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HomeMy WebLinkAbout99-191 Resolution No. 99-191 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH JJR INCORPORATED FOR THE PARKS AND RECREATION MASTER PLAN BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with JJR Incorporated for professional services in connection with the Parks and Recreation Master Plan, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: July 14 , 1999 Adopted: July 14 , 1999 Omnibus Vote : Yeas 6 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk • AGREEMENT THIS AGREEMENT, made and entered into this 14th day of July, 1999, by and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and JJR INCORPORATED, a Michigan corporation (hereinafter referred to as "CONSULTANT"). WHEREAS, the CITY desires to engage the CONSULTANT to furnish certain professional services in connection with the Parks and Recreation Master Plan (hereinafter referred to as the "PROJECT"). AND WHEREAS, the CONSULTANT represents that he is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, it is hereby agreed by and between the CITY and the CONSULTANT that the CITY does hereby retain the CONSULTANT to act for and represent it in all engineering matters involved in the PROJECT, subject to the following terms and conditions and stipulations, to-wit: I. 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. Outline of Services to be Provided - Analysis of Elgin's existing park facilities; - Facilitation of public input and the creation of project goals and a vision statement; - Formulation of a program for improving facilities and services; - Production of a conceptual master plan; - Creation of a financial action strategy and implementation plan; - Production of a Comprehensive Master Plan report; and -Presentation of material to Elgin staff, Master Plan Project Leadership Team, Parks and Recreation Advisory Board and City Mayor and Council. C. A detailed Scope of Services is attached hereto as Attachment A. II. PROGRESS REPORTS A. A detailed project milestone schedule is attached hereto as Attachment B. 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. 1 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. III. WORK PRODUCTS All work products prepared by the CONSULTANT pursuant hereto including, but not limited to, reports, designs, calculations, work drawings, studies, photographs, models and recommendations shall be the property of the CITY 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. IV. PAYMENTS TO THE CONSULTANT (Not To Exceed Method) A. The CITY shall reimburse the CONSULTANT for services under this Agreement a lump sum pf$45,400 Dollars, regardless of actual Costs incurred by the CONSULTANT unless SUBSTANTIAL modifications to the project are authorized in writing by the DIRECTOR. B. The CITY shall reimburse the CONSULTANT for reimbursables not to exceed $4,500. C. 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 the following schedule, and full payments for each task shall not be made until the task is completed and accepted by the DIRECTOR. Payment Schedule: Phase 1 - Project Initiation & Discovery: 5% Phase 2 -Resource Analysis & Inventory: 15% Phase 3 - Visionary & Community Input: 15% Phase 4 - Preliminary Program for Services &Facilities: 15% Phase 5 - Concept Plan: 25% Phase 6 - Financial Action Strategy& Implementation Plan: 15% Phase 7 - Comprehensive Master Plan Report: 10% V. INVOICES A. The CONSULTANT shall submit invoices in a format approved by the CITY. Progress reports (IIC 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. 2 VI. 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 IV above. VII. TERM This Agreement shall become effective as of the date the CONSULTANT is given a written Notice to Proceed and, unless terminated for cause or pursuant to Article VI foregoing, shall expire on the date the DIRECTOR 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 breach hereof by the CONSULTANT. VIII. NOTICE OF CLAIM If the CONSULTANT wishes to make a claim for additional compensation as a result of action taken by the CITY, the CONSULTANT shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the CONSULTANT's fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the CONSULTANT. Regardless of the decision of the DIRECTOR relative to a claim submitted by the CONSULTANT, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. IX. 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. X. INDEMNIFICATION The CONSULTANT shall indemnify and save harmless the CITY, its officers and employees from and against any and all loss, liability and damages of whatever nature, including Workmen's Compensation claims, in any way resulting from or arising out of negligent actions or omissions of the CONSULTANT in connection herewith, including negligent actions or omissions of employees or agents of the CONSULTANT arising out of the performance of professional services. 3 XI. 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. XII. INSURANCE A. Comprehensive Liability. The CONSULTANT shall provide, pay for and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance with limits of at least $1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. The CONSULTANT shall deliver to the DIRECTOR a 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 which shall include Contractual obligation assumed by the CONSULTANT under Article X entitled "Indemnification" shall be provided. B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned, non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for damage to property. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of$1,000,000 per occurrence subject to a $1,000,000 aggregate. D. Professional Liability. The CONSULTANT shall carry Engineer'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. XIII. 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. XIV. 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 4 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. XV. 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. XVI. 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. XVII. NO CO-PARTNERSHIP OR AGENCY It is understood and agreed that nothing herein contained is intended or shall be construed to, in any respect, create or establish the relationship of co-partners between the CITY and the CONSULTANT, or as constituting the CONSULTANT as the general representative or general agent of the CITY for any purpose whatsoever. XVIII. 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. XIX. 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. XX. MODIFICATION OR AMENDMENT This Agreement and its attachments constitutes the entire Agreement of the parties on the subject 5 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. XXI. 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. XXII. 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. XXIII. COOPERATION WITH OTHER CONSULTANTS The CONSULTANT shall cooperate with any other consultants in the CITY's employ or any work associated with the PROJECT. XXIV. INTERFERENCE WITH PUBLIC CONTRACTING The CONSULTANT certifies hereby that it is not barred from bidding on this contract as a result of violations. A violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding bid rigging. XXV. 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; 6 G. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies must be provided to the Department of Human Rights upon request. Reference 775 ILCS 5/2-105. XXVI.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. XXVII. NOTICES All notices,reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: A. As to CITY: MONICA MEYERS Director of Parks and Recreation City of Elgin 31 South Grove Avenue Elgin, Illinois 60120-5555 B. As to CONSULTANT: DEBRA MITCHELL, FASLA Sr. Vice President JJR Incorporated 30 West Monroe Suite 1010 Chicago, Illinois 60603 IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced to writing in this statement. For the CITY: ATTEST: THE CITY OF ELGIN ByBy5.)16419-vrtlerlfic(4.--e'"1---- (14-eitanager. 7 (SEAL) For the CONSULTANT: Dated this day of kX)11/11 A.D.,1999. ATTEST; JJR INCORPORATED B /11/ By 1711 A -ecretary pr President (SEAL) 8 ATTACHMENT A - SCOPE OF SERVICES The JJR/WAA Team consists of JJR Incorporated (JJR) and Williams Associates Architects, Ltd. (WAA). Phase 1: Project Initiation and Discovery Purpose: To coordinate and schedule consultants, staff and public participants and collect and review background information. Duration:2 weeks from notice to proceed. Task 1. The JJR/WAA Team and the City of Elgin Department of Parks and Recreation (Elgin) will conduct a kick-off meeting to review the work plan, schedule and management aspects of the project. The working rules for project communication, distribution of information, meeting minutes, etc. will be established during this phase. Task 2. The JJR/WAA Team will provide the City of Elgin with sample park user surveys and survey questions that will be used by Elgin to create neighborhood user surveys for distribution by Elgin. Task 3. Elgin will create a Parks and Recreation Leadership Team for this project to meet regularly with the JJR/WAA Team throughout the project. The Leadership Team is intended to be a group of Elgin leaders that can serve as a sounding board for ideas and options developed during the planning process. Elgin will coordinate the recruitment and formalization of the Leadership Team. Task 4. Elgin will prepare a Neighborhood User Survey based on sample surveys and questions provided by the JJR/WAA Team. Elgin will distribute the surveys to neighborhood groups and/or individuals. Task 5. Elgin will provide the JJR/WAA Team with background information and any other pertinent information available that will assist in the performance of this scope. This information will include: • Elgin Dept. of Parks and Recreation existing mission and goals • Previous plans and studies • Elgin parks and facilities map • List of park programs currently offered in Elgin. • List of current operational partnerships with the Department of Parks and Recreation • Park Plans at an Appropriate Scale for Each Park from either: (1) Scaled Plan Drawings, or (2) Aerial Photos at Appropriate Scale • Existing demographic information at a neighborhood level. • Risk Factor report. • Elgin Department of Parks and Recreation's existing funding and financial considerations for future goals, objectives and strategies \\CH-01\xdrive\MktgMaster\Proposals\62920\SCOPErev.doc 1 Meetings: Two (2) meetings on the same day, one with staff and one with the Leadership Team are suggested for this phase. JJR/WAA Team Deliverables: 1 Work Plan and Schedule 2 Existing Sample Neighborhood User Surveys 3 List of Information Received Phase 2: Resource Analysis and Inventory Purpose: • To review and evaluate parks, recreational facilities, programs and services currently provided by Elgin. • To identify standards and trends in similar organizations and NRPA and analyze if they are applicable to Elgin. Duration: 1 month from notice to proceed The JJR/WAA Team will conduct a physical inventory of each park. Task 1. The JJR/WAA Team will quickly evaluate each park and document findings in an assessment matrix that will be used to determine if adequate resources exist locally and system-wide. The evaluation will include: • Strengths and weaknesses • Natural features • Pedestrian and Vehicular access and parking • Zoning considerations • Park zoning for active and passive areas • Compatible usage and alternatives • ADA compatibility • Budget constraints and opportunities • Safety and security issues • Regional trail and open space connections • Potential for expansion • Potential for consolidation of facilities • Potential for closure and relocation of amenities • Financial review of the Elgin Department of Parks and Recreation's existing funding and financial considerations for future goals, objectives and strategies Task 2. The JJR/WAA Team will assist Elgin in identifying the industry standards appropriate to parks and recreation agencies to utilize in the benchmark analysis. A benchmark comparison will be conducted of up to 4 comparable parks and recreation organizations, both locally and regionally. \\CH-O1\xdrive\MktgMaster\Proposals\62920\SCOPErev.doc 2 Task 3. Elgin will tabulate neighborhood survey results and provide to JJR/WAA Team for interpretation. Meetings: One (1) coordination meeting with the Leadership Team is suggested for this phase. JJR/WAA Team Deliverables: 1. Documentation and evaluation matrix of all facilities, programs and services. 2. Benchmark comparisons and Elgin evaluation. Phase 3: Visioning and Community Input Purpose: • To create an agreed upon vision for the Elgin parks and recreation system. • To acquire public input and support for the Comprehensive Master Plan. Duration: 1 month from completion of Phase 2. Overview-To create a Comprehensive Master Plan that involves the community, the JJR/WAA Team has developed the following approach to the process. Meetings with the community, stakeholders, and park staff will evaluate the community's current and future parks and recreation based on history, trends and values. Additionally, we will confirm the issues the community feels are important. This process will formulate a community consensus through an effective collaboration process. Task 1. The JJR/WAA Team will plan and coordinate the activities for conducting visioning workshops with the Leadership Team and the general public. The purpose for these workshops will be to generate broad ideas and goals for the parks and recreation system and to ensure opportunities for the general public to discuss their opinions and perceptions surrounding the parks and recreation system. The forum will also afford the opportunity to discuss unmet needs and expectations of the community relating to parks and recreation services, facilities and open spaces. Discussions will cover the need for open space, self-directed recreational opportunities and the community's expectations for comprehensive parks and recreation programming and services or other park related issues. Task 2. The JJR/WAA Team will conduct a visioning workshop with the Leadership Team. Task 3. The JJR/WAA Team will conduct a Town Meeting and use a Visioning Process that incorporates these important aspects: • History of Elgin in relationship to open spaces. • Values that Elgin wants to integrate into a parks and recreation system. • Park Trends in design that may or may not be applicable, but will be discussed as opportunities to consider. \\CH-01\xdrive\MktgMaster\Proposals\62920\SCOPErev.doc 3 • Common Themes that residents would like the park system to be known for. • Partnerships the park can embrace with schools, churches, local not-for-profit organizations and agencies, businesses and neighborhood groups that can be developed to keep the parks safe, beautiful, a fun place to be and that can create memorable experiences for users of the parks. • Types of Amenities that could be developed in the parks and what each amenity brings in terms of users, length of stay, maintenance costs and compatible uses. • Programming the parks for utilization through self-directed activities, environmental awareness, passive and active uses that are discovered through the forum and focus groups. Capitalizing upon the strength of the community's wants and desires programming will incorporate trends that meet those needs. Task 4. Elgin will produce and distribute public meeting invitations/advertisements. Task 5. Elgin will provide a public meeting location. Task 6. The JJR/WAA Team and Elgin will jointly create a project vision statement. Meetings: One (1) Leadership Team meeting and one (1) public meeting are suggested for this phase. JJR/WAA Team Deliverables: 1. Minutes and documentation of comments from public meeting 2. Identified issues for Comprehensive Master Plan 3. List of priorities 4. Vision Statement Phase 4: Preliminary Program for Services and Facilities Purpose: To develop a preliminary program for prioritized services and facilities. Duration: 1 month from completion of Phase 3. Task 1. The JJR/WAA Team will evaluate input from the Leadership Team and Town Meeting visioning workshops as well as tabulated data from Elgin's parks and recreation user neighborhood surveys. This material will form the basis for programming and conceptual plans. Task 2. The JJR/WAA Team will meet with the Leadership Team to determine and document priorities for parks and recreation programming, facilities, neighborhood resources, land acquisition and other project issues. \\CH-01\xdrive\MktgMaster\Proposals\62920\SCOPErev.doc 4 Task 3. The JJR/WAA Team will develop a preliminary program for recreation services and facilities. The program will address the following issues: • Necessary system-wide and facility-specific improvements to existing amenities • Potential new parks, programs and/or facilities • Opportunities for land acquisition • Potential consolidation of facilities and programs • Role of and potential partnerships with outside (Elgin based) agencies and recreational services/facilities • Cost Estimates • National standards—safety elements, ADA requirements, customer services, etc. • Potential funding and financial strategies to address future needs and master plan objectives • Potential projects for inclusion in year 2000 budget. Task 4. The JJR/WAA Team will present the program to the Leadership Team for review and comment. Meetings: One (1) Leadership Team meeting is suggested for this phase. JJR/WAA Team Deliverables: 1. Preliminary Report of programs for services and facilities 2. Quality standards and criteria 3. Interpretation of Park User Neighborhood Survey data Phase 5: Conceptual Master Plan Purpose: To develop a conceptual plan for prioritized services and facilities. Duration: 2 months from completion of Phase 4. Task 1. Based on data gathered in Phase 2, the JJR/WAA Team will determine the physical condition of facilities based on the level of maintenance being demonstrated, programs offered and the capital improvements that may be necessary to bring the prioritized facilities up to an acceptable level when benchmarked against similar metropolitan communities and nationally recognized quality standards. Task 2. The JJR/WAA Team will develop a conceptual master plan to examine options for renovation of existing facilities and/or new development that incorporates the program and services identified in Phase 4. These plans will focus on determining the optimum use for existing or new park facilities. Plans will illustrate the comprehensive citywide plan as well as neighborhood level improvements. Concept plans will be developed for individual parks that have been identified for significant physical modifications and for new parks and recreational facilities. \\CH-O 1\xdrive\MktgMaster\Proposals\62920\SCOPErev.doc 5 "Prototypical Mans" w0 be developed to illustrate typical improvements to identical or very similar facilities such as playground parks. Task 3. The JJR/WAA Team will present the Draft Conceptual Master Plan to the Leadership Team for review and comment. A preferred approach will be agreed upon and documented. Task 4. The JJR/WAA Team will provide preliminary cost estimates for implementation of the improvements identified in Task 2. Task 5. UR/WA/\Team will incorporate Leadership Team written comments and refine Draft Conceptual Master Plan Task 6. The JJR'WAA Team will present the Conceptual Master Plan to the Leadership Team. Task 7. The JJRA'VAA Team will present the Conceptual Master Plan to the public. Task 8. Elgin will review Draft Conceptual Master Plan and public comments and provide direction to JJR/WAA Team to produce final plans. Task 9. Elgin will produce and distribute public meeting invitations/advertisements. Task lO.[|Ain will provide a public meeting location. Meetings: Two (2) Leadership Team meetings and one (1) public meeting is suggested for this phase. JJR/WAA Team Deliverables: 1. Draft Conceptual Master Plan 2. Preliminary Cost Estimate. 3. Minutes and documentation of comments from public meeting 4. Final Conceptual Master Plan 5. Final Cost Estimates Phase 6: Financial Action Strategy and Implementation Plan Purpose: • To identify funding opportunities to implement, operate and maintain the Comprehensive Master Plan. • To complete implementation plan for the Comprehensive Master Plan. Duration: 2 months from completion of Phase 4. Task 1. The JJRAVAA Team will produce a Financial Action Strategy, including planning for funding activities, acquisition timetables and development schedules, The xcx'o/*unvcwxxtamuatenWmp^,^uwzyzomcopsrev.uou 6 components of this strategy will be dependent upon the direction of the Leadership Team and the community's needs for parks, services and facilities identified in this planning process. Information in this plan will consist of: • funding strategy including mechanisms used by other cities to acquire land and develop park areas • funding priorities • partnership strategies • marketing strategies • alternative resource funding strategies • review organizational structure • management and operations alternatives • new Elgin Dept. of Parks and Recreation mission statement(Elgin will provide a draft mission statement to the JJR/WAA Team for further development and refinement) Task 2. The JJR/WAA Team will outline Comprehensive Master Plan recommendations and initiatives in an Implementation Plan to serve current needs and those in the immediate future (next five to ten years). Each initiative will be placed in the timeline with necessary key actions identified. The recommendations will be a guide, remaining flexible, that can accommodate development, population changes, mandated standards, trends in recreation and leisure services and the availability of funding. Task 3. The JJR/WAA Team will present the Financial Action Strategy and Implementation Plan and Final Comprehensive Master Plan to the Leadership Team. Task 4. The JJR/WAA Team will present the Financial Action Strategy and Implementation Plan and Final Comprehensive Master Plan to the general public. Task 5. Elgin will review Financial Action Strategies and Implementation Plan and public input and provide direction to JJR/WAA Team. Meetings: One (1) staff meeting and One (1) Leadership Team meeting is suggested for this phase. JJR/WAA Team Deliverables: 1. Financial Action Strategies 2. Implementation Plan Phase 7: Comprehensive Master Plan Report Purpose: To complete a Final Comprehensive Master Plan Report. Duration: 1 month from completion of phase 5 and 6. \\CH-01\xdrive\MktgMaster\Proposals\62920\SCOPErev.doc 7 Task 1. The JJR/WAA Team will prepare a Draft Comprehensive Master Plan Report containing the master plan methodology and process, background, analysis, recommendations for renovation and development of the parks and recreation system, financial action strategies and an implementation plan. This will include budget estimates for recommended upgrades to various facilities. Concept diagrams of design improvements will also be included. Task 2. The JJR/WAA Team will deliver the draft report to Elgin for distribution to staff, Leadership Team and other review entities for review and comment. Task 3. The JJR/WAA Team will present the draft report along with the Conceptual Master Plan to the Parks and Recreation Advisory Board at the January 11, 2000 meeting. Task 4. The JJR/WAA Team will meet with staff to review staff, Leadership Team, Advisory Board and other review comments. Task 5. Upon review of Elgin written comments on the Draft Comprehensive Master Plan Report, the JJR/WAA Team will finalize the Comprehensive Master Plan Report and provide to Elgin. The report will be prepared as an 8.5" x 11" format (approximately 80-100 pages in length) and contained within a 3-ring loose-leaf binder so that pages can be added or deleted as required to keep the material current. The document is to be viewed as a working document, not a special promotional piece. Color copies of major graphic products will be incorporated into the report. Task 6. The JJR/WAA Team will present the final report along with the Conceptual Master Plan to the City Mayor and Council at the January 26, 2000 meeting. Task 7. Elgin will distribute draft report to necessary parties for review and comment Task 8. Elgin will provide written comments to JJR/WAA Team for incorporation into final report. Meetings: One (1) staff meeting and one (1) presentation to the Parks and Recreation Advisory Board and one (1) presentation to City Mayor and Council is suggested for this phase. JJR/WAA Team Deliverables: 1 Draft Comprehensive Master Plan Report 2 1 diskette of the Final Report 3 1 Unbound Master Copy of the Final Report 4 50 Color Copies of the Final Report \\CH-O 1\xdrive\MktgMaster\Proposals\62920\SCOPErev.doc 8 Attachment B - Work Plan and Schedule City of Elgin - Department of Parks & Recreation Work Plan Comprehensive Master Plan The JJR Incorporated Team Phase JJR Team Tasks July August September October November December January February March 1 . Project Initiation and Discovery 1.1 Kick-Off Meeting • 1.2 Provide Sample Surveys & Survey Questions 1.3 Leadership Committee Meeting O 2. Resource Analysis& Inventory 2.1 Park/Facility/Neighborhood Evaluation MOM 2.2 Identify and Analyze Benchmark Examples 3. Visioning&Community Input 3.1 Workshop Preparation 3.2 Leadership Team Visioning Workshop 0 3.3 Public Visioning Workshop 4. Preliminary Program for Services & Facilities 4.1 Evaluate Workshop and Survey Information 4.2 Develop Preliminary Program 4.3 Present Program to Leadership Team 0 5. Conceptual Plan 5.1 Develop Conceptual Master Plan 5.2 Present Draft Conceptual Master Plan to Leadership O Team 5.3 Prepare Preliminary Opinion of Probable Cost 5.4 Incorporate Leadership Team Comments & Refine Plan 5.5 Present Plan to Leadership Team O 5.5 Present to general public. • • •6. Financial Action Strategy/Implementation Plan 6.1 Develop Financial Action Strategy 6.2 Develop Implementation Plan 6.3 Present to Leadership Committee 0 6.4 Present to general public. 7. Comprehensive Master Plan Report 7.1 Prepare Draft Report 7.2 Deliver Draft Report to Elgin for Review&Comment i 7.3 Review Comments with Elgin Staff • 7.4 Present to Parks and Recreation Advisory Bd. (1/11/00) 7.5 Incorportate Elgin Comments and Refine Report 7.6 Present Final Material to Mayor&City Council (1/26/00) Legend 0 Staff Mtg. 0 Leadership Team Mtg. Public Mtg. 1"( Advisory Bd./Mayor/Council Mtg. OFf,C Agenda Item No. — City of Elgin + g r�°1?9JF0°' June 11, 1999 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Parks and Recreation Department Master Plan Consultant 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, Inc . to coordinate the Parks and Recreation Department Master Plan. BACKGROUND The City Council budgeted $50, 000 in 1999 to perform a compre- hensive Parks and Recreation Department Master Plan. Three firms responded to the City' s request for proposals that was mailed to 25 firms listed in the Illinois Parks and Recreation Association Architects and Land Planning Publica- tion. The responding firms were : * JJR, Inc . & Williams and Associates, Ltd. team * Land Design Collaborative, Inc. * Leon Younger & Pros and Gilfillan & Callahan team A project leadership team was established with City staff from the General Services, Parks and Recreation and Planning Departments as well as a representative from the Parks and Recreation Advisory Board. The project leadership team unanimously selected the team of JJR, Inc. and Williams and Associates, Ltd. based on the following criteria: * Adequacy and completeness of the proposal with re- gard to the information specified in the RFP. * The level of knowledge, education and experience of the staff and project manager assigned to the project . * The degree the firm's proposed scope of services addressed the project ' s objectives . * References. * The record of specialized experience and qualifica- tions of the firm and project team as demonstrated by performance on similar projects. Parks Master Plan June 11, 1999 Page 2 * Current and projected work loads that might effect the firm' s ability to perform the required work schedule . * The level of adequate effort as reflected by person- nel-hours and classification of personnel allocated to the project tasks . A fee of $49, 940 was negotiated with JJR, Inc . and Williams and Associates, Ltd. to develop the Parks and Recreation Department Comprehensive Master Plan. Several of the main aspects of the Comprehensive Master Plan will be as follows : * Perform inventory and assessment of each park property and facility. * Evaluate current City recreation programming. * Perform an inventory of outside agencies ' facilities and programming within the city. * Compare City services, programs and facilities to other comparable agencies and national standards . * Evaluate existing funding and financial considerations for future goals, objectives and strategies . * Assist in the development of a public input survey. * Provide a recommendation for programming and facility improvements, new development, land acquisition, etc . in a priority form with schedule and financing consid- erations * Incorporate existing City plans related to Parks and Recreation into completed Comprehensive Master Plan. * Incorporate public input into process . A project scope of services, schedule and proposed contract agreement are attached. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Master Plan Project Leadership Team. ‘JS FINANCIAL IMPACT vvr Adequate funding totaling $50, 000 has been budgeted and is available in account number 276-0000-791 .45-99, project number 50021, for the Comprehensive Parks and Recreation Department Master Plan. LEGAL IMPACT MeVNone . • Parks Master Plan June 11, 1999 Page 3 ALTERNATIVES To not enter into a contract with the team of JJR, Inc . and Williams and Associates, Ltd. . RECOMMENDATION It is recommended that the Mayor and members of the City Council enter into an agreement with JJR, Inc . as the lead consultants with Williams and Associates, Ltd. to develop the Parks and Recreation Department Comprehensive Master Plan for a fee of $49, 940 . R- .ectfully submi d, 4, - 61 . J/ce A. Parker City Manager MM/mm