HomeMy WebLinkAbout24-135 Resolution No. 24-135
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH UPLAND DESIGN, LTD FOR
PROFESSIONAL SERVICES IN CONNECTION WITH WING PARK MASTER PLAN AND
OSLAD GRANT PREPARATION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS,
that pursuant to Elgin Municipal Code Section 5.02.020B(9)the City Council hereby finds that an
exception to the requirements of the procurement ordinance is necessary and in the best interest of
the city; and
BE IT FURTHER 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 Upland
Design, Ltd., for professional services in connection with Wing Park master plan and OSLAD
grant preparation, a copy of which is attached hereto and made a part hereof by reference.
s/David J. Kaptain
David J. Kaptain, Mayor
Presented: May 8, 2024
Adopted: May 8, 2024
Vote: Yeas: 8 Nays: 0
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
AGREEMENT
THIS AGREEMENT("Agreement")is made and entered into this 8 day of May ,
2024,by and between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred
to as "CITY") and Upland Design, Ltd., an Illinois corporation (hereinafter referred to as
"LANDSCAPE ARCHITECT").
WHEREAS, the CITY desires to engage the LANDSCAPE ARCHITECT to furnish
certain professional services in connection with Wing Park Master Plan and OSLAD Grant
Preparation (hereinafter referred to as the "PROJECTS"); and
WHEREAS, the LANDSCAPE ARCHITECT 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 LANDSCAPE
ARCHITECT that the CITY does hereby retain the LANDSCAPE ARCHITECT 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 Parks and
Facilities Superintendent of the CITY, herein after referred to as the
"SUPERINTENDENT".
B. The scope of work shall include design development to prepare final design and
construction documents for the City's preferred design alternative. LANDSCAPE
ARCHITECT's services to be performed will include architectural design,
permitting, and construction bidding coordination.
C. A detailed Scope of Services is attached hereto as Attachment A.
2. PROGRESS REPORTS
A. An outline project milestone schedule and 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
2.B below.
B. The LANDSCAPE ARCHITECT will submit to the SUPERINTENDENT 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 LANDSCAPE ARCHITECT 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 SUPERINTENDENT; provided, however, that
the LANDSCAPE ARCHITECT may retain copies of such work product for its records.
LANDSCAPE ARCHITECT's execution of this Agreement shall constitute LANDSCAPE
ARCHITECT's conveyance and assignment of all right,title and interest,including but not
limited to any copyright interest, by the LANDSCAPE ARCHITECT to the CITY of all
such work product prepared by the LANDSCAPE ARCHITECT 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 LANDSCAPE ARCHITECT.
4. PAYMENTS TO THE CONSULTANT(Lump Sum Method)
A. The City shall reimburse the LANDSCAPE ARCHITECT for services under this
Agreement a lump sum of Twenty Seven Thousand Seven Hundred Dollars
($27,700), regardless of the actual costs incurred by the LANDSCAPE
ARCHITECT unless substantial modifications to the scope of the work are
authorized in writing by the SUPERINTENDENT,and approved by way of written
amendment to this Agreement executed by the parties.
B. For outside services provided by other firms or subcontractors,the CITY shall pay
the LANDSCAPE ARCHITECT the invoiced fee to the LANDSCAPE
ARCHITECT. The costs for any such outside services are included within the total
lump sum amount provided for in paragraph 4.A above.
C. Reimbursable expenses shall include postage, printing of drawings, and mileage
reimbursement. The costs of any such reimbursable expenses are not included
within the total lump sum amount provided for in paragraph 4.A above and shall be
invoiced separately by the LANDSCAPE ARCHITECT at LANDSCAPE
ARCHITECT's direct cost. Mileage reimbursement will be at current IRS rates.
The total costs of any such reimbursable expenses shall not exceed the total amount
of _$1000.00_, regardless of the actual costs incurred by the LANDSCAPE
ARCHITECT.
D. The CITY shall make periodic payments to the LANDSCAPE ARCHITECT based
upon actual progress within thirty (30) days after receipt and approval of invoice.
Said periodic payments to the LANDSCAPE ARCHITECT 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 SUPERINTENDENT.
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DATE PROJECT COMPONENT FEE
May 2024 Topographical Survey $9,400
Public Meeting#1&Concept
May-June 2024 Planning 0
Public Meeting#2 &Finalize
June-July 2024 Master Plan and Costs $12,000
July-September 2024 Prepare OSLAD Grant 0
September 2024 Submit OSLAD Grant 0
September 2024 IDNR Grant Deadline $6,300
5. INVOICES
A. The LANDSCAPE ARCHITECT shall submit invoices in a format approved by
the CITY. Progress reports(2.0 above)will be included with all payment requests.
B. The LANDSCAPE ARCHITECT shall maintain records showing actual time
devoted and cost incurred. The LANDSCAPE ARCHITECT shall permit the
authorized representative of the CITY to inspect and audit all data and records of
the LANDSCAPE ARCHITECT for work done under this Agreement. The
LANDSCAPE ARCHITECT 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 LANDSCAPE ARCHITECT.
In the event that this Agreement is so terminated, the LANDSCAPE ARCHITECT 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 LANDSCAPE ARCHITECT 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 LANDSCAPE
ARCHITECT'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 this Agreement.
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8. NOTICE OF CLAIM
If the LANDSCAPE ARCHITECT wishes to make a claim for additional compensation as
a result of action taken by the CITY, the LANDSCAPE ARCHITECT 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 LANDSCAPE
ARCHITECT's fee shall be valid only to the extent that such changes are included in
writing signed by the CITY and the LANDSCAPE ARCHITECT. Regardless of the
decision of the SUPERINTENDENT relative to a claim submitted by the LANDSCAPE
ARCHITECT, all work required under this Agreement as determined by the
SUPERINTENDENT 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 LANDSCAPE ARCHITECT pursuant to Paragraph 4
hereof, no action shall be commenced by the LANDSCAPE ARCHITECT against the
CITY for monetary damages. LANDSCAPE ARCHITECT 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 LANDSCAPE
ARCHITECT 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
The LANDSCAPE ARCHITECT agrees, to the fullest extent permitted by law, to
indemnify and hold harmless Owner,its past, present and future Commissioners, officials,
department heads, and employees, (hereinafter collectively referred to as "Indemnitees")
from and against all liability,judgments,or other liabilities including costs,reasonable fees
and expenses of defense recoverable under applicable law incurred by Indemnitees to a
third party arising from any loss, damage, injury, death, or loss or damage to property, of
whatsoever kind or nature to such third party, to the extent caused by LANDSCAPE
ARCHITECT's negligent acts,errors or omissions in the performance of the services under
this Contract and those of its agents, employees or consultants. In the event of joint or
concurrent negligence, LANDSCAPE ARCHITECT shall bear only that portion of the loss
or expense that its share of the joint or concurrent negligence bears to the total negligence
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(including that of the third parties and Indemnitees) which caused the personal injury or
damage.Nothing stated herein shall be deemed to require the LANDSCAPE ARCHITECT
to indemnify or hold harmless any Indemnitee for its own negligence or fault. Indemnitees
do not waive their defenses or immunities under the Local Government and Governmental
Employees Tort Immunity Act (745 ILCS 10/1 et seq.) by reason of this indemnification
provision. Indemnification shall survive the termination of this Contract.
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
LANDSCAPE ARCHITECT 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 LANDSCAPE ARCHITECT shall deliver to the SUPERINTENDENT 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
SUPERINTENDENT.
The Certificate of Insurance shall include the contractual obligation assumed by the
LANDSCAPE ARCHITECT 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 LANDSCAPE ARCHITECT shall carry
LANDSCAPE ARCHITECT'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
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the SUPERINTENDENT as evidence of insurance protection. The policy shall not
be modified or terminated without thirty (30) days prior written notice to the
SUPERINTENDENT.
13. CONSTRUCTION MEANS.METHODS,TECHNIQUES,SEQUENCES,
PROCEDURES AND SAFETY
The LANDSCAPE ARCHITECT 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 LANDSCAPE ARCHITECT 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. LANDSCAPE
ARCHITECT shall take affirmative action to comply with the provisions of Elgin
Municipal Code Section 5.02.040 and will require any subcontractor to submit to the City
a written commitment to comply with those provisions. LANDSCAPE ARCHITECT shall
distribute copies of this commitment to all persons who participate in recruitment,
screening, referral and selection of job applicants and prospective subcontractors.
LANDSCAPE ARCHITECT agrees that the provisions of Section 5.02.040 of the Elgin
Municipal Code, 1976, as amended, is hereby incorporated by reference, as if set 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
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Any assignment, delegation or subcontracting shall be subject to all the terms, conditions
and other provisions of this Agreement and the LANDSCAPE ARCHITECT shall remain
liable to the CITY with respect to each and every item,condition and other provision hereof
to the same extent that the LANDSCAPE ARCHITECT 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 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 LANDSCAPE ARCHITECT may not issue any news releases without prior approval
from the SUPERINTENDENT, nor will the LANDSCAPE ARCHITECT make public
proposals developed under this Agreement without prior written approval from the
SUPERINTENDENT prior to said documentation becoming matters of public record.
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23. COOPERATION WITII OBI ER CONSULTANTS
The LANDSCAPE ARCHITECT shall cooperate with any other consultants in the CITY's
employ or any work associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The LANDSCAPE ARCHITECT 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 LANDSCAPE ARCHITECT 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 LANDSCAPE ARCHITECT to the Department
of Human Rights upon request (775 ILCS 5/2-105).
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement,LANDSCAPE ARCHITECT 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.
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27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the LANDSCAPE ARCHITECT to
the SUPERINTENDENT and to other participants which may affect cost or time of
completion, shall be made or confirmed in writing. The SUPERINTENDENT may also
require other recommendations and communications by the LANDSCAPE ARCHITECT
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:
A. As to the CITY:
Greg Hulke
Parks and Facilities Superintendent
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to the CONSULTANT:
Upland Design Ltd.
24042 Lockport St., Suite 200
Plainfield, IL 60544
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
LANDSCAPE ARCHITECT 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, LANDSCAPE ARCHITECT hereby certifies, represents
and warrants to the CITY that all LANDSCAPE ARCHITECT'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. LANDSCAPE ARCHITECT 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 LANDSCAPE ARCHITECT to
determine LANDSCAPE ARCHITECT's compliance with the provisions of this
paragraph. In the event the CITY proceeds with such an audit the LANDSCAPE
ARCHITECT shall make available to the CITY the LANDSCAPE ARCHITECT's
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relevant records at no cost to the CITY. LANDSCAPE ARCHITECT 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,
email, or other electronic means 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,email,or other electronic means shall 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.
CITY OF .
By:•
Richard G. Kozal, City Manager
Ze(f/t/be/6
City Clerk
LANDSCAPE ARCHITECT:
yy-1.,..,,,,v a )1_,
By: pland Design Ltd
Name/Print:_Michelle A. Kelly
Title: President
Legal Depl\Agreement\Agr-Upland Design-Wing Park OSLAD-5-8-24.docx
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ATTACHMENT A
SCOPE OF SERVICES
Wing Park Master Plan and OSLAD Grant Preparation
City of Elgin April 5, 2024
Project Background: Wing Park is a 121-acre regional park serving the residents of Elgin with
multiple recreation features including the Wing Park Bandshell, the Wing Park Aquatic Center and a
9-hole Park Golf Course. It also sports tennis, basketball, a large playground, baseball, sand
volleyball and picnicking. The City is planning improvements to the Golf Course with a new club house
and plaza and would like to address additional features in 2025-2026 for the park. To meet this goal,
the City would like to undertake a master planning process and submit an Illinois Department of
Natural Resources Open Space Land Acquisition and Development (OSLAD) grant in 2024. Potential
improvements that will be considered include:
• Playground Renovation with New Layout and Universally Accessible Design
• Improve Accessibility to Shelters
• Amphitheater Renovation and Accessibility Improvements
• Renovate and Expand Walking Trails
• Accessibility Improvements
• Site Furniture
• Other Items as Determined during Planning
Project Scope: Upland Design Ltd proposes to accomplish the following work items to assist the City with the
park master plan and preparation of an OSLAD grant application. An approximate timeline is indicated, and
actual dates will be set to accommodate the grant deadline and the City of Elgin needs.
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Survey & Base Data: The City will share a trustee/warranty deed for the property and a Plat of Survey. A
topographic survey will be prepared by JLH Land Surveying Inc., an Illinois Licensed surveyor for the
park site. The survey will exclude the baseball fields, golf area and aquatic facility. An image showing the
survey areas is found on page five. The survey will also be used as a base for planning and future
construction documents. We will gather FIRM map, Eco CAT, USGS and soils information for the site.
Master Plan & Public Engagement
Kick-Off Site Visit: A site visit will be made once the survey is complete to review existing conditions
and take photos for office reference. We will meet with City Staff to discuss challenges and opportunities
for the site.
Preliminary Park Ideas: Upland Design Ltd will prepare idea images for potential park improvements for
the community to provide input on. These idea color photos will be shared and discussed with City Staff.
Playground equipment and options will also be presented and discussed. After review of the preliminary
ideas and images will be updated for the first public survey. (1 Virtual Meeting)
Public Survey#1: The park idea images will be presented to the public in the form of an online survey
and will be used to garner feedback. The public will have an opportunity to share thoughts before
concepts are fully developed. The City will advertise the survey and share it on social media.
Advertisements and survey answers will be collected for grant submittal.
Concept Development: After initial public input, the Upland Team will prepare one master plan showing
park improvements and universal playground concepts utilizing public feedback. Concepts will include
three dimensional playground equipment images. A cost estimate will be prepared for the concept. The
concept and cost will be presented to City Staff for review. Based on comments from the staff, the
concept will be adjusted and rendered for the second public survey. (1 virtual meeting)
Public Meeting # 2: The concept will be presented to the public in an online survey. The public will
make comments and offer feedback. A summary comments will be prepared and a recommendation for
the final list of program elements. Advertisements and survey answers will be collected for grant
submittal.
Master Plan Preparation and Costs: Once public survey#2 results are reviewed, a virtual meeting to
discuss final master plan elements will take place. Based on the staff feedback and the second public
survey, Upland Design will prepare a final master plan document. The master plan will be updated and
rendered with labels. The cost estimate will be finalized. These will be submitted to the City staff via
email for approval. After approval, these documents will be utilized in the grant application.
Comprehensive Plan: Based on the final amenities chosen for the master plan, Upland Design will
review the City's parks comprehensive plan and recommend updates if needed. Recommendations
will be discussed with staff and taken to the board for approval. The updates will be incorporated into
the OSLAD grant application.
OSLAD Grant Application
Upland Design will prepare an OSLAD grant application based on the selected plan and costs.
Narratives will be prepared with supplemental information as listed below for a complete application. We
will discuss the final cost to be submitted with the grant application with the City to ensure concurrence
with each element. Prior to submittal, the design team will discuss the project with IDNR staff to discuss
the amenities and the viability of the grant being funded. Several items will be shared by the City as listed
below to complete the application.
City of Elgin Upland
Design
Amplifund Web Set Up by District-Filled in by Upland X X
GATA and CAGE Documentation and Numbers X
General Project Data X X
Acquisition History and Certification—reviewed and signed X X
Resolution of Authorization—reviewed and signed X X
Development Data/Cost Estimate X
Narrative Statement X
Location Map X
Site Development Plan X
Sketches and Elevations of Project Elements X
Premise Plat Map and Topographic Survey X
Environmental Assessment Statement X
Ecological Compliance Assessment Tool (EcoCAT) report X
Cultural Resources, Endangered Species and Wetland X
Report( a wetland delineation is not included)
National Wetland Map X
Commitment for Title Insurance, Deed, or Lease X
FEMA Flood Map X
Project Justification: Community Plan, Public Hearing X X
Information, Support Letters, etc.
Upland Design will submit a draft copy of the grant submittal to the City via email. City
Staff will review the draft grant submittal and Upland Design will make final changes
based on the input. The documents will then be uploaded on the IDNR website in the
Amplifund system. The City will assist with connecting their GATA portal to Amplifund
and sharing access with Upland Design so that documents can be uploaded and
submitted.
With the plans and documents approved and submitted, a digital file of the grant
submittal will be delivered to the City. Upland Design will assist with questions during
the IDNR grant review process.
IDNR Site Visit: The City staff will meet with IDNR grant staff onsite if they request a tour.
IDNR Interview: Interviews were not completed in the most recent grant cycle, and we do
not expect them to take place in 2024. If that changes, Upland Design will work closely
with the Park District to prepare a presentation for grant staff to be given by the Park
District.
Work Not Included: Wetland Delineation, Archaeological Survey or Research, Plat of
Survey, Deed Research, and Title Research.
ATTACHMENT B
PROJECT SCHEDULE
Scope Date
Topographic Survey May 1- May 31, 2024
Public Meeting#1 &Concept Planning May 1 —June 15, 2024
Public Meeting#2&
Finalize Master Plan and Costs June 15- July 15, 2024
Prepare OSLAD Grant July 1 —September 11, 2024
Submit OSLAD Grant September 11,2024
IDNR Grant Deadline September 13, 2024