 09-50 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH EDAW, INC. FOR PHASE I OF THE ELGIN SUSTAINABLE CITY MASTER PLAN BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Olufemi Folarin,City Manager,and Diane Robertson,City Clerk,be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with EDAW,Inc. for Phase I of the Elgin Sustainable City Master Plan, a copy of which is attached hereto and made a part hereof by reference. s/ Ed Schock Ed Schock, Mayor Presented: March 4, 2009 Adopted: March 4, 2009 Omnibus Vote: Yeas: 5 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk it 2-16-09 AGREEMENT THIS AGREEMENT is made and entered into as of the 25th day of February,2009,by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and EDAW Inc.,an AECOM Company,a corporation organized and existing under the laws of the State of California , and authorized to do business in the State of Illinois (hereinafter referred to as "CONSULTANT"). WHEREAS,the CITY desires to engage the CONSULTANT to furnish certain professional services in connection with the Eljzin Sustainable City Master Plan, Phase I (hereinafter referred to as the PROJECT); and WHEREAS,the CONSULTANT represents that he is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW,THEREFORE,it is hereby agreed by and between the CITY and the CONSULTANT that the CITY does hereby retain the CONSULTANT for and in consideration of the mutual promises and covenants contained herein,the sufficiency of which is hereby acknowledged to act for and represent it in the matters involved in the PROJECT as described herein, subject to the following terms and conditions and stipulations, to-wit: 1. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Director of Public Works of the CITY, herein after referred to as the "DIRECTOR". B. The CONSULTANT shall perform the services for Phase I of the Project as outlined in Consultant's proposal to the CITY dated January 28, 2009, consisting of six (6) pages, attached hereto and incorporated herein as Attachment A. 2. PROGRESS REPORTS A. An outline project milestone schedule is provided hereinunder. B. A detailed project schedule for the Project is included as Attachment B, attached hereto. Progress will be recorded on the project schedule and submitted monthly as a component of the Status Report described in C below. C. The CONSULTANT will submit to the DIRECTOR monthly a status report keyed to the project schedule. A brief narrative will be provided identifying progress,findings and outstanding issues. 3. WORK PRODUCTS All work products prepared by the CONSULTANT pursuant hereto including, but not limited to, reports, designs, calculations, work drawings, studies, photographs, models and recommendations shall be the property of the CITY upon a full payment of the amounts due CONSULTANT hereunder and shall be delivered to the CITY upon request of the DIRECTOR provided, however, that the CONSULTANT may retain copies of such work products for its records. Such work products are not intended or represented to be suitable for reuse by the CITY on any extension to the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY without liability or legal exposure to the CONSULTANT. 4. PAYMENTS TO THE CONSULTANT (Not To Exceed Method) A. For services provided the CONSULTANT shall be paid at the rate of 3.5 times the direct hourly rate of personnel employed on this PROJECT, with the total fee and expenses not to exceed $100,000 regardless of the actual costs incurred by the CONSULTANT unless substantial modifications to the scope of the work and amendments to the maximum payment provided for herein are mutually agreed on and executed in writing by both Parties. B. Termination by Consultant for Non-payment: CONSULTANT has the right to terminate for default by the CITY upon written notice to the CITY.Default includes but is not limited to non-payment by the CITY over 60-days without cause or material breach of contract. C. For outside services provided by other firms or subconsultants, the CITY shall pay the CONSULTANT the invoiced fee to the CONSULTANT. The fees of any such other firms or subconsultants and any other reimburseable costs incurred in connection with the PROJECT by the CONSULTANT shall be included in the total not-to-exceed fee of$100,000 referred to above. D. The CITY shall make periodic payments to the CONSULTANT based upon actual progress within 30 days after receipt and approval of invoice. Full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. 5. INVOICES A. The CONSULTANT shall submit invoices in a format approved by the CITY. Progress reports (2C above) will be included with all payment requests. B. The CONSULTANT shall maintain records showing actual time devoted and cost incurred. The CONSULTANT shall permit the authorized representative of the CITY to inspect and audit all data and records of the CONSULTANT for work done under this Agreement. The CONSULTANT shall make these records available at reasonable times during the Agreement period,and for a year after termination of this Agreement. 6. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, theCITY may terminate this Agreement at any time upon fifteen(15)days prior written notice to the CONSULTANT.In the event that this Agreement is so terminated, the CONSULTANT shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not exceed the task amounts set forth under Paragraph 4 above. 7. TERM This Agreement shall become effective as of the date the CONSULTANT is given a notice to proceed and,unless terminated for cause or pursuant to Article 5,shall be deemed concluded on the date the CITY determines that all of the Consultant's work under this Agreement is completed. A determination of completion shall not constitute a waiver of any rights or - 2 - t claims which the CITY may have or thereafter acquire with respect to any term or provision of the Agreement. 8. NOTICE OF CLAIM If the CONSULTANT wishes to make a claim for additional compensation as a result of action taken by the CITY, the CONSULTANT shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the Consultant's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the CONSULTANT. Regardless of the decision of the Director relative to a claim submitted by the CONSULTANT,all work required under this Agreement as determined by the Director shall proceed without interruption. 9. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party, by reason of any default, fails within fifteen (15) days after notice thereof by the other party to comply with the conditions of the Agreement, the other party.may terminate this Agreement. 10. INDEMNIFICATION To the fullest extent permitted by law, CONSULTANT agrees to and shall indemnify and hold harmless the CITY, its officers,employees, boards and commissions from and against any and all claims,suits,judgments,costs, reasonable attorneys fees,damages or other relief, including but not limited to workers compensation claims, resulting from or arising out of negligent actions or omissions of the CONSULTANT in connection herewith, including negligence or omissions of employees or agents of the CONSULTANT arising in the performance of this Agreement. In the event of any action against the CITY, its officers, employees, boards or commissions, covered by the foregoing duty to indemnify and hold harmless such action shall be defended by legal counsel of the CITY's choosing, the reasonable fees and costs for same to be paid by the CONSULTANT. The provisions of this paragraph shall survive any expiration, completion and/or termination of this Agreement. 11. NO PERSONAL LIABILITY No official, director, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. 12. INSURANCE A. Comprehensive Liability. The CONSULTANT shall provide,pay for and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. The CONSULTANT shall deliver to the DIRECTOR a Certification of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty (30) days prior written notice to the DIRECTOR. - 3 - r Such Certificate of Insurance shall include, but not be limited to, coverage for the obligations assumed by CONSULTANT pursuant to Article 10 herein entitled "Indemnification." This insurance shall apply as primary insurance with respect to any other insurance or self-insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance, alternatively, if the insurance states that it is excess or prorated, it shall be endorsed to be primary with respect to the CITY. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned,non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of $1,000,000 per occurrence subject to a $1,000,000 aggregate. D. Professional Liability. The CONSULTANT shall carry Consultants Professional Liability Insurance Covering claims resulting from error,omissions or negligent acts with a combined single limit of not less than $1,000,000 per claim. A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty(30)days prior written notice to the DIRECTOR. 13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES, PROCEDURES AND SAFETY The CONSULTANT shall not have control over or charge of and shall not be responsible for I onstriction means,methods,techniques,sequences or procedures,or for safety precautions and programs in connection with the constriction,unless specifically identified in the Scope of Services. 14. NONDISCRIMINATION In all hiring or employment made possible or resulting from this Agreement,there shall be no discrimination against any employee or applicant for employment because of sex, age,race, color,creed, national origin, marital status,of the presence of any sensory,mental or physical handicap, unless based upon a bona fide occupational qualification, and this requirement shall apply to, but not be limited to, the following: employment advertising, layoff or termination,rates of pay or other forms of compensation and selection for training,including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory, mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY. - 4 - 15. ASSIGNMENT AND SUCCESSORS This Agreement and each and every portion thereof shall be binding upon the successors and the assigns of the parties hereto; provided, however, that no assignment shall be made without the prior written consent of the CITY. 16. DELEGATIONS AND SUBCONTRACTORS Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and other provisions of this Agreement and the CONSULTANT shall remain liable to the CITY with respect to each and every item,condition and other provision hereof to the same extent that the CONSULTANT would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. Any proposed subcontractor shall require the CITY's advanced written approval. 17. NO CO-PARTNERSHIP OR AGENCY This Agreement shall not be construed so as to create a partnership, joint venture, employment or other agency relationship between the parties hereto. 18. SEVERABILITY The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. 19. HEADINGS The headings of the several paragraphs of this Agreement are inserted only as a matter of convenience and for reference and in no way are they intended to define,limit or describe the scope of intent of any provision of this Agreement, nor shall they be construed to affect in any manner the terms and provisions hereof or the interpretation or construction thereof. 20. MODIFICATION OR AMENDMENT This Agreement and its attachments constitutes the entire Agreement of the parties on the subject matter hereof and may not be changed, modified, discharged or extended except by written amendment duly executed by the parties. Each party agrees that no representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. 21. APPLICABLE LAW This Agreement shall be deemed to have been made in,and shall be construed in accordance with the laws of the State of Illinois. Venue for the resolution of any disputes or the enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane County, Illinois. 22. NEWS RELEASES The CONSULTANT may not issue any news releases related to this Agreement, without prior approval from the DIRECTOR, nor will the CONSULTANT make public proposals - 5 - r developed under this Agreement without prior written approval from the DIRECTOR prior to said documentation becoming matters of public record. 23. COOPERATION WITH OTHER CONSULTANTS The CONSULTANT shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. 24. INTERFERENCE WITH PUBLIC CONTRACTING The CONSULTANT certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging. 25. SEXUAL HARASSMENT As a condition of this contract, the CONSULTANT shall have written sexual harassment policies that include, at a minimum, the following information: A. the illegality of sexual harassment; B. the definition of sexual harassment under state law; C. a description of sexual harassment, utilizing examples; D. the vendor's internal complaint process including penalties; E. the legal recourse,investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; F. directions on how to contact the department and commission; G. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies shall be provided by CONSULTANT to the Department of Human Rights upon request 775 ILCS 5/2-105. 26. WRITTEN COMMUNICATIONS All recommendations and other communications by the CONSULTANT to the DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The DIRECTOR may also require other recommendations and communications by the CONSULTANT be made or confirmed in writing. 27. NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: A. As to CITY: David L. Lawry, P.E. General Services Group Director City of Elgin - 6 - 150 Dexter Court Elgin, Illinois 60120-5555 B. As to CONSULTANT: Greg Weykamp, Principal EDAW, Inc. 303 E. Wacker Drive, Suite 650 Chicago, Illinois 60601 28. STANDARD OF CARE CONSULTANT represents that it will perform its services under this Agreement in conformance with the care and skill ordinarily exercised by similar members of the profession practicing under similar conditions at the same time in the same or similar locality. No other warranty of any kind,expressed or implied,at common law or created by statute,is extended, made, or intended by the rendition of consulting services or by furnishing oral or written reports of the findings made. 29. COMPLIANCE WITH LAWS Notwithstanding any other provision of this AGREEMENT it is expressly agreed and understood that in connection with the performance of this AGREEMENT that the CONSULTANT shall comply with all applicable Federal,State,City and other requirements of law,including,but not limited to,any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees. Without limiting the foregoing, CONSULTANT hereby certifies, represents and warrants to the CITY that all CONSULTANT'S employees and/or agents who will be providing products and/or services with respect to this AGREEMENT shall be legal residents of the United States. CONSULTANT shall also'at its expense secure 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, and/or the products and/or services to be provided for in this AGREEMENT. The CITY shall have the right to audit any records in the possession or control of the CONSULTANT to determine CONSULTANT'S compliance with the provisions of this section. In the event the CITY proceeds with such an audit the CONSULTANT shall make available to the CITY the CONSULTANT'S relevant records at no cost to the CITY. IN WITNESS WHEREOF,the parties hereto have entered into and executed this agreement effective as of the date and year first written above. FOR THE CITY: FOR C LTANT: i By By City Mana of Attest: City Clerk F:U_egal Dept\AgreemenAEDAW - 7 - v lNgWHDVIIV EDAM/ AECOM EDAW Inc 303 East Wacker Drive,Suite 650, Chicago, IL 60601 T 312.373.6501 www.edaw_com David L. Lawry, P.E. General Services Group Director City of Elgin 150 Dexter Ct. Elgin, Illinois 60120 January 28, 2009 Dear Mr. Lawry: In accordance with your request, we have refined our prior proposal to address a recommended Phase I of work to launch the project while funding for future phases is pending. Phase I is anticipated to span five months, from approximately February through June 2009. Please note that this proposal focuses on only Phase I of work; we anticipate tailoring future tasks from our initial scope of work in spring 2009, when we provide recommendation for Phase 2. The scope for Phase I focuses on establishing a sustainability baseline for the City, resulting in preliminary technical findings in several topical areas by the end of Phase I. It includes the tasks required for the ComEd Community Challenge, which provide an opportunity to leverage potential funding based on the plan's anticipated energy reduction potential. With a focus on initiating research, establishing baselines, and taking early action on key efforts, we will begin Phase I by analyzing all relevant existing municipal policies and procedures and providing recommendation on improving these tools so they encourage sustainable development as the preferred alternative. This strategy allows the project team to focus on the community's opportunities to advance a sustainability agenda, involving the public when we have done background analysis and determined preliminary findings to discuss with the community. Rather than skim the surface with all topics to be addressed in the Sustainable City Master Plan, we will delve into the transportation, urban development, and energy sections. We view transportation and land use as having the most significant and long-term impacts on the character of the community, and our prioritization of these topics will help the City be poised to implement effective strategies in preparation for economic and development recovery. We will provide an energy code review, analysis of energy consumption by sector, and recommendation for increasing energy efficiency. Also, we will launch the evaluation of key demographic and economic factors during Phase I to provide background information and context on the study area. The community input process will be limited to Steering Committee meetings and key stakeholder interviews; however, we will set the stage to initiate an effective public participation process that involves topical subcommittees, an internet forum, and public workshops immediately upon launch of Phase 2. We believe that giving significant attention to the technical aspects of the project will not only facilitate more meaningful citizen participation, but will also provide a strong argument for obtaining funds to complement this scope of work. A-4 kcA jn We look forward to further discussing how this proposal can help the City of Elgin achieve its vision as a sustainable city. Please feel free to contact me if you have any questions or require any further information. Yours sincerely, (� A/7&wr Greg Weykamp, ASLA, LEED AP Principal Attachments EDA%N I AECOM Scope of Services TASK 1: BACKGROUND RESEARCH Task 1a: Policy, Plans, and Programs Review and Analysis (All relevant items) We will review Elgin's existing policies, plans, and programs to determine their effectiveness at guiding sustainable development and to identify obstacles to smarter development that may exist. We will review documents including the Zoning Code and Map, Comprehensive Plan, Subdivision Ordinance, Stormwater Management policies, Energy Code, Plumbing Code, Transportation Plan, Bicycle Plan, Solid Waste plans, and other pertinent City and County policies, to evaluate them in the context of all components of the Master Plan. Based on our findings,we will provide a report identifying aspects of the codes that should be considered for revision, as well as key elements of the codes that are especially effective. We will provide recommendations for revising the existing obstacles to sustainable development,to ensure that the requirements both encourage the desired outcome and are straightforward and predictable. Task 1b: Key Demographic and Economic Factors ERA will produce a short policy piece that summarizes key demographic and economic factors that will influence future development in Elgin.The piece will focus on policy-level ideas and will be applied as part of the initial community involvement effort. Deliverables: • Sustainability Analysis of key Policies, Plans, and Programs—draft for review and comment(final draft to be incorporated into final report) • Brief policy report summarizing key factors influencing development TASK 2: STAKEHOLDER/COMMUNITY OUTREACH The Master Plan must incorporate input from a broad range of stakeholders and balance the desires and goals of the community with the realities of economic development, impact to businesses, and the ability of the City of Elgin to implement the plan. In order to ensure representation of the entire community, we will meet with a range of stakeholders, including City staff, community leaders, business and property owners, residents, and other stakeholders.The following strategy is recommended for Phase I of this alternative, which places primary attention on this aspect of the project. Task 2.1: Steering Committee We will meet monthly with a Steering Committee comprised of representatives of city staff, community leaders, business owners, and other key stakeholders.The role of the Steering Committee is to provide guidance and direction throughout the project, including reviewing and commenting on draft work products and assisting with publicity strategies for the community meetings.All project communications, decisions, and directives shall be coordinated by a single point of contact with the City of Elgin, Dave Lawry or his designate. This scope includes one (1) Project Kick-Off meeting and three(3) monthly coordination meetings. We anticipate that the monthly Steering Committee Meetings will be two hours each, at the City of Elgin, and attended by the EDAW project leadership team (Weykamp, Kokola, and Wordlaw). Additional Monthly Coordination meetings shall be provided on an hourly basis. We recommend launching the project using CNT's Transopoly®Public Participation Process to give the Steering Committee and additional key participants (up to 40 total) an opportunity to frame sustainable infrastructure priorities.Transopoly is a "board game"where the board is a map of a specific region or neighborhood. We recommend using two versions of Transopoly in the Elgin planning process; the on-line option will be available to all Elgin stakeholders. • Neighborhood Transopoly®: Neighborhood Transopoly is a visualization tool that engages diverse groups of stakeholders to suggest priorities for long-term transportation investments, based on group consensus and fiscal constraint. Under the direction of trained facilitators, each team is given an infrastructure budget that they allocate to different uses(roads, bridges, bike paths, transit, pedestrian access, etc)to accomplish sustainable quality of life purposes such as safety, economic development and improved access. • e-Transopoly@: e-Transopoly is an on-line version of the Transopoly game that permits an unlimited number of participants to participate at minimal cost. Results of e-Transopoly sessions can be aggregated as survey data and used to supplement the consensus choices of the Neighborhood Transopoly teams. EDAW I AECOM Deliverables: • Attendance/facilitation of four(4)total coordination meetings • Neighborhood Transopoly®Report:A report of the results from each Neighborhood Transopoly meeting to the city for dissemination to attendees and others. • e-Transopoly®Report:A report of the survey data from e-Transopoly Task 2.2: Stakeholder Interviews We will perform a two-day series of stakeholder meetings, scheduled and organized to work efficiently with specific groups including city agencies, municipal departments, and community organizations such as the Chamber of Commerce. Concurrent with scheduled meetings with specific stakeholders will be a community open house,whereby any member of the public can drop in at any time to share their thoughts. We will provide a team of five people for two (2) eight-hour stakeholder interview sessions in a location within the City of Elgin that can facilitate multiple simultaneous meetings. Deliverables: • Attendance/facilitation of two (2)8-hour Stakeholder Interview Sessions • Documentation of all stakeholder input. TASK 3: SUSTAINABLE CITY MASTER PLAN For Phase 1, Task 3 will include the launch of the items listed below; we anticipate completing 15%of the tasks in this phase. Phase 1 deliverables are listed below. To create a more sustainable community, aspects of economic, social, institutional, and environmental sustainability must be woven within all elements of the Sustainable City Master Plan.The master plan will define specific targets for a twenty year time frame, along with specific action steps, benchmarks, and milestones to be achieved and measured at five year intervals. Integral to the plan will be a flexible range of actions that address the reality of new technologies and changing economics, categorized and measured in a"good, better, best"arrangement.Target strategies will be identified,with alternatives to achieve additional performance improvements or flexible fall-back positions that support continued improvement. Task 3.1: General Community/Sustainability This section addresses the fundamental image of the City of Elgin as a national leader for sustainable communities, and outlines a method for celebrating the strategies that are currently employed, and identifying new opportunities for the future. This section will address the strategy for the City of Elgin to remain competitive in the region and draw the right kinds of development,jobs, and residential growth. Our global peer review team will provide guidance on the overall community sustainability strategy as well as on the specific topics described below, ensuring that the Master Plan incorporates the best ideas from around the world. Task 3.2: Infrastructure Development Infrastructure is fundamental to the operation of any City, and contributes significantly to the carbon footprint and consumption of resources. This section will address the interconnected nature of these systems, and provide strategies for the City, businesses, and private individuals to increase efficiency and reduce the impact of their activities on the land. Task 3.2.1: Transportation/Mobility Plan Sustainable transportation systems will reduce Elgin's carbon footprint, spur development, and foster a sense of place. Important components of sustainable transportation networks are amenities for pedestrians and bicyclists, a strong connection between transit, land-use, and non-transit modes, and low-emissions vehicles. We will develop a plan for transportation and mobility outlining key strategies for a sustainable transportation and mobility network. Our team will implement our proprietary analytic tools, described below, to identify opportunities to take full advantage of Elgin's existing transportation infrastructure and to propose innovative transportation/mobility strategies that can improve the quality of life while decreasing the environmental and climate footprint. Phase 1 Deliverables: • Baseline inventory of 2005 transportation greenhouse emissions in aggregate. Contingent upon available data, emissions will be mapped at smaller geographies. Narrative analysis and identification of preliminary findings of baseline emissions will be provided.This deliverable provides background for the Greenhouse Gas Emissions Analysis,for completion in future phases of work. Task 3.2.4: Energy Conservation and Efficiency EDAW I AECOM f Provide the City of Elgin with a full-scale analysis of energy consumption related to the built environment in both existing buildings and projected new development as the city expands westward. As such, current usage and future usage forecasts will be calculated. The analysis will highlight ways to stabilize growth in energy demand through energy efficiency programs and policy without compromising the growth and development goals of the city. Our team will use its proven analytic tools and processes that have been documented in a host of other sustainability and climate-related projects. Our GIS analysts will coordinate with county and municipal data, and CNT will utilize its relationship with ComEd to capture most recent data possible and leverage data from other potential sources as well. Measures for reducing energy consumption will be catalogued in qualitative and quantitative tables and presented in a timeline for implementation in a practical and cost-effective manner. Existing buildings' energy consumption will be measured as metric tons of carbon dioxide equivalents(the conventional aggregate measure of the value of all greenhouse gases). We will evaluate utility, State of Illinois and federal programs as potential sources of funding for energy efficiency improvements, and evaluate opportunities to supplement the City of Elgin's traditional electric supply sources with renewable power. Renewable power supply can be either built or bought. We will perform a cost assessment of alternatives for achieving the City of Elgin's goal of maximizing the use of local renewable energy sources. Pursue municipal franchise agreements as an opportunity for enhancing the sustainability of Elgin. For example, in 2000 the City of Chicago renegotiated their ComEd franchise agreement and began to require a 20% renewable energy portfolio. This has stimulated the development of enormous wind farms in McClain and Bureau counties. This task will consist of convening meetings between relevant City of Elgin staff, and local utility companies, with Farr Associates and Center for Neighborhood Technology to discuss opportunities for incorporating creative incentives in the next franchise agreement.As part of the base scope, the franchise agreement meetings are likely to take place before any of the green building demonstration projects. Consequently, there may be a need to hold follow up meetings to incorporate the findings from the individual green building studies. Phase I Deliverables: • Establish a baseline estimate of energy consumption by sector(government, commercial, industrial and residential and by geography if data is available.)We will use electricity consumption data from ComEd and natural gas consumption data from Nicor to analyze energy consumption by sector for the city of Elgin.This analysis will be conducted by customer class and show the energy consumption and associated greenhouse gas emissions for all building types. This baseline estimate will allow for the identification of the key building types to be addressed in order to maximize energy and greenhouse gas emissions reductions. • Assess current energy codes and potential voluntary standards and identify opportunities for improving the code. Based on projected population growth and land use projections from recent planning documents, we will evaluate the potential energy savings (kWh and $)for greenfield development, comparing current code to current international standard energy codes and voluntary standards like Energy Star and LEED. Task 3.3: Community Development The development patterns of a city can either support dramatic reductions in carbon emissions or contribute to inefficiencies that make a community less competitive in an era of rising fuel costs and accountability for carbon emissions. This section will address the interconnected nature of planning and development guidelines, density, open space, and transit. Task 3.3.2: City Planning/Development Guidelines: We will develop a plan to identify current planned developments and determine a strategy outlining potential future development locations for short, medium, and long-term sustainable development and redevelopment opportunities. In collaboration with the City, we will select three (3) prototypical opportunity sites for conceptual urban design plans.The opportunity sites are intended to illustrate a range of contexts within the City, and they are anticipated to address the following features: • Downtown mixed-use site • Traditional residential neighborhood • Residential subdivision • Transit-oriented development at planned Metra station • Riverfront site We will produce illustrative plans that incorporate time-tested urban design principles to create vibrant and balanced communities. The concept plans will demonstrate how existing neighborhoods can be enhanced and how new development EDAW I AECOM can be an asset to the community.The plans will incorporate a range of design strategies, including the principles of traditional neighborhood development to create walkable, diverse communities with access to jobs, shops, entertainment, open space, and public facilities; transit-oriented development to leverage transportation assets and create appropriate nodes of mixed-use development at transit hubs; and crime prevention through environmental design to encourage safety in the public and private realms. Phase I Deliverables: • Plan outlining short, medium, and long-term development opportunities • General guidelines for sustainable sites and buildings EDAW I AECOM ATTACHMENT B PROJECT SCHEDULE - 9 - i • Elgin Sustainable City Master Plan $U►Schedule Phase I Work Scope Item February 2009 March 2009 April 2009 May 2009 June 2009 2 9 16 23 2 9 16 23 30 6 13 20 27 4 11 18 25 1 8 15 22 29 Contract signing,8 launch I I I I Background Research Steering Committee Meetings Stakeholder Interviews Transportation/Mobility Plan I ° Energy Conservation and Efficiency T�H- - City Planning/Development Guidelines Proposed Meetings v'✓ �Z E'er� 'V February 5, 2009 \_ TO: Mayor and Members of the City Council ` FROM: Olufemi Folarin, City Manager 1 1�;� bodwad I"nasty David L. Lawry, General Services Group Director SUBJECT: Award of Phase I Contract with EDAW/AECOM for the Elgin Sustainable City Master Plan PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider award of a contract to EDAW/AECOM for Phase I of the Sustainable City Master Plan (SMP). RECOMMENDATION It is recommended that the City Council approve the award of a contract to EDAW/AECOM for Phase I of the SMP Phase I for the not-to-exceed amount of$100,000 including expenses. BACKGROUND In April of 2008, the Public Works Department issued a Request for Proposal to retain a consulting firm to assist the City of Elgin in the development of a Sustainable City Master Plan. This plan will help shape the future development of Elgin by addressing current governmental and development related practices, making them more environmentally sustainable. It would be broad in scope and encompass many aspects of sustainability including review of existing policies and plans, infrastructure and community development, and resource consumption and energy conservation. The plan would set the stage for Elgin to become a leading environmental community. The selected firm needed to accomplish these goals in a timely cost effective fashion with an emphasis on community outreach and participation. An advisory board was assembled by the City Council consisting of City staff, elected officials, and community members. A complete list of the advisory board is attached. After reviewing pre-proposal qualifications, a total of seven proposals were invited and received from firms across the country. These included DLK Civic Design, EDAW/AECOM, Sasaki Associates, Dahlquist and Lutzow Architects, URS Corporation, HOK Planning Group and HDR Inc. From these proposals, a short list of five firms to interview was created through a qualitative scoring process. Interviews were held August 26`h 2008. The firm chosen was EDAW AECOM in i Award of Phase 1 Sustainable City Master Plan February 5, 2009 Page 2 conjunction with the Center for Neighborhood Technologies (CNT) and Sieban Energy Associates. EDAW/AECOM's original fee proposal and intended scope of work were developed with the assumption of$500,000 in funding, with their actual proposed cost being $681,000. However, recent declines in Riverboat Fund revenues necessitated the plan scope to be adjusted to reflect lowered funding ($100,000) for FY 2009 and pending future funding. It is important to note that EDAW/AECOM was chosen based on their original scope of services. Depending on future or additional funding sources, their current scope may be amended to include tasks from the original scope. Phase I of the SMP, as developed by EDAW/AECOM, under the direction of the advisory team, will span approximately five months from February to June 2009. EDAW/AECOM developed two alternatives for Phase I to be chosen by the advisory board. • Alternative 1: Focus on citizen participation, facilitating the launch of community input, subcommittees and internet resources. Also begin to review the City's municipal policies and procedures including the Zoning Code and Map, Comprehensive Plan, Subdivision Ordinance and Transportation Plan. • Alternative 2: Work to establish a technical sustainable baseline for the City. Review municipal policies and procedures including Zoning Code and Map, Comprehensive Plan, Subdivision Ordinance, Stormwater Management Policies, Energy Code, Plumbing Code, Transportation Plan, Bicycle Plan and Solid Waste Plan. Produce full scale analysis of energy consumption by sector and recommendation to increase energy efficiency. This phase has a strong technical focus providing a strong basis for funding through the EPA's Sustainable Skylines Initiative, which can provide up to $125,000 in additional funding. This phase will also develop a concise information baseline that will be required to move into future phases and to possess a greater understanding of the City's current position as it begins to educate and engage the community. Each alternative was presented to the advisory board and rather than choose one alternative, the selection committee chose a hybrid of the alternatives dated January 28`h 2009 and attached hereto. This hybrid alternative will focus on public participation, garnering public excitement, pursuing additional funding opportunities and delivering a clear policy analysis. EDAW/AECOM will assess Elgin's current policies in the area of sustainability. Areas in which Elgin excels will be celebrated while areas where changes can be made will be identified. This Award of Phase I Sustainable City Master Plan February 5, 2009 Page 3 review will be communicated to City officials and citizens to build community support. It will give the citizens of Elgin concrete examples of changes that can be made and the beneficial effects of those changes on the community. Phase I will also involve the creation of sub-committees for each major area of the SNIP. These include: • Transportation, Mobility and Urban Design • Water Parks and Green Infrastructure • Recycling and Waste Management • Green Building and Energy Conservation and Efficiency • Transportation • Outreach/Community Education • Housing and Urban Design • Economic Development, Green Job Creation and Training • Alternative Energy • Green Building and Energy Conservation • Recycling and Waste Management • Water, Wastewater, and Stormwater Management • Parks, Green Infrastructure and Healthy Community Each sub-committee will be made up of key stakeholders identified by EDAW/AECOM and City officials. At least one Technical Advisor from EDAW/AECOM and one member of the advisory team will also sit on each sub-committee. Sub-Committee meetings will largely focus on household-level strategies for sustainability rather than municipal operations. The final scope of work for Phase I will depend on the outcome of the Sustainable Skylines Initiative and therefore may be expanded if additional grant funding is secured. However, it is important to begin the development of this plan. To be successful it requires a great deal of community input and support. With the approval of this plan, outreach efforts and policy analysis can begin and community support built. COMMUNITY GROUPSANTERESTED PERSONS CONTACTED Various stakeholders sit on the advisory board, including a community member and individuals from Waste Management, Grand Victoria Casino and West Point Builders. The plan's intended strong focus on community input will require additional community groups' participation. Award of Phase 1 Sustainable City Master Plan February 5, 2009 Page 4 FINANCIAL IMPACT SMP's proposed fee for Phase I totals $98,750 plus 2-5% for expenses. Funding for the Neighborhood SMP Phase I is included in the 2009 Riverboat Fund budget, account number 275-0000-791.30-99, "Misc. Professional Services," project number 039727, Sustainable Community Initiative, where $100,000 is budgeted and available. LEGAL IMPACT None ALTERNATIVES 1. The City Council may choose to approve the contract with EDAW/AECOM for the SMP Phase I for the not-to-exceed amount of$100,000 including expenses. 2. The City Council may choose to reject the contract for the SMP Phase I with EDAW/AECOM. Respectfully submitted for Council consideration. DLL/amc Attachments ADVISORY COMMITTEE CONTACT INFORMATION Name Title/Area Phone Number E-Mail David Lawry General Services Director (847)931-5961 lawry d(&cityofelgin.orq Patrick Curran West point Builders Representative (708)243-9300 patcurran(c_)westpointbuilders.com Brett Terwilliger Director of Engineering Grand Victoria 847 531-7614 bterwilliger@.qvcgl-qin.com Jeffrey Gill Resident At-Large 847 468-1926 H/ 847 530-1575 C 'effre il! sbc lobal.net Tish Powell Adm.Su erint./Solid Waste and Recycling 847 931-5980 Powell t ci ofel in.or Sue Olafson Public Communications Officer 847 931-5601 olafson s cit ofel in.or Sarosh Saher Historic Preservation Specialist CODE 847)931-5943 saher s ci ofel in.or Rich Hoke Maintenance Superintendent t(847)931-5650 hoke r cit ofel in.or Cherie Murphy Marketing Communications Officer 931-5667 mur h c cit ofel in.or Alan Bilthouse Business Development&Waste Mana ement VP 724-8450 abilthou wm.com Dave Kaptain City Council Member/Co-Chair 741-7375 ka tain d cit ofel in.or John Walters ICity Council Member/Co-Chair 847 697-9300 lwalters cit ofel in.or y � City of Elgin Memorandum Date: March 6, 2009 To: Dave Lawry, General Services Group Director From: Jennifer Quinton, Deputy City Clerk Subject: Resolution No. 09-50, Regarding the agreement with EDAW, Inc. for Phase I of the Elgin Sustainable City Master Plan Enclosed please find the above referenced agreement. Please distribute to the appropriate parties and if needed, retain a copy for your records. If you have any questions please feel free to contact our office 847-931-5660 and we will do our best to assist you. Thank you.