HomeMy WebLinkAbout10-7 • •
Resolution No. 10-7
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
JJR, LLC FOR CONSULTING SERVICES REGARDING UPDATING
PARKS AND RECREATION MASTER PLAN
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Sean R. Stegall, 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 JJR,LLC for consulting services
regarding updating parks and recreation master plan,a copy of which is attached hereto and made a
part hereof by reference.
s/Ed Schack
Ed Schack, Mayor
Presented: January 13, 2010
Adopted: January 13, 2010
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into as of the 13th day of January, 2010, by and
between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY") and JJR, LLC, a limited liability company organized and existing under the laws of the
State of Michigan (hereinafter referred to as "CONSULTANT").
WHEREAS, the CITY desires to engage the CONSULTANT to furnish certain professional
services in connection with updating the City's current Parks and Recreation Master Plan
(hereinafter referred to as the PROJECT); and
WHEREAS, the CONSULTANT represents that it 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 perfollu the
services relating to 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
Parks and Recreation of the CITY, herein after referred to as the "DIRECTOR".
B. The CONSULTANT shall perfolui the services for the PROJECT as outlined in
the Scope of Services attached hereto and made a part hereof as Exhibit A.
2. PROGRESS REPORTS
A. CONSULTANT shall complete the PROJECT in accordance with the project
schedule set forth in Exhibit B attached hereto. Progress will be recorded on the
project schedule and submitted monthly as a component of the Status Report
described in B below.
B. 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, plans, designs, calculations, work drawings, studies, photographs,
models and recommendations shall be the property of the CITY 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
A. The CITY shall reimburse the CONSULTANT for services under this
AGREEMENT the total amount not-to-exceed Fifty-Six Thousand Three
Hundred Twenty Dollars and no/100ths ($56,320.00), regardless of actual Costs
incurciSTILTANT unless substantial modifications to the project are
authorized in writing by the DIRECTOR and incorporated into a written
amendment to this Agreement approved by the City Council of the CITY.
B. The CITY shall make periodic payments to the CONSULTANT based upon
actual progress within 30 days after receipt and approval of invoice. Said periodic
payments to the CONSULTANT shall not exceed the amounts shown in Exhibit
A and full payments for each task shall not be made until the task is completed
and accepted by the DIRECTOR.
C. Any expenses incurred by the CONSULTANT in the performance of the services
pursuant to this Agreement shall be included in the total amount not-to-exceed
$56,320.00 provided above.
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
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Notwithstanding any other provision hereof, the CITY 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 perfoimed 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 paragraph 6, 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 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 fifteen (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
detenitined 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 teii►iinate this Agreement. Notwithstanding the foregoing, or
anything else to the contrary in this Agreement, with the sole exception of an action to
recover the monies the CITY has agreed to pay to the CONSULTANT pursuant to
paragraph 4 hereof, no action shall be commenced by the CONSULTANT against the
CITY for monetary damages.
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10. INDEMNIFICATION
To the fullest extent permitted by law, CONSULTANT agrees to and shall indemnify,
defend and hold harmless the CITY, its officers, employees, agents, boards and
commissions from and against any and all claims, suits,judgments, costs, attorneys fees,
damages or other relief, including but not limited to workers compensation claims, in any
way 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 out of the performance of this Agreement. In the
event of any action against the CITY, its officers, employees, agents, boards or
commissions, covered by the foregoing duty to indemnify, defend and hold harmless such
action shall be defended by legal counsel of the CITY'S choosing. 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 tenn 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 tend 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.
The Certificate of Insurance which shall include Contractual obligation assumed
by the CONSULTANT under Article 10 entitled "Indemnification" shall be
provided.
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.
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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 CONSULTANT'S
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
occurrence. 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 construction means, methods, techniques, sequences or procedures, or for safety
precautions and programs in connection with the construction, 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.
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.
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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
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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 without prior approval from the
DIRECTOR, nor will the CONSULTANT make public proposals 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;
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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. SUBSTANCE ABUSE PROGRAM. As a condition of this agreement,
CONSULTANT shall have in place a written substance abuse prevention program which
meets or exceeds the program requirements in the Substance Abuse Prevention Public
Works Project Act at 820 ILCS 265/1 et seq. A copy of such policy shall be provided to
the City's Assistant City Manager prior to the entry into and execution of this agreement.
27. 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.
28. 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:
As to CITY:
Randy Reopelle,
Director of Parks and Recreation
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
With a copy to:
William A. Cogley
Corporation Counsel
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
As to CONSULTANT:
JJR, LLC.
35 E. Wacker Drive
Chicago, IL
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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. CONSULTANT shall pay any and all costs associated with any such audit.
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 THE CO SUL ,;••••••00.-
ByA - By: A
CityManager
Attest:
City Clerk
F:\Legal Dept\Agreement\JJR Parks Master Plan.doc
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EXHIBIT A
SCOPE OF SERVICES
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Updating the Parks and Recreation Master Plan
City of Elgin. Parks and Recreation Department
Basic Services December 9, 2009
PHASE 1: PROJECT INITIATION & DISCOVERY
Goal
To establish a good working ra\aUonohip, evaluate and understand City of Elgin Parks syabamo, review
previous studies, gather and analyze relevant data, conduct field visits and meeting with stakeholders and
communities to understand the nmedu, desires and cho||mngeo, and develop consensus on a review process
to guide future concept planning.
The Client refers to the individual who will represent the Master Plan Steering Committee Meeting and guide
the JJR team throughout the life of the project. They will provide management and responsibility for
identifying and resolving project impediments.
The JJR Team will consist of the key indiv{dua|n, as indicated in the pnmpoaa(, with the responsibility of
working with the Master Plan Steering Committee Meeting to successfully complete the project.
Task 1.1. Kick-off Meeting-Master Plan Steering Committee Meeting# 1
Key members of the JJR Team will conduct a kick-off meeting with the Master Plan Steering Committee to
review the work plan, auhedu(e, plan oomponenta, and public participation oomponanta, to determine focus
group and public participation needs and other requirements for the project.
Task 1.2. Field Visits & data collection
The field visits will be conducted to understand and analyze all the parks within the City. This will be done in
collaboration with City of Elgin Parks and Recreation staff.
Task 1.3. Review Context and Past Studies
Task 1.4. Perform Demographic Trend Analysis
Task 1.5. Develop Base Map
Task 1.6. Focus Group Meetings
The JJR Team will conduct individual or group interviews with key public and private sector individuals as
identified by the Client. These individuals will be selected representatives of the City of Elgin community. The
JJR team in coordination with the client will ensure that all constituencies and stakeholders affected by and
interested in the plan are included in this process. These interviews will be scheduled by the client to be
reasonably accomplished over one day(10 - 11 groups) and include one meeting with leaders and members
of the general public within the Hispanic community.
Task 1.7. Vision Statement& Guiding Principles Update
Task 1.8. Summarize findings from meetings
Task 1.9. Develop Opportunities and Constraints Maps(by neihbonhmmds)
Task 1.10. Master Plan Steering Committee Meeting#2
. .
The JJR team will meet with the Master Plan Committee at each phase in the process and before each
public meeting. Present findings from previous tasks to gain feedback before public meetings#1 -5. Share
project progress report with the committee.
Task 1.11. Public Input Meetings# to 5-Discovery(up to 5 meetings by District)
The purpose of the first public meeting is to inform the community about the objectives of the pject and to
hear from them about their wishes and visions for their community. As part of the meeting, the participants
will be shown the findings from previous tasks, updated vision statement and guiding principles and will be
engaged to share with the JJR team the parks and recreational needs of the community.
Deliverables
• Final work plan coordinating project timeline, milestone dates, process, deliverables.
• Photographic documentation of existing conditions.
• Inventory and analysis map, opportunities and constraints map, base map.
• Inventory of material received from the client.
• Demographic trends and analysis summary report
• Vision Statement&Guiding Principles
• Powerpoint presentation, associated color maps
• Meeting notes from all meetings.
(All maps and graphics will be produced as hard copy and in digital format compatible with
City's software system)
PHASE 2: NEEDS ASSESSMENT / GAP ANALYSIS
Goal
To identify the park and recreational needs of the community, potential opportunities and develop level of
service.
Task 2.1. Develop Parks Standards and Level of Service(by neighborhoods)
Task 2.2. Identify Current Parks and Facilities that need Renovations
Task 2.3. Identify Potential Opportunities for Future Land Acquisitions
Task 2.4. Analyze each Park for Opportunities to meet System-wide needs
Task 2.5. Develop Needs Assessment/Gap Analysis Report
Task 2'6. Master Plan Steering Committee Meeting#3
The AR team will meet with the Master Plan Committee at each phase in the process and before each
public meeting. Present findings from previous tasks to gain feedback before public meeting#6. Share
project progress report with the committee.
Task 2.7. Public Meeting#6— Visioning &Analysis
The purpose of this public meeting is to inform the community about the findings from previous tasks.As part
of the meeting, the participants will be shown the findings from needs assessment/gap analysis and will be
engaged to share with the JJR team the parks and recreational needs of the community.
Deliverables
• Parks standards and level of service(by neighborhoods)summary
• Needs assessment I gap analysis summary report
• Powerpoint presentation, associated color maps
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• Meeting notes from all meetings.
(All maps and graphics will be produced as hard copy and in digital format compatible with City's software
system)
PHASE 3: ALTERNATIVE PLANNING CONCEPTS
Goal
To provide planning options specific to the needs and desires of the community
Task 3.1. Develop Alternative Planning Concepts
Based on the outcomes from Phases 1 &2, the JJR Team will develop a maximum of three planning
alternatives reflecting the parks and recreational needs of the community and potential opportunities for
future land acquisitions and future facility developments. The planning alternatives will include maps, text
and photographs to illustrate the design intent.
Task 3.2. Master Plan Steering Committee Meeting#4—Alternatives Review
The JJR team will present the planning alternatives to the Master Plan Committee to gather feedback and to
determine the preferred direction. During this meeting findings from previous tasks and project progress
report will also be shared with the committee.
Task 3.3. Public Meeting# 7—Alternatives Review
The JJR team will present the planning alternatives to the general public to gather feedback and comments.
This feedback will be used to develop a draft Parks and Recreation Master Plan.
Deliverables
• Powerpoint presentation, associated color maps and graphics
• Meeting notes from all meetings.
(All maps and graphics will be produced as hard copy and in digital format compatible with City's software
system)
PHASE 4: DRAFT PARKS AND RECREATION MASTER PLAN & DOCUMENTATION
Goal
To provide a draft Master Plan, parks specific recommendations and summary report.
Task 4.1. Develop Draft Parks and Recreation Master Plan
Based on the outcomes from previous tasks, the JJR Team will develop a draft Parks and Recreation Master
Plan and parks specific recommendations reflecting the preferred direction established in previous phases.
The draft Master Plan will include maps, graphics and text to illustrate the design intent.
Task 4.2. Develop Draft Regional Opportunities
Task 4.3. Develop Draft Action Plan Matrix
Task 4.4. Develop Park Specific Recommendations
Task 4.5. Develop Draft Capital Plan and Funding Sources
Task 4.6. Develop Draft Priority Projects and Implementation Time line
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Task 4.7. Develop Draft Summary Report
Based on the outcomes from previous tasks, the JJR Team will develop a draft summary report documenting
the findings, analysis, needs assessment, issues and opportunities, the Parks and Recreation Master Plan
design ideas, and other relevant information that is instrumental in creating a compelling and comprehensive
summary report. The summary report will be developed with graphics and text to illustrate the design intent.
Task 4.8. Master Plan Steering Committee Meeting#5—Draft Plan Review
The JJR team will present the draft plan to the Master Plan Committee to gather feedback and comments
prior to public meeting#7. During this meeting findings from previous tasks and project progress report will
also be shared with the committee.
Task 4.10. Public Input Meeting#8-Draft Plan & Recommendations
The purpose of this public meeting is to share with the community the draft Parks and Recreation Master
Plan. As part of the meeting, the participants will be shown the findings from previous tasks draft Master Plan
and will be engaged to share with the JJR team the desired and undesired elements from the draft plan. This
information will be used to refine the draft Master Plan and develop the final Master Plan.
Deliverables
• Powerpoint presentation, associated color maps and graphics
• 20 copies of draft summary report for review by City officials
• Meeting notes from all meetings.
(All maps, graphics and reports will be submitted as hard copy and in digital format compatible with City's
software system)
PHASE 5: FINAL PARKS AND RECREATION MASTER PLAN & REPORT
Goal
To provide the final Master Plan, parks specific recommendations and summary report.
Task 5.1. Refine Draft Parks and Recreation Master Plan
Based on the comments received from previous tasks, the JJR Team will refine the draft Parks and
Recreation Master Plan.
Task 5.2. Develop Final Parks and Recreation Master Plan
Based on the outcomes from previous tasks, the JJR Team will develop the final Parks and Recreation
Master Plan and parks specific recommendations reflecting the preferred direction established in previous
phases. The final Master Plan will include maps, graphics and text to illustrate the design intent.
Task 5.3. Develop Final Regional Opportunities
Task 5.4. Develop Final Action Plan Matrix and Recommendations
Task 5.5. Develop Final Park Specific Recommendations
Task 5.6. Develop Final Capital Plan and Funding Sources
Task 5.7. Develop Final Priority Projects and Implementation Time line
Task 5.8. Develop Final Summary Report
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Based on the review and comments from previoustayks. Uhe JJR Team wilt develop the final summary report
documenting the findings, analysis, needs assessment, issues and opportunities, the Parks and Recreation
Master Plan design ideas, and other relevant information that is instrumental in creating a compelling and
comprehensive summary report. The summary report will be developed with graphics and text to illustrate
the design intent.
Task 5.9. Park and Recreation Advisory Committee Meeting—Final Plan Reoimm,
The JJR team will present the final plan to the Park and Recreation Advisory Committee prior to the City
Council meeting. During this meeting findings from previous tasks and project progress report will also be
shared with the committee.
Task 5.10. City Council Meeting—Final Plan Presentation
The JJR team will present the final Park and Recreation Master Plan to the City Council at a regularly
scheduled Council meeting.
Task 5.11. Submit Final Summary Report
Submit the final summary report including all maps and exhibits with an executive summary of
recommendations.
Deliverables
• Powerpoint presentation, associated color maps and graphics
• 40 copies of final summary report as hard copy, digital high resolution copy and web ready copy
• Meeting notes from all meetings.
(All maps, graphics and reports will be submitted as hard copy and in digital format compatible with City's
software system).
PHASE 6: PROJECT WEBSITE
Goal
To establish an interactive project website that will allow for process transparency and effective public input
during the planning process while providing a living document that integrates seamlessly with the City's
existing website.
Task 6.1. Develop Project Website
Develop fully dynamic interactive site utilizing Flash, JavaScript, Ajax or equivalent advanced scripting. This
site will be designed for use by the City of Elgin, the planning team and the general public and can be
customized to be updated and managed by any party. It will provide fully dynamic, two-way feedback
mechanisms (i.e. commenta, nabngo, polls, etc.), be fully customizable with full integration with the City of
Elgin's site. Ongoing updates can be database or form field driven so that the City can eventually take over
managing updates.
� .
COMPENSATION
Basic Services
JJR will provide the above Basic Services for a lump sum fee of$56,320, inclusive of all expenses.
Additional Services
Other Additional Services such as additional meetings and deliverables will be performed on an hourly basis
per the attached standard rates upon written authorization.
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Standard Fee and Reimbursement Schedule
JJR, LLC
Chicago, Illinois
January 5, 2009
PROFESSIONAL AND TECHNICAL STAFF
Principal/ Level 4 $200.00/hour
Principal!Level 3 $180.00/hour
Principal/ Level 2 $160.00/hour
Principal/Level 1 $145.00/hour
Professional Staff/ Level 10 $145.00/hour
Professional Staff/ Level 9 $130.00/hour
Professional Staff/ Level 8 $120.00/hour
Professional Staff/ Level 7 $110.00/hour
Professional Staff/ Level 6 $100.00/hour
Professional Staff/Level 5 $90.00/hour
Professional Staff/Level 4 $85.00/hour
Professional Staff/Level 3 $80.00/hour
Professional Staff/Level 2 $75.00/hour
Professional Staff/Level 1 $70.00/hour
Survey 1-Man Crew $150.00/hour
Survey 2-Man Crew $180.00/hour
Technical Staff/Level 2 $70.00/hour
Technical Staff/ Level 1 $60.00/hour
These billing rates are subject to semi-annual review and revision.
A surcharge of fifty percent(50%)will be added to hourly rates for expert witness testimony and/or for
participation at hearings, depositions, etc.
REIMBURSABLE EXPENSES
Mileage $0.55/mile
Travel and Subsistence Cost
FedEx, Postage, etc. Cost
Copies (8-1/2"x 11") $0.10/copy
Color Copies (8-1/2"x 11") Cost+ 10%
Color Copies (11" x 17") Cost + 10%
Plotting Cost+ 10%
Reproduction and Printing Cost + 10%
Materials Cost + 10%
Equipment Rental Cost
Subcontract Services Cost+ 10%
INVOICES
Progress invoices shall be issued monthly and payment is due upon receipt. Balances remaining unpaid
after thirty(30)days are subject to a monthly finance charge of 1% (12% annually) until paid.
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EXHIBIT B
PROJECT SCHEDULE
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Feb 2010 Mar 2010 Apr 2010 May 2010 Jun 2010 Jul 2010
11/1 18/1 25/1 1/2 8/2 15/2 22/2 1/3 8/3 15/3 22/3 29/3 5/4 12/4 19/4 26/4 3/5 10/5 17/5 24/5 1/6 7/6 14/6 21/6 28/6" 5/7 12/1 19/7 26/7
1.1 Kick off meeting with Master Plan Steering Committee(#1) - -
1.2 Field Visits&data collection 'In I= - - -
1.3 Review Context&Past Studies '_ - - `
1 4 Perform Demographic Trend Analysis I= - - ' "
1.5 Develop Base Map UM I - - .
1.5a Website-Setup Base A A ' ' - -
1.6 Focus Group Meeting#1 In - -
1 7 Vision Statement&Guiding Principles Update MI
1.9 Summarize findings from Meetmg_s - ' - - -
1 8 Develop Opportunities&Constraints Maps(by neighborhoods) _ II - '
1.8a Website-Review _ A '
1 10 Master Plan Steering Committee(#2) - IS -
1.11 In.ut Meetin.#1 to 6-Discover u.to 5 meetin.s b District + t'_ : y - '
,._
2.1 Develop Parks Standards and Level of Service(by neighborhoods) NI ,
2.2 Identify Current Parks& _Facilities that need renovations y M-NMI _ -
2 3 Identify Potential Opportunities for Future land Acquisitions III - - - '
2.4 Analysze each Park for Opportunities to meet the System-wide needs - '
2.5 Develop Need Assessment/Gap Analysis Summary Report _ - - !• -
Master Plan Steering Committee Meeting#3-review findings,project update,Meeting'
- '
2.6 with Director of Parks&Recreation
2.7 Public Input Meeting#6-Visioning&Analysis - d
2 7a Website-Populate Website - A - - -
3.1 Develop Alternative Planning Concepts I NM MI
Master Plan Steering Committee Meeting 6 4-review findings,review alternatives, - - -
3.2 project update,Meeting with Director of Parks&Recreation _ In
3.3 Public Input Meeting#I-Alternatives Review . F _CO
3.3a Website-Populate Website A ' '
4.1 Develop Draft Parks&Re:. `.. r-.
creation Master Plan based on preferred direction _ _ N �
4.2 Develop Draft Regional Opportunities - - '� '
4 3 Develop Draft Action Plan Matrix/Recommendations _ '�"
4.4 Develop Draft Park Specific Recommendations - - - "-
4.5 Develop Draft Capital Plan&Funding Sources _ - -" - -
4.6 Develop Draft Priority Projects and Implementation Time line -
4.7 Develop Draft Summary ReportIn
__ -I'
Master Plan Steenng Committee Meeting#5-review findings.review draft plan,project - -
'' - -
4 8 update,Meeting with the Director of Parks&Recreation _
4.9 Public Input Meeting#8-Draft Plan&Recommendations - - - - '
4.9a Website-Po.ulate Website - A -
w.. ,., ..:, ..
5 1 Refine Draft Parks&Recreation Master Plan - - MN IIIII
5 2 Develop Final Parks&Recreation Master Plan&Recommendations - ' in
5.3 Develop Final Regional Opportunities _ mg
5.4 Develop Final Action Plan Matrix/Recommendations - - - -
5 5 Develop Final Park Specific Recommendations -
5.6 Develop Capital Plan&Funding Sources - '
5.7 Develop Final Priority Projects and Implementation Time line - '
In
5 8 Develop Final Summary Report - IN -
MI
5.9 Meeting with the Parks&Recreation Committee _ - , -
5.10 City Council Meeting-Final Plan Presentation - - - - -
_
5.11 Submit Final Summary Report -
5.11a Website-Populate Website&Final Product - INI
_ - A
ME Master Plan Steenng Committee Meeting,Meeting with the Director of Parks&Recreation(5-6 nos.)
In Focus Group Meetings(10-11 nos)
® Public Meetings(8 nos.)
• Parks&Recreation Committee Meeting
in City Council Meetings
A Website Development
tt OF p4C
G\ City of Elgin Agenda Item No.
(Oh' 'Rion‘\* '
December 10, 2009
TO: Mayor and Members of the City Council /
rircanenal.LI-1u r aed
FROM: Sean R. Stegall, City Manager crri:urrr U�oririrutirs fnr3il(:ihzrn.
Randy Reopelle, Parks and Recreation Director
SUBJECT: Consulting Services for Updating the Parks and Recreation Master Plan
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 JJR, LLC for consulting services related
to the updating of the Parks and Recreation Master Plan.
RECOMMENDATION
It is recommended that the City Council enter into an agreement with JJR, LLC for consulting
services to assist the City with updating the Parks and Recreation Master Plan in the amount of
$56,320.
BACKGROUND
The City's Parks and Recreation Master Plan was last updated in 2000. That master plan served
the City well, with many of the recommendations being implemented. However, much has
changed within the City of Elgin since that time and as a result the master plan needs to be
updated. An updated master plan is also needed so that the City can continue to receive park
development grants from the Illinois Department of Natural Resources. A request for proposal
was sent out and 10 qualified proposals were received. A Review Committee composed of City
staff and Park and Recreation Advisory Board members reviewed the proposals individually and
then as a group.
The Review Committee unanimously choose JJR as the preferred firm to assist with updating the
Master Plan. They were chosen due to their experience creating parks and recreation master
plans for other communities similar to Elgin in size and diversity, as well as for their familiarity
with Elgin. JJR's base fee was $38,000. Options for the addition of two more public meetings
and six more focus group meetings increases their fee by$5,820. The option for the creation of a
website increases their fee by $12,500. The website will help to promote the master planning
process, allow for resident input and eventually become a permanent part of the City's website,
listing all neighborhood parks, their locations and an inventory of their associated amenities.
Consulting Services for Updating the Parks and Recreation Master Plan
December 10, 2009
Page 2
JJR is a national firm with offices located in Chicago, Madison, Ann Arbor, Phoenix, and
Washington D.C. The City has used their planning services on a number of different projects
and has found them to be good to work with and very competent.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Park and Recreation Advisory Board.
FINANCIAL IMPACT
•44
The total cost for updating the master plan as provided by JJR, LLC will be $56,320. There are
sufficient funds budgeted ($75,000) and available ($75,000) in the Park Development Fund,
account number 340-0000-795.92-32, project number 509827, "Parks and Rec Master Plan" to
enter into a contract.
LEGAL IMPACT
one.
ALTERNATIVES
1. The City Council may choose to approve the agreement with MR, LLC for planning 41)
services related to updating the Parks and Recreation Master Plan at a cost of$56,320.
2. The City Council may choose not to approve the agreement with JJR, LLC for planning
services related to updating the Parks and Recreation Master Plan at a cost of$56,320
Respectfully submitted for Council consideration.
rr
•
OF E4,
Memorandum
City of Elgin
4-rto-
Date: January 22, 2010
To: Randy Reopelle, Parks and Recreation Director
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution No. 10-7, Adopted at the January 13, 2010 Council Meeting
Enclosed you will find the agreement listed below. Please 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.
• Agreement with JJR, LLC for Consulting Services Regarding Updating Parks and
Recreation Master Plan