HomeMy WebLinkAbout22-191 Resolution No. 22-191
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH THE LAMAR JOHNSON
COLLABORATIVE, INC. FOR PROFESSIONAL SERVICES IN CONNECTION WITH THE
NORTH GROVE REDEVELOPMENT AREA PLAN
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that Richard G. Kozal, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby
authorized and directed to execute an Agreement on behalf of the City of Elgin with The Lamar
Johnson Collaborative, Inc., for professional services in connection with the North Grove
Redevelopment Area Plan, a copy of which is attached hereto and made a part hereof by reference.
_s/David J. Kaptain
David J. Kaptain, Mayor
Presented: November 2, 2022
Adopted: November 2, 2022
Omnibus Vote: Yeas: 9 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT ("Agreement") is made and entered into this end day of November,
2022, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter
referred to as "CITY") and The Lamar Johnson Collaborative Inc (hereinafter referred to
as"CONSULTANT").
WHEREAS, the CITY desires to engage the CONSULTANT to furnish certain
professional planning and related services in connection with the North Grove Redevelopment
Area 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 perform 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 Community
Development Director of the CITY,herein after referred to as the "DIRECTOR".
B. The CONSULTANT agrees to analyze the existing conditions of the North Grove
Redevelopment Area(further defined herein below),conduct a public participation
process with city staff for area stakeholders, produce three conceptual land plan
alternatives, produce a preferred land plan based upon feedback received after
presenting the conceptual land plan alternatives to city staff and area stakeholders,
and produce a final report that includes the preferred land plan and
recommendations and design guidelines to implement the preferred land plan.
The North Grove Redevelopment Area consists of three proximate tracts of land,
generally described as such:
1. The property north of the Gail Borden Library is about 26 acres and generally
bounded by Ann Street on the south, Grove Avenue on the east, Jefferson
Avenue on the north and the Fox River on the west.
2. The property east of the Gail Borden Library is about 5 acres and bound by Ann
Street on the north, Brook Street on the east, Kimball Street on the south and
Grove Avenue on the west.
3. The property south of the Gail Borden Library is about 3 acres and bound by
Kimball Avenue on the north,Grove Avenue on the east,the Hemmens Cultural
Center on the south and the Fox River on the west.
C. A detailed Scope of Services is attached hereto as Attachment A,"Project Approach
and Scope of Work".
2. PROGRESS REPORTS
A. An outline project milestone schedule is provided herein.
B. A detailed project schedule for the PROJECT is included as Attachment B,attached
hereto. Progress will be recorded on the project schedule and submitted monthly
as a component of the Status Report described in C below.
C. The CONSULTANT will submit to the DIRECTOR monthly a status report keyed
to the project schedule. A brief narrative will be provided identifying progress,
findings and outstanding issues.
3. WORK PRODUCT
All work product 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 product for its records. CONSULTANT's execution of
this Agreement shall constitute CONSULTANT's conveyance and assignment of all right,
title and interest,including but not limited to any copyright interest,by the CONSULTANT
to the CITY of all such work product prepared by the CONSULTANT pursuant to this
Agreement. The CITY shall have the right either on its own or through such other
consultants as determined by the CITY to utilize and/or amend such work product. Any
such amendment to such work product shall be at the sole risk of the CITY. Such work
product is 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. For services provided the CONSULTANT shall be paid the total fee not to exceed
one hundred thousand dollars($100,000.00)regardless of the actual costs incurred
by the CONSULTANT unless substantial modifications to the scope of the work
are authorized in writing by the DIRECTOR.
B. For outside services provided by other firms or subcontractors,the CITY shall pay
the CONSULTANT the invoiced fee to the CONSULTANT. The costs for any
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such outside services are included within the total not to exceed amount provided
for in paragraph 4A above.
C. The costs of any reimbursable expenses are included within the total not to exceed
amount provided for in paragraph 4A above.
D. The CITY shall make periodic payments to the CONSULTANT based upon actual
progress within thirty(30)days after receipt and approval of invoice. Said periodic
payments to the CONSULTANT shall correlate to the four phases detailed within
Attachment A "Project Approach and Scope of Work" and Attachment B
"Proposed Schedule" and shall not exceed the amounts shown in the following
schedule, and full payments for each task shall not be made until the task is
completed and accepted by the DIRECTOR:
Phase 1.Existing Conditions $24,380
Phase 2. Concept Alt Design $28,060
Phase 3. Draft Land Plan $31,380
Phase 4. Final Plan $15,520
Expenses $660
TOTAL $100,000
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 one(1)year after
termination of this Agreement.
6. TERMINATION OF AGREEMENT
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
performed and reimbursable expenses actually incurred prior to termination, except that
reimbursement shall not exceed the task amounts set forth under Paragraph 4 above.
7. TERM
This Agreement shall become effective as of the date the CONSULTANT is given a notice
to proceed and, unless terminated for cause or pursuant to Paragraph 6, shall be deemed
concluded on the date the CITY determines that all of the CONSULTANT's work under
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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 this 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 determined
by the DIRECTOR shall proceed without interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation or breach
shall be deemed to constitute a default, and the other party has the right to seek such
administrative,contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either party,by reason of any default,fails within fifteen(15)days after
notice thereof by the other party to comply with the conditions of the Agreement,the other
party may terminate this Agreement. 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. CONSULTANT hereby further waives any and all claims or rights to interest
on money claimed to be due pursuant to this Agreement and waives any and all such rights
to interest which it claims it may otherwise be entitled pursuant to law, including, but not
limited to, the Local Government Prompt Payment Act (50 ILCS 501/1, et seq.), as
amended, or the Illinois Interest Act (815 ILCS 205/1, et seq.), as amended. The parties
hereto further agree that any action by the CONSULTANT arising out of this Agreement
must be filed within one year of the date the alleged cause of action arose or the same will
be time-barred. The provisions of this paragraph shall survive any expiration, completion
and/or termination of this Agreement.
10. INDEMNIFICATION
To the fullest extent permitted by law, CONSULTANT agrees to and shall indemnify pay
reasonable attorney's fees, and hold harmless the CITY, its officers, employees, agents,
boards and commissions from and against any and all claims, suits, judgments, costs,
attorney's 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,
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agents,boards or commissions,covered by the foregoing duty to indemnify pay reasonable
attorney's fees, 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 term or provision of this Agreement or because of
their execution, approval or attempted execution of this Agreement.
12. INSURANCE
CONSULTANT shall provide,maintain and pay for during the term of this Agreement the
following types and amounts of insurance:
A. Comprehensive Liability. 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 Certificate 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 shall include the contractual obligation assumed by the
CONSULTANT under Paragraph 10 entitled"Indemnification".
This insurance shall be primary and non-contributory 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.
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 bodily injury and/or property damage.
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 claim.
A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of
insurance protection. The policy shall not be modified or terminated without thirty
(30)days prior written notice to the DIRECTOR.
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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/AFFIRMATIVE ACTION
The Consultant will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, national origin, age, ancestry, order of protection
status, familial status, marital status, physical or mental disability, military status, sexual
orientation, or unfavorable discharge from military service which would not interfere with
the efficient performance of the job in question. Consultant shall take affirmative action
to comply with the provisions of Elgin Municipal Code Section 5.02.040 and will also
require any subcontractor to submit to the City a written commitment to comply with those
provisions. Consultant shall distribute copies of this commitment to all persons who
participate in recruitment, screening, referral and selection of job applicants and
perspective subcontractors. Consultant agrees that the provisions of Section 5.02.040 of
the Elgin Municipal Code, 1976, as amended, is hereby incorporated by reference, as if
said out verbatim.
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
race, color, religion, sex,national origin, age, ancestry, order of protection status, familial
status, marital status, physical or mental disability, military status, sexual orientation, or
unfavorable discharge from military service.
Any violation of this paragraph 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.
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
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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 agree 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 constitute the entire Agreement of the parties on the
subject matter hereof and may not be changed,modified,discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations
or warranties shall be binding upon the other party unless expressed in writing herein or in
a duly executed amendment hereof, or change order as herein provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in and shall be construed in accordance
with the laws of the State of Illinois. Venue for the resolution of any disputes or the
enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane
County, Illinois.
22. NEWS RELEASES
The CONSULTANT may not issue any news releases 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.
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23. COOPERATION WITH OTHER CONSULTANTS
The CONSULTANT shall cooperate with any other consultants in the CITY's employ or
any work associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The CONSULTANT certifies hereby that it is not barred from bidding on this contract as
a result of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute
regarding bid rigging.
25. SEXUAL HARASSMENT
As a condition of this contract, the CONSULTANT shall have written sexual harassment
policies that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the
Illinois Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights
Act.
A copy of the policies shall be provided by CONSULTANT to the Department of Human
Rights upon request(775 ILCS 5/2-105).
26. INTENTIONALLY OMITTED
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.
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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:
A. As to the CITY:
Marc S. Mylott,AICP
Director of Community Development
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to the CONSULTANT:
Lesley Roth,AIA,AICP,LEED AP
Principal
The Lamar Johnson Collaborative Inc
35 E. Wacker Drive, Suite 1300
Chicago, IL 60601
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 legally authorized to work in 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 paragraph. 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.
30. COUNTERPARTS AND EXECUTION
This Agreement may be executed in counterparts, each of which shall be an original and
all of which shall constitute one and the same agreement. This Agreement may be executed
electronically,and any signed copy of this Agreement transmitted by facsimile machine or
email shall be treated in all manners and respects as an original document. The signature
of any party on a copy of this Agreement transmitted by facsimile machine or email shall
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be considered for these purposes an original signature and shall have the same legal effect
as an original signature.
IN WITNESS WHEREOF, the parties hereto have entered into and executed this
Agreement effective as of the date and year first written above.
CIT =r_'kiarard'G.
By: ". " 'gr�vl
Kozal, City Manage
A st:
ity Clerk
CONSULTANT:
1�
By: The Lamar Johnson Collaborative Inc
Name/Print: Kapil Khanna
Title: Chief Executive Officer
Legal Dept\Agreement\Lamar Johnson Collaborative Agr-N Grove Redevelop Area-Clean-10-20-22.docx
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ATTACHMENT A
SCOPE OF SERVICES
ram._
Attachment A
Project Approach and Scope of Work
The LJC team are multi-disciplinary experts assignment.Each phase will conclude with a set Task 1:Introductory Meeting with City Staff •Infrastructure goals
that represent:urban design,land use planning, of deliverable,We have organized our approach •North Grove Planning Area Goals
architecture,landscape architecture,riverfront around the following four phases of work: •Project introduction •Quality of Life goals
planning,public engagement,economic •Project directory
development,development advisory services, Phase 1:Existing Conditions and Stakeholder •Project Management/Communication
and design
guidelines.Our team has experience Engagement •Site overview Deliverable:North Grove Redevelopment Area-
working on similarly complex projects throughout •City project goals Vision Statement Development
Phase 2:Conceptual Design Ahernative •Public Engagement Plan
the region that can benefit Elgin through Development Phase 2:Conceptual Design and Alternatives
efficiency and economy-our team knows where Development
to focus efforts to provide the best solutions to Phase 3:Draft and Final Report,Design Task 2:Existing Conditions Analysis
move Elgin forward.We will bring national best Guidelines With a strong base knowledge of existing
practices to Elgin by first creating a planning •Land use analysis conditions findings on key planning issues,the
process that uncovers community need and Phase 4:Implementation Plan and Adoption •Economic development analysis vision,goals and objectives for the project,the
is responsive to addressing the variety of •Review past plans and reports team will develop conceptual design after iatives
perspectives and positions.Our familiarity with The following is an outline of the specific tasks •Collect available GIS data,drawings,photos and integrate the Phase 1 analysis and evaluation
riverfront communities similar to Elgin allows and their content for each phase of the project. and surveys that will serve as the basis for development of the
us to approach the plan forthe North G At the completion of each phase,a set of
rove deliverables is •She Analysis of North Grove RA Draft North Grove Redevelopment Area Plan.
Redevelopment Areas with sensitivity and a level Provided for reference. •Riverfront site conditions
of detail that is transformative. Phase 1:Existing Conditions and Stakeholder •Analysis opportunities-Wetland deliniation During the subsequent tasks,we translate
Engagement or other environmental study broad vision into increasingly specific goals and
We have created a project plan that will provide •Circulation and Access Analysis objectives,then explore strategies to achieve
the City of Elgin not only with workable solutions what has been identified in measurable ways.
that can be implemented;they will also define At the onset of the project during Phase 1,public Some strategies will involve concepts and
planning parameters that will ensure future engagement efforts will begin,using surveys Task 3:Neighborhood Stakeholder Meetings scenarios for physical/design changes;others
planning decisions are consistent with the vision and an initial workshop to identity Issues and may be more in the policy or regulatory realm.
of the Elgin that balances economic realities, discuss a broad Vision for the North Grove •Project introduction The strategies and planning concepts will be
enhance the public realm,and present viable Redevelopment Area.We will summarize our •Community Overview,Context and History shared in a series of additional workshops for
proposals for development.We anticipate a findings and results of the public engagement •Stakeholder Identification and Individual/ discussion and feedback.A district brand will
six month schedule to complete the project Group Aspirelions
P P 1 activities into opportunities end challenges that also be developed during this phase.Design
will create the foundation for design decisions. •Stakeholder Menagement/Communication Guidelines will begin concurrent to concept
We will share examples of how other cities of •Project Outcome Definition/Goals alternative development.
similar size,facing similar challenges,have •Key person interviews
successfully implemented creative and innovative Task 1:Alternative Land Plan Development
tlesign solutions.The first task will also center on Task 4:Vision and Goals Statement •Low Density Mixed Use Set in Large,Public
data collection and analysis with an emphasis on Open Space
understanding economic development trends, •A vision statement establishing the desired .Medium Density Mixed Use Set among
land uses,regulatory environment,and past and community character,physical and policy Medium,Public Open Spaces
on-going planning effort.We will also consider achievements •High Density Mixed Use with Public Street
and incorporate post-pandemic trends for mixed •Economic development goals Corridors and River Welk Extension
use development.Tasks to be completed in •Residential/housing development goals
Phase 1 include: •Natural resource and open space goals
•Transportation goals Task 2:Design Alternative Review with City of
•Redevelopment goals Elgin
D City of Elgin RFP No.22 NO for Ur Planning I July 1,2022 E
•Confirm consistency with project goals The 90 ND West Zoning Code and Design •Funding sources Zoning Commission feedback
•Confirm atematives reflect stakeholder Input Guideline document is a great example of •Implementation plan •Distribute final document for City approval
•Confirm alignment with Elgin's core values Ginkgo's innovative approach to regulating •Project partners
design.Prepared as part of the Master Plan
for the former 350-acre Motorola Campus in Task 3:City Approval and Publication
Task 3;Preferred Alternative Plan Preparation Schaumburg,the design guidelines provide clear Task 3:North Grove Recreation Area
•Select and refine preferred concept
direction for site planning,building design and Presentation to Neighborhood Groups •provitle Deliverables to City for Publication
alternative placement,street and open space design,and •Support City staff with presentation Deliverable:Final North Grove Redevelopment
•Develop Draft North Grove RA Plan sustainable elements.This highly illustrated and •Review work completed to date Area Document and Design Guidelines
document concise set of guidelines is allowing development •Present concept design alternatives
•Coordinate plan grounded in market realities proposals to get approved and move forward •Present preferred design alternative
with our partners at CRG in an extremely efficient and timely manner. •Present design guidelines Public Engagement
Since adoption in 2018,a majority of phase 1
Deliverable:Preferred Land Plan Development elements have been completed or are underway, The WC team is oriented toward enhancing
Concept,Draft North Grove RA Plan including senior housing,high-end apartments Task 4:Planning and Zoning Commission communities.We believe in thoughtful
and rowhouses,a signature 12-acre central Presentation engagement and education of stakeholders
Phase 3:Draft and Final Report,Design park,multimodal streets,and major commercial that is transparent,inclusive,and ongoing.The
Guidelines developments. •Support Crty staff with presentation UC team has a passion for connecting with
•Review work completed to date stakeholders and has a developed a broad
In Phase 3,a draft of the North Grove Plan We would bring this unique approach to creating •Present concept design alternatives palette of engagement options that can be
will be prepared that includes implementation, user-friendly design guidelines to Elgin.Ginkgo •Present preferred design alternative tailored to Elgin's property owners,businesses,
funding sources,and design guidelines.The will develop design guidelines to ensure the •Present design guidelines residents and other constituents.Our tool
highly-graphic draft document will be presented resulting development is consistent with the •Deliverable:Draft Land Plan document kit is built around both in-person and online
to inspire and generate input from project vision statement and preferred land plan for the
stakeholders as well as Elgin residents and area. engagement opportunities including:workshops,
business owners.Narratives will be provided to Phase 4:Implementation Plan and Adoption open houses,key person interviews,surveys,
support the graphics and illustrate the potential Design Guidelines for the North Grove RA will and best practice discussions.We can also
of the site for future growth of the North Grove generally address the following key elements: In the final Task,the feedback from stakeholders support the City's existing social media presence
and the broader community will be reviewed, to connect stakeholders to online and in-person
RA that is relatable and coordinated.In order .Overall goals of the guidelines and the team will make the appropriate engagement activities,leading to measurable
to assure that an implementable planning •Site Design adjustments and refinements to the document results and valuable insights for community
solution is developed for the North Grove RA, .parking before publishing a final version and submitting leaders and elected officials.Our team will create
an implementation plan will be created that •Access and circulation for approvals.Our project leadership team will an authentic experience for Elgin that empowers
identifies short-,mid-,and long-term goals that .Building and parking placement work with the City to manage this engaged, business owners,inspires community residents
can leverage potential investment for continuous .Building Design collaborative process and work with the team to and supports the design and planning process.
site development.Our development partners at •Building Character efficiently deliver with limited time and resources.
CRG will provide market climate and regional .Building massing and modulation We regularly take this approach on projects of Our team's robust approach to engagement is
demand insights,while identifying possible • y Fe ade articulation and transparency scope,and feel confident it will rent similar size and sco responsive to the climate and environment of
funding sources as well as real estate and market Materials be Successful for this effort. the North Grove Redevelopment Area and its
•
related scenarios to guide successful project .Roofs and Green Roof systems context.During the course of the project we will
delivery.The object of this exercise is to explore •Public Realm Task 1:City Council Presentation solicit input and incorporate feedback in each
the potential for public/private partnerships •Street Design/Streetcaping Task.In Task 1,we will conduct key person
to provide the desired planning solution while .Plazas and open spaces Support City staff with presentation interviews with North Grove property owners
balancing local tax base contributions. •Public Art •Review work completed to date and businesses as well as distribute an on-line
•Review public engagement summaries
•River Front survey to the prop
erty owners and businesses
Task 1:Design Guidelines • ves
Other specific elements identified by the •Present concept design alternative within the study area to gather input and up-
Ginkgo is known for creating highly graphic and Village Present preferred design alternative to-date information.The stakeholder group
user-friendly codes and design guidelines that •Present design guidelines will be identified with the City and may expand
encourage quality development,are easy to to include:the Elgin Park District,adjacent
administer,and can translate innovative plans Task 2:Final Revisions neighbors,transportation agencies,riverwalk
into reality. Task 2:Implementation Plan engineers and specialists and others.The insight
•Incorporate City Council and Planning and received during these conversations will add to
F Cky of Ellin RFP W.22-0 O for 11Nen Plaviinp I July 1,W22 lama,JfNnSon Cdlaooreliv G
the initial SWOT analysis of the study area. economic activity,to gain an understanding of
local market dynamics and their relevance to the
The public outreach campaign will not only raise North Grove RA,and begin identifying individuals
awareness of desired outcomes,but will inspire and champions to partner with the City to
and excite area business owners,operators, actualize the goals of the Plan.
and consumers to think aspirationally about the
potential of the North Grove RA The process is
anticipated to include the following meetings:
Public Workshops
•Introductory meeting with staff-1 meeting
•Neighborhood and stakeholders meetings for Public workshops are an alternative to the
input-2 meetings standard community meeting by bringing the
•Alternative land plan review with staff-1 workshops to where people already are.The final
meeting format,location and timing during the planning
•Altemative land plans review at neighborhood process for workshops will be determined
and stakeholders meetings-2 meetings with City staff but may include both virtual and
•Preferred land Plan presentation to in-Person interaction,small and large group
neighborhood and stakeholders meeting-1 conversations,presentations,and informal
meeting participatory opportunities.We anticipate several
•Planning&Zoning Commission public opportunities for engagement with neighbors
hearing-1 meeting and stakeholders throughout the process to
•City Council-1 meeting support development of the project vision,review
Total meetings alternative land plans and present the final plan.
Our team values in person engagement,however, Virtual Engagement
our engagement strategy is inclusive and will
be designed to outreach to a broad audience, A Project's on-line presence expands the ability
including those generally underrepresented to reach residents,business owners and property
during planning processes.By offering a diverse owners beyond traditional methods of outreach.
range of engagement tools during the process, On-line tools can also be used to allow public
we are able to capture meaningful input.Each of comment on plan recommendations before
the identified meetings are included in the project they are finalized.We will work with the City to
timeline in the appropriate phase for the project. define the best ways to inform stakeholders and
residents about the project such as social media
Key Person Interviews and coordination with local on-line media,and
more will be used to disseminate information and
Key person interviews will provide the UC collect input throughout the course of the project.
team with first-hand insight into Elgin's North We will use these communication methods to
Grove RA,its assets,and the challenges it post meeting announcements,create periodic
faces from those who know best.Examples project updates,and share workshop meeting
include:business and property owners,the results.Throughout the COVID-19 pandemic,
Elgin Park District,Elgin Chamber of Commerce, we have observed increased participation
neighborhood representatives adjacent to the during planning processes because of increased
North Grove planning area,and more.Contact accessibility and convenience.We would apply
information for these stakeholders will be gained the lessons and tools we have created to create
through field surveys,research online,and from an interactive engagement process.
City staff or designated contacts.The interviews
are designed to obtain background information
on real estate,development,and trends in
M City or Elgin RFP No.22-0401«urban Flaming I July t,2022 Lamar Johnson Cdlapora- I
Staff Hours + UC GINKGO
J,lb-Design.Planning.Land Use Analysis. Ioe,ign(i.idelirel
Fees
Reimbursable end/or Additional Expenses
Lesley Eli Anezka Man Farhat Zarin Perry In addition to compensation for the Design Services,LJC and its Consultants shall be
Rah Lec le, Gocova Ma,anenna P-idem George"'It's authorized and reimbursed for out of pocket expenses in connection with the project in an
PIC Project Project Rive-alk Associate amount up to but not exceed$660.These expenses include:
Manager Planner Specialist
---- - - -- - • Expense of transportation in connection with the Project;limited to expenses in
$275 $150 $140 $250 $175 $ISO connection with authorized out-of-town travel;and fees paid for securing approval of
TASK 1 E2{ISTWO COND1l10N5 authorities having jurisdiction over the Project.
Klick ORMeeting ♦ e ♦ ♦ • For assignments where the compensation is on an hourly rate basis,postage and
Existing Conditions Analysis ♦ e 6 a a handling of Drawings.Specifications and other documents;and expense of long
distance telecommunications.
Neighborhood Stakeholder Meetings(2) a B a • Expense of reproduction of all documents for scheduled Progress Printings when
ViskM&Goals a a a ♦ 12 12 incurred by Lamar Johnson Collaborative,y postage for shipping progress prim
Wage Staff Presentation a ♦ documents to City of Elgin and/or Contractor.
Deliverables:Existing Conditions • Expense of photography,professional renderings and illustrations,and physical
TASK 2 CONCEPT ALT DESION models.
City of Elgin shall pay directly for the above types of expenses.Lamar Johnson
Alternative Land Plan Development a 16 36 ♦ N M� Collaborative will arrange for billing such expenses directly to City of Elgin in so far as
Alternative review with City of Elgin a a is practical.All other expenses are included in Compensation.
Alternative plan presentation to neighbors a a a LJC will work with the City If reimbursable expenses in excess of the total are
Village staff presentation 4 ♦ anticipated to be inured to determine delivery method of submittal.
Deliverables:Preferred Land Plan concepts, • Reimbursable Expenses-In addition to compensation for the Design Services,LJC
and its Consultants shall be authorized and reimbursed for out of pocket expenses in
TASK a DRAFT LAND PLAN connection with the project.These expenses include:
Design Guidelines JV4
4 6 ♦ 60 60 1.Expense of transportation in connection with the Project;limited to expenses in
Implementation Plan a 7 connection with authorized travel.
Preferred Land Plan Presentation ♦ ♦ 2.Expense of reproduction of all documents for scheduled Progress Printings when
incurred by LJC,postage for shipping progress print documents to the CLIENT and/
Planning and Zoning Commission 4 or Contractor.
7ei 3.Expense of photography,professional renderings and illustrations.and physical
TA&t4 FINAL PLAN models.
—r—T
Final Plan Document 60 B� 16 I 24 �♦ a� 9 � • Project-related expenses shall be reimbursed at 1.10 times the actual amount if paid
City Council Presentation 12 ♦ 8 within 30 days of invoice receipt otherwise there will be a 1%per month handling tarty
charge.The compensation and reimbursable expenses are net of all taxes.
Final Revisions 6 2 a
City Approval 2 2-�
88
TOTAL HOURS 563 92 112 Ill 16 116 116
TOTAL FEE $99,340 $25,300 S16,800 $15,540 S4,000 S20.300 S17,400
ATTACHMENT B
PROJECT SCHEDULE
Attachment B
Proposed Schedule *PublicMeating �raaks e�at�aroba
Our team proposes an 8 month schedule to complete the City of Elgin North Grove Redevelopment Area.
2022 2023
NOV DEC JAN FEB MAR APR MAY JUNE
MONTH 1 - MONTH 3 • MONTH 5 MONTH 7
PHASE 1 Kick-Off Meeting with Staff
Existing Existing Conditions Analysis
Conditions 4
Neighborhood Stakeholder Meetings
Project Vision and Goals
Deliverables:Existing Conditions
Report and Vision Statement
PHASE 2 Alternative Land Plan Development
Conceptual g (staff)
Alternative Design Review sta
Alternative Alternative Land Plan Presentation
Design (neighbors and stakeholders) ;
Preferred Alternative Plan Development
Deliverables:Preferred Land Plan
Development Concepts
PHASE 3 Design Guidelines w>
Draft Land Plan
Implementation Plan
and Design Preferred Land Plan Presentation r a WO
Guidelines (neighbors and stakeholders) �¢
_, 20
Planning and Zoning Commission —
Presentation
deliverables:Draft Land Plan
Document
PHASE 4 Final Plan Development
Final Plan City Council Presentation
-— ----
Final Revisions
City Approval and Publication(OPTIONAL)
Deliverables:Final North Grove rs',..
Redevelopment Area Plan and Design
Guidelines
MeaUrga
-&Monthly Steenng Committee Meetings(I per phase,up to 6).
Workshops-up to 2 formal workshops,plus a City Council prosentato,during the adoption process.
Staff Meetings-monthly.We w it work to establish effective cammrnicaton with City staff through regular monthly meeting and project
updates as required to maintain the prgect schedule and meet the expectations of City stakeholders,
R cry of Elgin RFP No.22-040 for Urban Planning I July 1,2022 lemar JoM1nson Collaborative G