Loading...
HomeMy WebLinkAbout00-166 t Resolution No. 00-166 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH TRKLA, PETTIGREW, ALLEN & PAYNE, INC. FOR THE COMPREHENSIVE PLAN, DESIGN GUIDELINES AND UNIFIED DEVELOPMENT ORDINANCE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Trkla, Pettigrew, Allen & Payne, Inc . for the preparation of a city-wide Comprehensive Plan, Design Guidelines and Unified Development Ordinance, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: June 28 , 2000 Adopted: June 28 , 2000 Omnibus Vote : Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk Professional Services Agreement THIS AGREEMENT is made and entered into this 28th day of June, 2000 by and between the City of Elgin, Illinois, a municipal corporation (hereinafter referred to as "City" ), and Trkla, Pettigrew, Allen, & Payne, Inc., an Illinois corporation, and an urban planning and economic development consulting firm located at 222 South Riverside Plaza in Chicago, Illinois (hereinafter referred to as "Consultant"). Whereas, the City has determined it to be in its best interests to obtain the assistance of a Consultant concerning the preparation of a comprehensive land-use plan and unified development regulations (the "project"). Whereas, Consultant is experienced in the preparation of community land-use development plans an d development regulations and desires to render Consultant services to the City. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the receipt and sufficiency of which is hereby acknowledged, the parties hereto hereby agree as follows: 1. Scope of Work Consultant shall perform and direct the necessary qualified personnel to perform the services of Parts I and II of the Scope of Services proposal, a copy of which is attached hereto and made a part hereof as Exhibit 1. Each Part of the Scope of Services shall be separately authorized by the City, and, upon completion of Part I, the City may exercise the option not to proceed with Part II. The City agrees to provide services to the project as outline under Exhibit 1, Part IV of this agreement. 2. Time Schedule and Term Consultant shall perform and complete the various the tasks within Part I within a fifteen (15) month timeline and the tasks within Part II within a twelve (12) month timeline. The services of the consultant will begin upon delivery to the consultant of an executed copy of this agreement, and shall, absent causes beyond the reasonable control of the consultant, be completed within said timeline. The completion of services by the consultant shall be, among other things, contingent upon the timely receipt of the services, data, and other reports described in Exhibit 1, Scope of Services and upon the timely conduct by the client of meetings and decisions required for its purposes in the execution of Exhibit 1. If the required reviews are not provided in a timely manner, or if the client requests that consultant perform extra work not now included in Exhibit 1, City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 1 of 31 Pages 1 c the consultant, if agreed to by the client, may suspend work on the project or a portion of the project, and may extend the period of time allotted to perform the services identified in Exhibit 1 under this agreement, to a mutually agreed upon period of time necessary to compensate for the delay or additional Extra Work. 3. Fee So long as Consultant is discharging its obligations hereunder to the reasonable satisfaction of City, Consultant shall be paid a lump sum fee for such services not to exceed $275,000 in total for all authorized tasks combined regardless of the actual cost incurred by the Consultant. Said fee is divided as follows: Part I, Comprehensive Plan: $163,500; and Part II, Unified Development Ordinance $111,500. Consultant's expenses incurred in the performance of the services herein are included in the lump sum fees stated herein. Progress Payments Each month the Consultant shall provide an invoice that describes the invoice period, the services rendered (including percent work completed), fees and expenses due, payment due date, billing history, and other appropriate information. Additional Services Additional services and expenses by the Consultant beyond the Scope of Work of this contract require prior written approval of the City of Elgin and shall be compensated according to terms agreed upon in such written approval. 4. Meetings The consultant (and its subconsultants) will attend meetings associated with certain tasks, as set forth Exhibit 3. Additional meetings the consultant is requested to attend by the City shall be charged on a per diem basis under regular hourly rates as set forth in the fee schedule attached hereto and made a part hereof as Exhibit 2, generally up to no more than $1,500. per diem. 5. Rights in Results of Services The results of Consultant's services under this Agreement shall be the exclusive property of City, and all documents (including, without limitation, all writings, drawings, blueprints, pictures, recordings, computer or machine-readable data, and all copies or reproductions hereof) which describe or relate to the services performed or to be performed pursuant to this Agreement or the results thereof, including, without limitation, all notes, data, reports or other information received or generated in the performance of this Agreement shall be the exclusive property of City and shall be delivered to City upon request (except for one copy, City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 2 of 31 Pages which may be retained by Consultant for its confidential files). No articles, papers, treatises, or presentation related to or in any way based upon or associated with the services performed pursuant to this Agreement shall be presented or submitted for publication without the prior written consent of City. It is agreed that the results of Consultant's services and the work product provided under this Agreement are not intended or represented to be suitable for reuse by the City on any project not contemplated by this Agreement and such reuse shall be without liability to the Consultant. 6. Other Agreements Consultant warrants that it is not a party to any other existing or previous agreement which would prevent Consultant from entering into this Agreement or which would adversely affect Consultant's ability to perform services under this Agreement. During the term of this Agreement, Consultant shall not, without the prior written consent of City, perform services for any persons, firm or corporation other than City if such services could foreseeably lead to a conflict with Consultant's obligations under this Agreement. 7. Subcontracting If Consultant intends to hire or retain any person, firm or corporation to perform services under this Agreement, Consultant shall first secure the written agreement of such party that such party (1) shall assume and agree to be bound by the same obligations as Consultant has assumed under the provisions of this Agreement, and (2) that such party shall not be or act as an agent or employee of City, not assume or create a commitment or obligation on behalf of nor bind City in any respect whatsoever. Consultant shall provide City with a copy of each such written agreement. Prior to subcontracting, Contractor shall obtain prior written approval of the City for each individual subcontractor. City shall have the right to refuse approval of any subcontractor for any reason. Any fees, payments or other costs associated with any sub contractor or other persons or firm shall be at the sole cost of the Consultant payable from the fees the City is paying to Consultant pursuant to this Agreement. 8. Assignment of Contract/Agreement Neither this Agreement nor any of the rights or obligations hereunder may be assigned or otherwise transferred by Consultant, nor shall the benefits of this Agreement inure to the benefit of any trustee in bankruptcy, receiver or creditor of either party, except as may be required by law, whether by operation of law or City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 3 of 31 Pages otherwise, without the prior written consent of either party. Any attempt to assign or transfer this Agreement or any rights hereunder without such consent shall be null and void and of no force or effect. 9. Project Representatives The City designates Mark T. Biernacki to act as its representative with respect to the work to be performed under this agreement, and such person shall have authority to transmit instructions, receive information, interpret and define client's policies and provide decisions in a timely manner pertinent to the work covered by this agreement until the consultant has been advised in writing by the City that such authority has been revoked. The consultant designates Philip W. Hanegraaf, Principal, as the Project Director who acts as the consultant's representative to the City. Should Philip W. Hanegraaf not be made available as Principal consultant for the project, the City may terminate this agreement by written notice to the Consultant. 10. Independent Contractor Consultant is and shall perform its services under this Agreement as an independent contractor, and shall not be deemed an agent, employee or legal representative of City. Consultant has no authority to assume or create any commitment or obligation on behalf of or to bind City in any respect whatsoever. 11. Licenses Consultant shall obtain at its cost any and all licenses required by federal, state, or local statutes, regulations or ordinances necessary for the performance of its serves pursuant to this Agreement. 12.Compliance with Laws Consultant shall at all times impose work orders on its employees and subcontractors which are designed to assure that they comply with all applicable federal, state and local laws and regulations (including, but not limited to, occupational safety and environmental protection statutes and regulations) in performing services hereunder, and shall comply with any directions of governmental agencies and City relating to site safety, security, traffic or other matters. Failure to comply with this Section shall constitute a material breach of this Agreement, and shall entitle City to terminate this Agreement upon ten (10) days written notice without penalty to City. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 4 of 31 Pages 13. Indemnification of City Consultant shall hold harmless and indemnify City from and against any and all suits, causes of action, claims for damages, damages and any other liability to the extent caused by the negligent acts of the Consultant, its collaborating firms, its subcontractors or agents in the performance of this Agreement. 14. Force Majeure The Consultant shall not be liable to the City for any failure, delay or interruption of service or for any failure or delay in the performance of any obligation under this Agreement due to strike, walkouts, acts of God, governmental restrictions, enemy action, civil commotion, unavoidable casualty, unavailability of fuel or parts or other similar acts beyond the reasonable control of the Consultant. 15.Consultant's Insurance Consultant shall obtain and maintain the following policies of insurance: (1) Worker's compensation and occupational disease insurance in amounts required under the laws of the State of Illinois; (2) Comprehensive general liability and automobile liability insurance for bodily injury, death or loss of or damage to property of third persons in the minimum amount of $1 million per occurrence which policy shall name City as additional insureds. Consultant shall furnish to City of Elgin a certified copy of such policies concurrently with the execution of this Agreement. (3) Professional liability insurance for errors and omissions in the minimum amount of $1 million per occurrence and in aggregate. Consultant shall furnish to the City a Certificate of Insurance as evidence of such policy concurrently with the execution of this Agreement. 16. Severability If any portion of this Agreement, or application thereof to any person or circumstance, shall to any extent be deemed to be invalid, void, or otherwise unenforceable for any reason, the remainder of this Agreement, and the application of such provision to persons or circumstances other than those as to which it is held invalid, shall not be affected thereby, and each provision of this Agreement shall be valid and shall remain in full force and effect. 17.Governing Law City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 5 of 31 Pages 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. 1 8.Termination The City may by written notice to the Consultant terminate the whole or any part of this contract if the Consultant fails to make delivery of the services within the time specified herein or any extension thereof: or if the contractor fails to perform any of the other provisions of the contract, or fails to make progress so as to endanger performance of this contract in accordance with its terms, and in either of theses two circumstances does not cure such failure within ten (10) days (or such longer period as the City may authorize in writing) after receipt of notice from the City specifying such failure. In the event this Agreement is so terminated, the Consultant shall be paid for services actually performed and reasonable expenses actually incurred prior to termination according to the rates set forth in Exhibit 2 attached hereto, except that such payment and reimbursement shall in no event exceed the amount specified under Section 3 above. 19.Additional Provisions This Agreement includes those additional provisions contained in Exhibits 4, 5, 6 and 7 relating to Consultant's certifications, affirmative action information, equal employment commitment guidelines and sexual harassment policy. 20. News Releases The Consultant may not issue any news releases without prior approval from the City, nor will the Consultant make public proposals developed under this Agreement without prior written approval from the City prior to said documentation becoming matters of public record. 21. Entire Agreement This Agreement contains the entire understanding and agreement between the parties hereto with respect to the subject matter hereof and supersedes all previous communication, negotiations and agreements, whether oral or written, between the parties hereto with respect to such subject matter, and no additions to or modifications of this Agreement or waiver of any provisions of this Agreement shall be binding on either party unless made in writing and executed by City. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 6 of 31 Pages 1 , 22. Notices Communication to the Consultant means notice in writing to Mr. Philip W. Hanegraaf, Principal, Trkla, Pettigrew, Allen, & Payne, Inc., 222 S. Riverside Plaza, Chicago, IL 60606. Communication to the City means notice to the contracting officer in writing to Mr. Mark T. Biernacki, City of Elgin, 150 Dexter Court, Elgin, IL 60120. 23. No Personal Liability No officer, director, or employee of the City or of the Consultant shall be personally liable for the fulfillment of the conditions of this Agreement. 24.Standards of Care In providing services under this Agreement, the Consultant shall endeavor to perform in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances. The terms and condition set forth herein are accepted as of this 28'h day of June, 2000. CITY OF ELGIN T KLA, PETTIGREW, A EN & PAYNE, INC. By: B J y e A. arker Philip . Haneg aaf City Manager Principal Attest: -49-41,..,..6,2 41,,,...C.04.A.,--- Dolonna Mecum, City Clerk City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 7 of 31 Pages EXHIBIT 1: SCOPE OF WORK Consultant Scope of Work Part l Comprehensive Plan � . Community Outreach Step I of the planning process will solicit community input and understanding regarding future planning and development needs within the community. A variety of approaches to gaining insight into citizen views are identified below.The scope of work assumes the City will establish Comprehensive Plan Advisory Committee to serve as the work group for the planning assignment Task A: The Opening Event Before beginning work in the project, a "kick-off" meeting will be held to inform the community on the planning program. The meeting would include the Comprehensive Plan Advisory Committee, City Council, Plan Commission, City staff, key personnel from the consulting team, and perhaps other interested persons. The purposes of this meeting will be to: (a) review and discuss the overall needs and purposes of the new Plan ; (b) review and discuss the program for the project; (c) discuss the roles of the consultant, staff and elected and appointed bodies involved; and (d) review the schedule for the project. As part of this task, the consulting team will lead a workshop with attendees to gain preliminary insights concerning needs and possibilities for the community. Task B: Community Involvement Techniques Elgin's new Comprehensive Plan provides an ideal opportunity to reintroduce local residents to the planning process. There are several other work activities that could be undertaken early in the planning program to promote community involvement and encourage citizen participation. These work activities will be undertaken on a cooperative basis by City staff and the consultant. B 1:Key Person Interviews Confidential interviews be undertaken with up to 15 selected persons to obtain additional information regarding the local social, political and economic climate. The consultant would work with City staff to identify those to be interviewed. Interviewees might include selected property owners, residents, and representatives from business, city of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 8 of 31 Pages government, civic groups,and local lending institutions. 82:Neighborhood Workshops and Visual Preference Survey Up to 4 neighborhood workshops will be undertaken to encourage participation by local residents and business persons. The workshops would: (a) review the purpose of the Comprehensive Plan, the planning process to be undertaken, and the schedule for the study; and (b) secure local views on problems, issues and potentials within the community and (c) conduct a visual preference survey to draw out neighborhood perspectives on design preferences. The visual preference survey would include residential, commercial and industrial design/appearance preferences and would distinguish between public and private improvements. The workshops would be conducted over the course of four evenings. The results of the exercise will serve as input into community design related tasks in the steps to follow. 84: Community Web Page Development The Consultant will provide the City with materials it may use to create a Web Page to track and report on the planning process.Web page information can be drawn from the consultants products prepared at the end of each major step in the process. yA - 711' Planning Conditions and Influences Inventory Step 2 of the process will analyze existing conditions and operations, and identify community needs and opportunities. It will focus on the collection and analysis of relevant inventories and data to establish an understanding of community needs. The conclusion of this step will frame the issues and opportunities to be pursued in Step 3,Alternative Plans and Policies. Task A: Review Existing Plans and Reports The consultant will review all applicable codes, plans, and studies to gain a solid understand- ing of the City's current land-use and development policies, which are relevant to the preparation of both the Comprehensive Plan and Unified Development Regulations. These will include: the current Comprehensive Plan, the Far West Planning Area, the Riverfront and City Center Master Plan, and other plans and documents utilized in the development review process. Task B: Base Map and Aerial Photographs The City will provide a copy of its Planning Area Base Map and current Zoning Map along with any parcel maps and other street and base maps which may be useful in the assignment. The City will also make available the most recent aerial photography. The City will provide to the Consultant a copy of a base map for the Kane County portion of the Planning Area in a digitized format. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 9 of 31 Pages We will, through a subcontract vendor, prepare a AutoCAD base map for the Cook County portion of the Planning Area to be "joined" with the existing base map for the Kane County portion of the City. The existing base map for Kane County will be provided to the Consultant in the release format desired for the assignment. The parcel map will be generated from the most recent available Sidwell Maps obtained from Cook County. The parcel map will be provided to the City in AutoCAD format along with copies of the Sidwell Maps from which it was created. The City will be responsible for joining the Cook County parcel map with the Kane County parcel map. The City will then provide a parcel map for the entire community to the consultant in both GIS and Adobe Illustrator format. This map will serve as the base map for all graphic and analytical services to be provided by the consultant. Task C: Planning Conditions and Analysis This step will entail the collection and analysis of a range of information about existing conditions and future potentials within the community. It will be based on surveys, inventories and analyses undertaken by City staff and the consultant. Previously compiled data, will be utilized and updated where possible. The emphasis will be on the identification of features and conditions which may influence or affect the planning process, and not on unnecessary documentation of existing conditions. Cl:Existing Land-Use An inventory of existing land-uses both within the City and the extraterritorial planning area will be undertaken. The extraterritorial planning area includes that area identified within the City's Far West Plan. The "windshield" inventory will serve to identify and map the type and extent of existing land-uses.The map will then be analyzed to identify functional land-use areas, compatible and incompatible land-use arrangements, and other issues related to land-use planning. C2: Community Facilities An inventory and analysis will be undertaken of community facilities and utilities, including parks and recreation, police, fire protection, schools, the library, etc. Facilities will be evaluated with respect to age, condition, capacity, and the need for future improvement.The Consultant will provide the City with written inventory questionnaires to be distributed to the various City Departments and service agencies returned to the consultant as a basis for analysis. C3:Demographic Overview A demographic overview of the community will be undertaken, including an analysis of recent trends in population, households, income, age and gender characteristics, racial and ethnic composition, labor force and employment. Demographic projections will also be utilized for use in the planning process.The City will provide the consultant with available demographic resources, including special census data, if any. Related socio- economic data in this task will be organized to support a Community Indicators data analysis described under Task C5, below. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 10 of 31 Pages C4:Market and Development Potentials Overview An overview analysis of industrial, commercial and residential development potentials will be prepared to help ensure that future plans are realistic and achievable. This analysis will include an overview of major development trends that have emerged within the community and surrounding region during the past 5 to 10 years, the forces which have affected development, and the outlook for the future. Preliminary projections of potential development quantities will be prepared for land-use planning purposes. The City will provide the consulting team with available information on the existing retail base within the community as well as a listing pending development projects and plans. Task C5: Community Indicators The use of"community indicators"in broad based land-use planning efforts has become popular in recent years. The technical data analysis establishes a basis for "measuring" community change toward planning objectives over time. The basic approach utilizes demographic and market data to identify trends and patterns and then sets "targets"for those seen to be important measures by the community Topic areas which would be measured include: Culture Government Community Design Health Economic Infrastructure Education Transportation Environment Public Safety With an understanding of how community perceptions relate to relevant statistical "indicators", more concrete, and measurable objectives can be prepared as part of the Action Goals and Objectives in the following step. In the years following the adoption of the plan, the City can "re-test" the indicators to determine its progress in implementation, and the effectiveness of Plan strategies. Relevant indicators areas will be identified in this step. "Targets"will be prepared in the next step of work. C6:Natural Features and Open Space An inventory and analysis of special environmental features and conditions within and around the City will be conducted. These will include flood plains, streams and rivers, wooded areas, and distinctive land development patterns or characteristics. Existing open space and natural areas will be identified as well. The City will provide the consultant with existing inventories of these features as well as current flood plain maps and U.S. Department of the Interior wetlands maps, or other sources, for the planning area. C7: Overall Community Character and Design A special inventory of community design features and characteristics will be undertaken. In addition to the natural environmental features listed above, this analysis will encompass distinctive land development patterns, community focal points, and community entryways. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 11 of 31 Pages Existing residential, commercial and industrial area "typologies" which will help in establishing the character of sub-neighborhood and commercial areas and to assist in the preparation of design guidelines as appropriate. It will also include a statement of the overall design, image and appearance characteristics of the City's major street corridors. This will be accomplished through the use of annotated photography and mapping. The consultant will identify and classify typologies by photographing existing conditions and identifying common features and characteristics among the various community areas. The exercise will also identify aspects which detract from or negatively impact these "thematic characteristics". The physical locations of the typologies will be mapped.The results of this step will serve as a basic guide for some of the more detailed design improvements that are to be described under Step 3 Planning Alternatives. C8: Mobility A planning level review will be completed, as described below, to assess existing conditions and identify system deficiencies. a) Road System ❑ Determine the functional hierarchy of the existing system ❑ Identify access conditions by road type ❑ Identify system deficiencies, including missing links and disjointed arterials b) Bikeway and Pedestrian Facilities. Identify facility locations and assess route con- tinuity. City Public Works and Engineering will provide the Consultant with existing classification information, traffic counts (as available) and related street, bicycle and pedestrian improvement programming and capital improvement information. C9:Historic Resources Based on information provided by the City,the Consulting Team will document existing historical preservation programs and activities in the City. C/O: Utilities Based on available information a review will be undertaken of public utility systems serving Elgin, including the sanitary sewer system, storm sewer system and water supply and distribution system. Task D: Zoning, Subdivision and Related Ordinance Review and Critique The consultant will conduct a technical evaluation of the current zoning and subdivision and related development regulations. These might include: flood control, storm water management; street and alley regulations, utilities, and related codes. This evaluation will consider the needs and issues identified thus far as well as the consultants experience in preparing and administering regulations.Topics include: City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 12 of 31 Pages • Inventoryall related development controls to be included as part of the Unified p Development Regulations. • Commentary on regulatory scope and coverage • Preliminary identification of any new concepts and alternative approaches to deal with regulatory needs, as may be appropriate. The City will provide paper and electronic copies of all relevant codes compatible with the consulting teams software (Microsoft Word). Task E:Synthesis of Needs, Issues and Opportunities The findings and conclusions derived from the various inventories and citizen comments will be brought together into a summary report highlighting the needs, issues and opportunities which should be addressed in the new Comprehensive Plan. Product: A brief interim report highlighting the insights, and findings of the Background Inventories along with the results of the early community involvement activities under Task B, above. Task F Community Forum A community-wide meeting would be conducted to discuss the results of Step 2 technical Studies. The purpose of this meeting would be to review and discuss and secure basic agreement on major planning issues to be addressed in the next step of the planning process. The meeting would be structured to ensure participation by a broad cross-section of interests within the City. An open house would be held about an hour before the meeting to permit citizens to view materials and ask questions prior to the forum. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 13 of 31 Pages Concept Plan Alternatives Step 3 will involve the preparation and testing of alternative plans and policies.This will include alternative concept plans for future land-use, transportation, image and appearance and community facilities. Task A:Action Goals and Objectives Based on the conclusions of Step 2, the consulting team will prepare a preliminary list of overall action goals and objectives which will translate local feelings regarding the community into operational statements which can guide and provide direction to planning activities. Further, building upon the Community Indicators variables identified in Step 2,this task will identify preliminary measurable "targets" the community may strive for in the future. Product: preliminary action planning goals and objectives for the City. Task B: Prepare Alternative Community-Wide Plans This step will entail the preparation of preliminary community-wide plans for land use, transportation and community facilities. Based on Elgin's new action goals and objectives, the preliminary community-wide planning concepts will be prepared encompassing the major components of the Comprehensive Plan: (1) the location and arrangement of land uses; (2) the street system and other transportation facilities; (3) community facilities and (4) community design. Alternatives will consider the range of subarea planning activities recently undertaken by the Department of Planning and Neighborhood Services. Plan maps and supporting text would be prepared for each component. Alternatives will address: ➢ Preliminary Future Land-Use Classification System - which will identify and describe the range and type of future land-use areas intended to be used in the new Plan. ➢ Land-use and Development Alternatives-The Consulting Team will prepare planning and design alternatives for Advisory Committee and community critique and evaluation. These will address the location and arrangement of land-uses, residential densities, business and employment areas, open space/natural features, and other land-use features. ➢ Subarea Plans- will be prepared for key planning subareas of the City. Subarea plans will provide more detailed preliminary recommendations for land-use, transportation, community facilities and design. While the development of subarea plans would consider their relationship to the community as a whole, they will permit the City to consider the unique aspects of each. Up to 5 subarea plans will be prepared,as agreed City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 14 of 31 Pages upon between the City and Consultant. Preliminary identified subareas include: 1) Dundee Road; 2) N. IL Route 31; 3) Route 19 mixed use area; 4) s. McLean Commercial Area; and 5) Villa Street. At the present time, the Far West Plan is deemed adequate for planning purposes and will be integrated into the overall comprehensive plan. Preliminary recommendations will be prepared for improvement, redevelopment or conservation within key planning subareas of the City. For example, these might include: ❖ The kind of environment the City desires to create within each area. ❖ The mix of uses to be promoted. ❖ Properties to be retained, properties to be improved and upgraded, and sites for redevelopment and/or new construction. ❖ The regulatory implications required to carry out plan recommendations. Subarea plans will seek to identify specific projects that should be undertaken, as well as the relative priority of improvement projects. ➢ Community Area Design "Prototypes" - Because the character of the community changes widely throughout the planning area, the basic design of public and private improvements should be explored. Utilizing existing documented conditions and "thematic characteristics" identified in Step 2 of the process, the consulting team will prepare prototype design recommendations for various community areas including residential, business and industrial areas. Tentatively, these would include: 1)commercial corridor areas; 2) neighborhood housing/street prototypes; 3) Downtown multiple family/office transitional prototype; and 4) employment area prototypes. The consultant will define and express a reasonable range of principles and illustrations associated with each of these areas. ➢ Transportation System Improvements - will consider the needs to improvement to the existing system as well as new improvements. Elements to be explored include: ❑ New street links to serve expanded development areas ❑ Circulation improvements o Traffic calming concepts o Conceptual bicycle circulation ➢ Community Facilities - Based on community facilities needs as determined in the preceding steps of the process, the consultant will identify ways in physical facility needs can be located to support an overall concept of public space improvements. ➢ Comparison-The consulting team will compare aspects of the alternatives and arrive at a preliminary"preferred"concept.The preferred concept should not be viewed as a recommendation, rather,a beginning point for focusing dialogue and discussion of the Advisory Committee and the community. Key policy and implementation implications of the alternatives will be discussed. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 15 of 31 Pages Product: Preliminary planning goals and objectives and a concise and highly graphic working paper presenting and describing the community-wide plans, subarea plans, and community design prototypes . Briefing: Following this task, a briefing session will be held with the Advisory Committee to review the technical results and prepare for the next Task in the process. Task C: Open House and Community Forum C1: Open House An "Open House" will be sponsored by the Comprehensive Plan Advisory Committee. The open house provides an informal environment for citizens less inclined to attend or speak at public hearings to view preliminary concepts,ask questions,and learn more about the City's intentions.The open house serves as an information "primer"for the community forum to follow. C2: Community Forum A community-wide meeting would be conducted to discuss the results of the Alternative Concept Plans. The purpose of this meeting would be to review and discuss the preliminary concept plan and development policy recommendations, and secure basic agreement on major planning issues. The meetings would be structured to ensure participation by a broad cross-section of interests within the City. Product: Basic agreement by the Advisory Committee and community-wide consensus on preferred plans and development policies as basic direction to preparation of the more detailed Comprehensive Plan. x Draft Elgin Comprehensive Plan Based upon the results of the Alternative Plan Concepts, Step 4 will involve preparation of the draft Comprehensive Plan. Task A: Prepare Draft Comprehensive Plan Based on the results of the community forum, the Consulting Team will prepare the draft Plan document for local review.The Comprehensive Plan will include planning policies and planning recommendations associated with each plan element, and will include the sec- tions listed below.The plan document is intended to focus on the "operational" aspects of the planning program,and will not include Plan background material. It will be presented in a short, concise, and "user friendly" format. This format would facilitate ease of local amendment in the future. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 16 of 31 Pages The draft Plan Report will be prepared documenting the planning program.This document will serve as the official plan policy guide and should be used in the day-to-day administration of the community planning program. Again, the Plan document will be presented in a highly graphic and concise format which, while providing more detailed program recommendations and policies, will be "readable" and understandable to the general public. It will include: . Introduction,which will describe: (1) the overall purpose of the planning program; (2) the planning process undertaken by the City; and (3) the organization of the Plan document. . Action Goals and Objectives, which will provide overall focus and direction for planning recommendations, possibly including: (1) appearance and identity; (2) residential areas; (3) commercial areas(perhaps separate goals and objectives for the Downtown); (4) employment areas; (5) transportation; (6) community facilities and services; (7) public utilities; and (8) others, as appropriate. . Land-Use and Community Design Plan, which will include recommendations for improving and protecting existing land-use areas, compatible new development or redevelopment in selected locations, and identify areas which are subject to preservation or protection. It will establish a refined classification of land-uses for the City to help guide change and improvement in the future. It will also include the subarea plans. The Plan will also include illustrative prototype design principles for various areas and for various improvement projects within the City. Prototype guidelines will be emphasized in this section, but may also appear in other elements of the Plan. Building upon work in previous steps,this section will also utilize a"thematic"design map to illustrating where various combinations of basic design themes would be desirable in the community. . Mobility Plan, which will establish a hierarchy for street classification, alternative treatment for system deficiencies, and the identification of potential transportation improvements for the City, as appropriate. This would include: 1) general transportation improvement projects;2) modifications to street design standards;and 3)conceptual bicycle and pedestrian system development. . Community Facilities and Utilities Plan, which will include recommendations for public buildings, parks and recreation, schools, and other community facilities. A utilities component could address the basic water, waste water and storm water facilities and services. • Implementation, which will describe the actions required to carry out the new Plan for the City including recommendations regarding zoning, subdivision and other regulations, priority improvement projects, potential funding sources, implementation techniques, and general administration and follow-up to the Plan. It will identify public agency and private responsibilities in Plan implementation. It will City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 17 of 31 Pages include short- and long-range project recommendations. For all major projects and actions to be undertaken, the implementation strategy will highlight: 1) relative sequencing of projects, 2) action responsibilities; and 3) potential implementation techniques. An "Action Agenda"will be prepared which highlights the implementation aspects of all key projects and actions to be undertaken within Elgin. It will include: a) A listing of the individual projects and actions to be undertaken; b) The prioritization and suggested timing for each proposed project will be presented in three implementation phases; c) An indication of the public and private sector responsibilities for initiating and implementing each project; d) A suggestion of the funding sources and assistance programs that might be available for implementing each project; and e) Recommendations for follow-up studies and actions including subarea planning, neighborhood planning, transportation and related facilities studies needs. Finally, a number of existing subarea and policy plans are in existence which should cross referenced at appropriate points in the new Comprehensive Plan. These include: the pending Parks and Recreation Plan, pending Sewer and Water plan, Far West Plan, Downtown Plan, Riverfront Plan, Mass Transit Plan, Consolidated Housing Plan, and Historic Preservation Plan. Product: Preparation of the complete draft version of the recommended Plan, including graphics and draft text illustrating and describing the plan and implementation program. Briefing: Following this task, a briefing session will be held with the Advisory Committee to review the Plan Draft and prepare for the Open House. Task B:Focused Citizen Input and Review Two focused participation activities will be undertaken in the review of the Plan draft. These will include: B 1: Neighborhood Meetings Up to three neighborhood meetings will be held to present and discuss the Plan draft, and solicit feedback on Plan recommendations. B2 Committee Working Conference The Committee will conduct a working session to consider community input and develop refinements to the Plan prior to introduction at public hearing.The approach to the public hearing will also be discussed at this time as well. Product: Preliminary community input and refinement of the draft Comprehensive Plan. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 18 of 31 Pages Task C: Plan Revisions and Public Hearing Following preparation of Advisory Committee refinements, the Comprehensive Plan draft will be introduced at a public hearing before the Plan Commission. The objective of the hearing will emphasize public comment and input on the draft. The meeting can be designed to involve the Advisory Committee in the presentation of the Plan draft. It will be important for stakeholders most directly involved in the new plan to be present at the hearing to provide comment on the basis for, and development of Elgin Comprehensive Plan. Product: Agreed upon content of the final Elgin Comprehensive Plan. Task D: Prepare Final Comprehensive Plan Report Based on public hearing review and comment (and following City Council adoption), appropriate revisions and corrections to the draft camera ready copy of the Comprehensive Plan Report and Poster Plan will be made, and the final version of the camera ready Plan report will be delivered to the City. Deliverables will include: Complete camera ready copy of both the Comprehensive Plan and Poster Plan; Document Text in Microsoft Word on computer disk; color Graphics in Adobe Illustrator.The consultant will provide the City with 12 spirally bound copies of the final plan document and one unbound original suitable for reproduction and distribution.The Consultant will provide the City with Digitized GIS versions of each the existing land-use map and long-range land-use plan map, as described below. Creation of a Cook County GIS Map and Database The City will be responsible for linking the Parcel Identification Number (PIN) for each property to the parcel map for the Cook County portion of the community. Once this work is completed, the City will provide the consultant the parcel map with the attached PIN database for the each parcel within the Elgin Planning Area. Creation of Existing and Future Land Use Maps The consultant will create an Existing Land Use and Future Land Use map in an ArcView format. The Existing Land Use Map and the Future Land Use Map will be provided after Step 5 of the Comprehensive Plan Process. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 19 of 31 Pages Consultants Scope of Work Part 11 Elgin's New Unified Development Regulations Issues and Code Outline Based on the adopted Plan program, Part II will develop Elgin's new Unified Development Regulations. Task A: Kick Off and Workshop Before beginning unified development regulations a "kick-off" meeting will be held to inform the community on this part of the program. It would refocus the community on the next step of the process and explain its importance in context of the adopted Comprehensive Plan. Prior to this meeting, a "Unified Codes Committee" could be constituted to guide the process. While we believe this committee should include members of the Comprehensive Advisory Committee, it should also remain flexible to this point to include other community interests in this part of the work. Alternatively, the City could proceed in this step working exclusively with the Elgin Plan Commission. As part of this task, a workshop will be conducted with the Committee to identify and discuss key regulatory issues to be addressed as part of the codes drafting process. The consultant will lead the session. A summary of the Workshop will be provided to the Committee following the meeting. Products : 1) Understanding and agreement on the conduct of the project; and 2) a written summary of the workshop results. All text products will be prepared in Microsoft Word. Task B: Issue Analysis and Preliminary Annotated Outline The consultant will conduct a technical evaluation of the current development regulations. This evaluation will consider the update needs and issues identified in previous tasks as well as the consultants experience in preparing and administering regulations. Topics include: 1) overall codes structure, administrative and procedural considerations; 2) the content and organization of the major codes; 3) commentary on ordinance standards and scope; and City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 20 of 31 Pages 4)Identify code omissions. The Consultant will meet with Staff to review and discuss approaches to key issues to be used in the drafting process. This Consultant will then prepare an Annotated Outline of the content and organization of the Unified Development Regulations. Developing a preliminary outline at this early stage will help provide focus and direction to the overall scope of the amendments, how we anticipate they will be organized, and give the staff, Codes Committee a clear sense of how the ideas generated as part of the Plan can be included in the City's ordinances. The Consultant will meet with Staff to review and discuss the Annotated Outline. Refinements will be incorporated into the document, as appropriate. Task E: Working Conference The consulting team will meet with the Unified Codes Committee and community in a working conference to present and discuss the Preliminary Annotated Outline. Consensus by the Committee on an outline will authorize the Consulting Team to begin preparation of the complete draft text. Product: Agreed upon Annotated UDO Outline. ;' Prepare Draft Unified Development Regulations During this step,the complete draft Unified Development Regulations will be prepared. Task A: Draft Unified Development Regulations Task Al: Unified Development Ordinance Text Based on the guidance and direction of the Unified Codes Committee as a result of Step 5 work, this task will prepare the complete draft Development Regulations text. Given the complexity of this task, it is recommended the Consulting Team develop the entire text in association with City staff. Key elements of the City's code of ordinances which will require careful review and update include: the zoning regulations, subdivisions, streets, sidewalks, landscaping/screening, definitions, site plan review, planned developments, overlay zoning districts and tables and graphics. Other code elements will require a cursory review for formatting and referencing in the new code. The exercise will include regular reports and updates with the Unified Codes Committee to provide a status report of the work and to elicit input on issues which may arise during the process. We anticipate 3 update meetings with the Unified Codes Committee during this effort. city of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 21 of 31 Pages Task A2:Preliminary Zoning Map A Preliminary Zoning Map will be prepared in combination with Task Al above.This map will be prepared in sufficient detail to understand the types of areas and locations where the map amendments might occur. It will also include any new mapping components such as any new zoning district(s) or overlay zoning district(s). Products : These will include: 1) a complete, integrated draft of the proposed Unified Development Regulations; and 2) a preliminary zoning map. All text products will be prepared in Microsoft Word. Task B: Working Conferences Following assembly of the complete draft regulations, the consultant will present and review the text over two to three meetings with the Unified Codes Committee. Changes will be incorporated by the consultant into the Final Draft. Product: Copy of the Final Draft of the Unified Development Regulations. Adopt the Unified Development Regulations The primary purpose of this phase is to secure Plan Commission and City Council approval of the draft regulations through a public participation and hearing process. Task A: Committee/Community Workshops In this task, the Unified Codes Committee (or Plan Commission) will conduct up to 2 community workshops to present the draft amendments and seek public input and comment. The purpose of the meetings are to explain to the community the Committee's work and consider any refinements to the draft prior to public hearing. The workshops should help to build support for the final regulations to be presented as part of the public hearing process. Alternatively, these "workshops" could be held as open houses, or as additional working meetings of the Committee, s deemed appropriate. The meetings will be conducted by the Consulting Team with the participation of the Unified Codes Committee and the Plan Commission. Based on the results of the meetings, and the direction of the Committee (or Commission), the final Public Hearing Draft of the regulations and map will be prepared. Product: Refined regulations to be proposed for adoption. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 22 of 31 Pages Task B: Public Hearing and Adoption The draft amendments will be presented at a community-wide public hearing to be con- ducted by the Plan Commission. The consultant will help organize the hearing process and will attend the public hearing (up to two meetings). The City will be responsible for the costs of all notices required under law. Following the public hearing process, the draft, together with any changes or modifications resulting from the hearings,will be presented for adoption by the City Council. Product: The conduct of a public hearing, as required by law, and adoption of the Unified Development Regulations by the City Council. Task C: Final Unified Development Regulations Following adoption, the consultant will prepare the final Unified Development Regulations together with related maps and illustrations, incorporating any changes and modifications resulting from Task 2. The consultant will provide the City with camera-ready copy and a computer disk of the text formatted for Microsoft Word. Product: Complete camera ready copy of the adopted Unified Development Regulations Text and Zoning Map. The consultant will provide the City with 12 spirally bound copies of the final plan document and one unbound original suitable for reproduction and distribution. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 23 of 31 Pages Part IV City's Scope of Work Whereas the overall scope of services will be undertaken by the consultant (Parts I and II), it is understood and agreed that the City will provide the following assistance to the consultant: 1. The City will schedule and arrange and provide notices for all meetings and workshops including contacting agencies, individuals and citizens to be invited to meetings. 2. Within 30 days of the date of this agreement, the City will appoint a Steering Committee for the conduct of the assignment. 3. The City will collect and compile previously prepared reports, projects, studies, maps and other data that might be useful in the comprehensive planning assignment,a t no cost to the consultant. 4. The City will provide the names of individuals and arrange and schedule interviews under Part 1, Step 1,Task B1, Key Person Interviews. 5. The City will provide the consultant with a listing and inventory of pending development plans and projects, in a format to be provided by the Consultant. 6. Under the consultant's direction,the City will contact various agencies,departments and districts responsible for the provision of community facilities and services within the planning area(fire department, police department, park district,school districts, etc.) in order to determine conditions, needs and opportunities for each agency. The consultant will prepare surveys/questionnaires for each agency for distribution and collection by the City. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 24 of 31 Pages EXHIBIT 2: Fee Schedule Trkla, Pettigrew, Allen & Payne, Inc. Fee Schedule Hourly billing rates in effect are: Partner/Principal $140.00 Principal Associate $100.00 Senior Associate $85.00 Associates $75.00 Graphics $60.00 Technical/Clerical $45.00 Out-of-pocket expenses are included as a part of the compensation established in paragraph 3 of this agreement. City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 25 of 31 Pages , EXHIBIT3: Meeting Matrix COMPREHENSIVE PLAN 1 Community Participation ❑ Opening Event 1 1 1 1 1 ❑ Workshop/Preference Survey 4 4 4 2 Background Inventory ❑ Community Forum 1 1 1 1 1 3 Plan Alternatives ❑ Open House 2 2 ❑ Community Forum 1 1 1 1 4 Prepare/Adopt Plan ❑ Briefing 1 1 ❑ Neighborhood Meetings 3 3 2 2 ❑ Working Conference 1 1 O Hearing 2 2 1 1 Comprehensive Plan Total 16 16 6 10 2 UNIFIED DEVELOPMENT REGULATIONS 5 Regulatory Issues Analysis ❑ Kick Off 1 1 O Issues and Outline 2 2 ❑ Working Conference 1 1 6 Prepare Draft Regulations ❑ Draft regulations 3 3 ❑ Working Conferences 3 3 7 Hearing and Adoption ❑ Community Workshops 2 2 ❑ Hearing and Adoption 2 2 UDO Total 14 14 0 0 0 Grand Total 30 30 6 10 2 City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 26 of 31 Pages EXHIBIT 4 Consultant Certified that: 1. The undersigned firm certifies that it is not delinquent in the payment of any tax administered by the Department of Revenue except for tax it is contesting in accordance with the procedures established by the appropriate revenue act. 2. The undersigned firm certifies that the firm is not barred from making an offer to contract as a result of a violation of 720 ILCS 5/331-3 or E-4. 3. The undersigned firm certifies that the firm shall comply, where applicable,with the Prevailing Wage Act(820 ILCS 130/0.01,.et-seg1., The undersigned firm certifies that the fi shall comply wit e City's tract compliance ordinance relating to Affirmative Action. Date(5/ 10%3' City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 27 of 31 Pages EXHIBIT 5: Affirmative Action Information City of Elgin Contract Compliance Affirmative Action Information To assure compliance with the City of Elgin's contract compliance ordinance, all contractors and vendors, herein referred to as "bidders", are requested to submit the following Affirmative Action information: 1. Work Force Analysis using the enclosed bidder's employee utilization form. 2. Provide the information required by item #3 on the employee utilization form if the answer to question 2 on the form is 'yes'. Provide a written commitment outlining the steps that the bidder plans to take in the area of recruitment and promotion of minorities and females to assure equal employment opportunity. (A copy of the bidder's affirmative action plan may be submitted in lieu of this requirement.) City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 28 of 31 Pages . MAY-19-2000 FRI 02:52 PM CITY OF ELGIN FAX NO. 1 847 931 6075 P. 02 BIDDER'S EMPLOYEE UTILIZATION FORM This report is required by the City of Elgin and must be submitted before the contract can be awarded. Chapter 3.12.1000 Affirmative Action - City Contracts I. Name and Address of Bidder Description of Project Trkla, Pettigrew, Allen & Payne, Inc. Comprehensive Plan anu unified 222 South Riverside Plaza, Suite 1616 Development Regulations JOB CATEGORIES Total Whites Blacks Hispanics Asians or American Minority Female Employees Pacific Indians (M&F) (All Islanders Categories) M / F M / F M / F . M / F M / F % % Example:Mogen 18 3 5 3 2 4 1 55.6% 44.4% (10/18) (8/18) Principals 3 3 - 0 0 Principal Associate 1 1 0 0 Senior Associates 3 1 2 0 67 1 ,__ASSI.UteS 1 1 1 10 50 Accountant 1 1 100 100 Secretary 1 1 _ 100 100 Interns 2 1 1. 0 50 -- , TOTALS 13 6 3 1 2 1 30.7 46 Si atur of mpany O ficial Tide Telephone Number Date Signed Page I of•�._. IL 1 prir�r-i�al 312-382-2100 ��z �) Ili A ' ( 2. Have you ever been ded a bid by the City of Elgin? x Yes No 3.• If the answer to question #2 is Yes, please submit a copy of the Employee Utilization Form that was submitted with your last successful bid along with a fully completed copy of this form. 4. If the statistical data provided above shows under-utilization of minorities and/or females, please submit, according to the guideline provided in the attached document, a written commitment to provide equal employment opportunity. NOTE: In the event that a contractor or vendor, etc., fails to comply with the fair employment and affirmative action provisions of the City of Elgin, the City amongst other actions may cancel, terminate, or suspend the contract in whole or in part. iv"^Xvt444 4 ROM:C00EADMIN 8479316790 T0:312 382 2128 PAGE:02 BIDDER'S EMPLOYEE UTILIZATION FORM :-:: ::::4,::`,.., • ,is reCp' r d by the City of Elgin and must be submitted before the contract can be -` " :. r 3.12. 1000 Affirmative Action - City Contracts Name and Address of Bidder Description of Project Trkla, Pettigrew, Allen & Payne, Inc. Frlx PTcPr £ C'Pntral Plgin_ 4/ 222 South Riverside_Plaza, Siiito 1616 Prnposcrl Tax TlarrQW- Chicago, Illinois 60606 Financing District _ 1 JOB CATEGORIES Total whites Blacks Hispanics Asians or American Minority Female Employees Pacific Indians (M&.F) (All • Islanders Categories) M / F M / F M / F , M / F M / F % % Example:Managers r 18 3 5 3 2 4 1 55.6% 44.446 (10/1S) (5/1a) Principals 3 3 F 0 0 Principal Associate 1 1 _ I 0 0 Senior Assoc. al-Fs 3 1 I 2 . I 1 0 _ 67 Associates 2 ! 1 , 1 r 100 50 ' Accountant , 1 1 - _ ( 1 100 100 Secretary I 1 1 , I i 1 I • 100 100 Interns 2 lI 1 I I I I 0 50 . I I . i . I i Fl I TOTALS 13 6 t 3 1 11 2 1 I i 1 I 30.7 I 46 Signature o4f Company 0 racial Tiile Telephone Number Dace Signed Page �. C _ / of President 312-382-2100 f o// // / q 2. Have you ever been awarded a bid by the City of.Elg? XX Yes* No i i . 3. If the answer to question 02 is Yes, please submit a copy of the Employee Utilization Form that was submitted with your last successful bid along with a fully completed copy of this form. * Award bore than 15 yea rs ago. 4.. If the statistical data provided above shows under-uriiization of minorities and/or females, please submit, according to the guideline provided in the attached document, a written commitment to provide equal employment opportunity. r NOTE: In the event that a contractor or vendor, etc., fails to comply with the fair employment and affirmative action provisions of the City of Elgin, the City amongst other actions may cancel, terminate, or suspend the contract in whole or in pact. EXHIBIT 6: Sexual Harassment Policies and Programs City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 30 of 31 Pages • MAY-19-2000 FRI 02:52 PM CITY OF ELGI•N FAX NO, 1 847 931 6075 P. 04 IB. � City of Elgin, Illinois t� Sexual Harassment ---- Policies and Programs • \I�! -� OIrelrEC iv- Every party to any contract with the City of Elgin and every bidder is required to have, and to effectively distribute, written sexual harassment policies that include, at a minimum, the following information: (I) the illegality of sexual harassment (II) the definition of sexual harassment under state law (III) a description of sexual harassment,utilizing examples (IV) the vendor's internal complaint process including penalties (V) the legal recourse,investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission (VI) directions on how to contact the department and commission (VII) protection against retaliation as provided by Section 6-101 of the Human Rights Act I hereby affirm that the organization which I represent has in place sexual harassment policies which include the required information set forth above, and I hereby agree to furnish the City of Elgin -Human ources Department with a copy of these policies if they so request. Signature/Title i nature/Title . Company Date z Cc Sexual harassment is defined as follows: "Sexual harassment"means any unwelcome sexual advances or requests for sexual favors or any conduct of a sexual nature when(1)submission to such conduct is made either explicitly or implicitly a term or condition of an individual 's employment,(2)submission to or rejection of such conduct by and individual is used as a basis for employment decisions affecting such individual,or(3)such conduct has the purpose or effect of substantially interfering with and individual's work performance or creating an intimidating, hostile,or offensive working environment. . Any questions by contracting parties or eligible bidders concerning compliance with these requirements should be directed to the City of Elgin- Human Resources Department at (847) 931-5618. I hereby agree fully indemnify and hold the City of Elgin harmless from any and all liability, loss or damage including costs of defense or claim, demands, cost of judgement against it arising from any sex hara ent complaint resulting from the act of any member of my organization i the p rfo m nce of thi c ntract. 'N Lk) Signature/Title Company Date � f EXHIBIT 7: Tax Collusion/Debarment Affidavit City of Elgin Professional Services Agreement Comprehensive Plan and Unified Development Regulations Page 31 of 31 Pages MAY-19-2000 FRI 02:52 PM CITY OF ELGIN FAX NO. 1 847 931 6075 P. 05 TAXIQQLLUSIONID GARMENT AFFIDAVIT State of,��-,ODIS ss. County of - C- ` TC'IC e—L✓ , being first duly sworn, deposes and says: That he is �J� lf ,vT' of the firm of the party making the foregoing bid and that the bidder is not barred from contracting with any unit or local government as a result of a violation of 720 Illinois Compiled Statutes, Section 5133E-3 or 5/33E-4, as amended; and, no collusion or agreement among other bidders or prospective bidders to bid a fixed price or otherwise restrain freedom of competition by agreement has taken place; and, bidder is not delinquent in the payment of any tax administered by the Illinois Department of Revenue unless there is a pending proceeding contesting the tax. Signature of Bidder, if an Individual: Signature of Bidder, if a partnership: Subscribed and sworn to before me this;o3rzd day of Mat/ , 2000 Signature of Bidder, if a corporation: My commission expires: f.25 °,3 resident I,,1 "piwTic AL SEAL" : ,�° ar 4 . JUNFITE A.SMITH i arswaa a tan COMMISSION EXPIRES 04/25P03 retary \•••.•.u•r��a• as OF JfE1/4,,goi RAN dr i. Agenda Item No. A City of Elgin g o ? U -4t4rE D FEg E June 2, 2000 G TO: Mayor and Members of the City Council lit N ; FROM: Joyce A. Parker, City Manager QUALITY HOUSING SUBJECT: Consultant Selection for the Comprehensive Plan, Design Guidelines and Unified Development Ordinance PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider entering into an agreement with Trkla, Pettigrew, Allen, and Payne, Inc. to prepare the city-wide Comprehensive Plan, Design Guidelines, and Unified Development Ordinance. BACKGROUND A Comprehensive Plan establishes a city-wide policy that assists the City Council in the management of the physical growth and development of the community. Having such a policy in place is critical during these times of high growth pressure within and adjacent to our city. This effort was last done in 1983 . It is clear that this nearly 20-year-old document no longer reflects the current thinking on how to manage and regulate today' s development . As a part of the Year 2000 budget, the City Council recognized the need for a new Plan and budgeted $255, 000, based on staff' s estimates, to fund consultant services to assist in the effort. The community' s desire to see more design controls, sub- area/corridor studies, and updated and modernized development regulation, in addition to the preparation of the Comprehensive Plan, has continued to strengthen since that time. In February, 2000, staff advertised Requests for Proposals asking professional planning firms to submit an expanded scope of services to prepare the Plan, as well as Design Guidelines and a all- inclusive Unified Development Ordinance document . This expanded scope was prepared to not only fulfill the Council' s budget directive, but to also address the evolving community sentiment on seeing better design, individual corridor studies, and updated development regulations. In April, staff reviewed the responses received from three consulting firms. These three, listed as follows, were then interviewed by a team consisting of various staff members within the Community Development Group and two Planning and Development Commissioners: " C'onsultant Selection for the Comprehensive Plan June 2, 2000 Page 2 Trkla, Pettigrew, Allen, and Payne, Inc. (Chicago) Camiros, Inc. (Chicago) Vanderwalle and Associates (Madison, WI) The team interviewed these firms and reviewed their submitted materials to assess the prospective consultants' abilities in the following areas: - Knowledge, education, and experience of the staff to be assigned to the project. - Degree at which the proposed scope of services addressed the project' s objectives. - The consultants' specialized experience and qualifications on similar projects . - Demonstrated familiarity with Illinois municipal planning and zoning practices. - Ability to prepared design guidelines and corridor studies . - Overall value of the product for the professional fee to be charged. Based on the above areas, and after interviewing the firms, the team is recommending the firm of Trkla, Pettigrew, Allen, and Payne (TPAP) to prepare the Comprehensive Plan, Design Guidelines, and Unified Development Ordinance. The fee for this service has been established at $275, 000 . This is $20, 000 over the original estimate due to the City' s added requests for stronger design controls and sub-area/corridor studies. TPAP' s scope of services will have the firm and the City proceeding in the following manner: Part One - Plan and Guidelines (fee: $163, 500, estimated duration: 15 months . - Community Outreach (interviews, neighborhood workshops, visual preference surveys - Planning Conditions and Influences Inventory (analyses, community character and design, community forums) - Concept Plan Alternatives (land use and development alternatives, design prototypes, open houses) - Draft Plan (Goals and objectives, plan maps, sub-area plans, action agenda, implementation) - Adoption Part Two - Unified Development Ordinance (fee: $111, 500, est . duration: 13 months) - Draft Outline - Regulations - Zoning Map - Community Forums and Public Hearings - Adoption - Draft redevelopment plan and project area " 4 'C'onsultant Selection for the Comprehensive Plan June 2, 2000 Page 3 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED The Interview Team was involved in the review and selection process leading up to its recommendation. Members included Commissioners George Wolff and Robert Siljestrom, Mark Biernacki, Jerry Deering, Ray Moller, Tom Armstrong, Sarosh Saher, and Brant Scheidecker. /FINANCIAL IMPACT Of TPAP' s total $275, 000 proposal, $255, 000 has been budgeted as a part of the Planning and Neighborhood Services general fund budget (account number 010-1501-715 . 45-99) . The fee amount is in excess of staff' s original estimate due to the inclusion of additional design controls and sub-area/corridor studies . A transfer of unexpended funds anticipated to exist in other portions of the Planning and Neighborhood Services budget will occur at the end of the fiscal year to offset this extra expense. t 101 J\�h,(� / LEGAL IMPACT J J'^'j/ None. ALTERNATIVES To not enter into a contract with TPAP, or to choose from the list of the other prospective firms. RECOMMENDATION It is recommended that the Mayor and members of the City Council enter into an agreement with TPAP, Inc. to prepare the city-wide Comprehensive Plan, Design Guidelines, and Unified Development Ordinance. pectfully Subm' ted, &. . ' yce . Parker City Manager JAP/mtb