01-216 Resolution No. 01-216
RESOLUTION
AUTHORIZING EXECUTION OF ANAMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT WITH V DEWALLE & ASSOCIATES
FOR THE RIVERFRONT/CENTER CIT 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 Amendment to Professional Services Agieement on behalf of the
City of Elgin with Vandewalle & Associates for an extension of
services for implementation of the city' s Riverfront/Center City
Master Plan, a copy of which is attached hereto and made a part
hereof by reference.
s/ Ed Sdhock
Ed Schoch, Mayor
Presented: August 8, 2001
Adopted: August 8 , 2001
Omnibus Vote: Yeas : 4 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
JUL-18-01 WED 12: 14 PM CITY OF ELGIN/CITY MGR. FAX O. 18479315610 P. 02
RAGREE/VANDEWALL,AM
Draft 7-13-01
AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
THIS (AMENDMENT AGREEMENT made and entered into this /or71-
day of ii-VGyif , 2001, by and between the CITY OF ELGIN,
ILLINOIS, a municipal corporation (herei after referred to as
the "City" ) , and VANDEWALLE & ASSO IATES, a Wisconsin
corporation, authorized to do husine s in the State of
Illinois (hereinafter referred to as the "Consultant") .
WITNESSETH
WHEREAS, the City and the Consultant have previously
entered into a Professional Services Agreement dated June 19,
2000, wherein Consultant provided t the City certain
consulting services regarding the implementation of the City' s
Riverfront/Center City Master Plan; and
WHEREAS, the City has determined i to be necessary and
desirable to obtain the further assista ce of the Consultant
to provide continued consulting se ices regarding the
implementation of the City' s Riverfront/Center City Master
Plan.
NOW, THEREFORE, for and in consideration of the mutual
promises and covenants contained herein, the receipt and
sufficiency of which is hereby acknolwledged, the parties
hereto agree as follows ;
1 , The Professional Services Agreement between the City
and the Consultant dated June 19, 2000, is hereby amended as
follows:
A. Paragraph 1 entitled "Sco e of Work" is amended
by adding an additional paragrap thereto to read as
follows :
"Consultant shall also perforkn and direct the
necessary qualified personnel{ to perform the
professional services as set forth in the Scope
of Services documents entitled "VANDEWALLE
CONTRACT EXTENSION" , consisting of two (2)
pages, attached hereto and made a part hereof
as Exhibit 1-A. "
B. Paragraph 2 entitled "pchedule and Term" is
amended by adding an additional paragraph thereto to read
as follows :
"The Consultant ' s responsibility to provide the
services in Exhibit 1-A shall commence as of
June 20, 2001 and shall continue through
December 31, 2001 . "
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I JUL-18-01 WED 12:15 PM CITY OF ELGIN/CITY MGR. FAX 'NO. 18479315610 P. 03
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C. Paragraph 3 entitled "Fees" Ls amended by adding
subparagraph D thereto to read as follows .
"D. Payments for services rovided by the
Consultant set forth in Exh bit 1-A hereof
shall be reimbursed at the ho rly rate of its
professional and technical personnel as set
forth on Exhibit 2 attached h-reto and made a
part hereof by this referenc= with the total
fees and expenses due to oe paid to the
Consultant for the service- described in
Exhibit 1-A not to exceed $54 , 000 regardless of
actual time expended or actual costs incurred
by the Consultant unless mater; al modifications
to the Consultant ' s Scope of Services are
authorized in writing by the lity and approved
by the City Council. Consultant ' s cost
estimates for the various aspects of the
services to be performed in Ex ibit 1-A are set
forth in Exhibit 1-A. "
D. A new paragraph 31 is h:-reby added to the
Professional Services Agreement to read - s follows:
"31. The City agrees to provid- Consultant with
all base maps, blueprints, aerial photos,
studies, reports, and ordi ances reasonably
necessary to complete the se .vices in Exhibit
1-A, Consultant may reason-bly rely on the
accuracy and completeness of ti ese items. City
agrees to provide these ite .s and to render
decisions in a timely manner so as not to delay
the orderly and sequenti. l progress of
Consultant . "
2 . That except as expressly amen ed herein the terms of
the Professional Services Agreement be ween the City and the
Consultant dated June 19, 2000, shall remain in effect and
shall apply to the additional services o be performed by the
Consultant as described in this Amendme t Agreement and as set
forth in Exhibit 1-A hereto,
IN WITNESS WHEREOF, the parties he' eto have entered into
and executed this amendment agreement on the date and year
first written above.
CITY OF EL-. N 'V'ANDEWALLE & ASSOCIATES
By e L • ii " By y ,
oy . /e• 5/ ,// Brian Vandewalle
/ t7 City Manager Owner q.....),..1
Attest:
0 6414„..12 /ip.,ct"._._
City Clerk
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JUL-18-01 WED 12 15 PM CITY OF ELGIN/CITY MGR. FAX NO. 18479315610 P. 04
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VANDEWALLE
CONTRACT EXTENSI )N
Term: June 20, 2001 through December 3] , 2001
Article I Scope of Work
A. VANDEWALLE & ASSOCIATES agrees to p ovide the following
"Services" :
1 . Funding El.timated Budget - $10, 800
a. Assist the City in es' ablishing redevelopment
financing programs includ'ng, but not limited to,
State and federal devea.o•ment funds, use of tax
increment finance districts, redevelopment
districts, and special se ice areas .
b. Coordinate corporate a d private fundraising
activities in concert wit the Chamber of Commerce .
c. Lobby local, state, an. federal agencies for
financial support through special legislation,
grants, development programs, and other
opportunities.
d_ Funding applications and grant requests will be
handled under separate agreement. Please see
Article I. B.
2. Developer and
Business Recruitment estimated Budget - $16,200
a. Create developer and business recruitment program,
coordinate and direct developer and business
recruitment in concert wi h the Chamber of Commerce
and PMT.
b. Assist the City in negot 'ating the acquisition and
assembly of identifie. redevelopment sites .
Meetings with landowners should be scheduled on the
same day as the PMT, wherever possible.
c. Advise and assist th- City in negotiation
development agreements be ween the City and private
developers. Meetings w; th developers should be
scheduled on the same .ay as the PMT, whenever
possible.
Exhibit 1--A
JUL-18-01 WED 12:16 PM CITY OF ELGIN/CITY MGR Fa NO. 18479315610 P. 05
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VANDEWALLE Contract Extension
June 26, 2001
Page 2
3 . Planning and Design ! Estimated Budget - $10, 800
a. Review, interpret, and recommend zoning ordinances,
design guidelines, and development standards for
redevelopment projects .
b. Prepare concept and schematic plans, economic
impact expectalions, and assist in the preparation
of bid documents for public and private
redevelopment projects.
c. Provide design and oierall project review for
private redevelopment projects to ensure a
compatibility with the Master Plan.
4 . Administration Estimated 13udget - $16, 200
a. Coordinate and staff local Project Management
Team (PMT) to cotrprehensive1y manage all
redevelopment implementation tasks .
b. With the assistance of the City, coordinate PMT
meetings including the production of agendas and
minutes and the management and assignment of tasks.
c. Participate in one PMT meeting on site per month
and up to two meetings yia video or teleconference.
d. Coordinate all necessa y professional services for
implementation and red velopment projects.
. • •
0,0 OF EN • •
City of Elgin Agenda Item No. \..
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4044.°44400''
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July 6, 2001 ‘.3
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TO: Mayor and Members of the city Cuncil
RIVER AS A RESOURCE
FROM: Joyce A. Parker, City Manager
SUBJECT: Contract Amendment to an Implem(6ntation
Agreement with Vandewalle and ASsociates
for the Riverfront/Center City ikaster Plan
PURPOSE
The purpose of this memorandum is to p4.esent to the Mayor and
members of the City Council an amendmOnt to the Professional
Service Agreement with Vandewalle and Associates for implementation
of the City' s Riverfront/Center City Master Plan.
rBACKGROUND
On June 19, 2000, the Mayor and members of the City Council entered
into a Professional Service Agreemen with Vandewalle and
Associates for services related to th implementation of the
Riverfront/Center City Master Plan, whic1i was adopted on May 24,
2000 .
Over the past 12 months, Vandewalle an Associates, under the
direction of Scott Chesney, has focused its attention on the
following areas :
1 . Developer and business recruitment .
2 . Funding.
3 . Planning and design.
4 . Project management, team coordinati9n and administration.
The contract was for a not-to-exceed amount of $115, 000 . The
attached correspondence from Vandewalle nd Associates highlights
their one-year accomplishments . Several f the big accomplishments
are as follows :
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Vandewalle and Associates Agreement
July 6, 2001
Page 2
1 . Assisted with the creation of and coordinated the
administration of the Project Management Team.
2 . Created a one-year implementation sc edule based on the Master
Plan' s implementation strategies .
3 . Facilitated developer interest in Crocker Theater
revitalization for performing arts :nd assisted the City in
evaluating a cost/benefit analysis of rehabilitation versus
reuse for other activities, such as residential/retail .
4 . Participated in community outreach -ctivities at the request
of the Mayor and Chamber of Commercz .
5 . Facilitated use of Vandewalle and Associates' real estate
professionals to support the Downtown Neighborhood Association
activity to create downtown space ide tification and marketing
program and attended downtown .roperty/business owner
orientation for the program.
6 . Identified candidate sites for Illi ois EPA grant funding.
7 . Met with and refined development .roposals for the North
Kimball housing project .
8 . Developed the Request for Qualifications for the South Grove
residential development project .
9 . Evaluated potential residential dev-Topers for the downtown
residential project and made recom endations to the Project
Management Team' s negotiating team.
10 . Assisted the City to define parameters for downtown parking
structures and worked with Walker consultants to define the
scope of services and intended outcome of the parking study.
The proposed contract amendment will run through the end of 2001 .
A six-month agreement is being proposei in order to bring any
future service agreements into conforma ce with he City' s budget
year.
In light of the many ongoing Riverfront ;projects :
"" 1 . Phase I Riverfront Construction Project .
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(r Vandewalle and Associates Agreement
July 6 , 2001
Page 3
2 . South Grove redevelopment .
3 . Festival Park.
4 . North Kimball redevelopment .
5 . Parking deck feasibility analysis .
6 . NBD site redevelopment .
Vandewalle would focus its attention, during the extended contract
period, in the following areas :
1 . Complete negotiation of the Crocker redevelopment agreement .
Complete negotiation of the South trove housing development
agreement . Assist in moving both pr.jects into construction.
2 . Define the NBD project and solici development proposals .
Evaluate and select a developer t• begin negotiation of a
development agreement .
3 . Define the North Kimball resident al project, secure IEPA
funding and create a preliminary .evelopment agreement to
secure a developer. Create a t meline for relocations,
acquisitions, site assembly, dev-lopment phasing, final
development agreement and initial c.nstruction.
It is in the City' s best interest to continue to avail itself of
the development expertise and local i.lanning knowledge that
Vandewalle has assembled over the past t o years .
COMMUNITY GROUPS INTERESTED PERSONS CONT' CTED
The Project Management Team supports t e continued relationship
with Vandewalle and Associates .
/4/A„FINANCIAL IMPACT
Funds for this expense are included ithin the $5 . 3 million
allocated for the Riverfront, project nu .er 039518 , within account
number 275-0000-791 . 92-32 . An accounti g of project expenses to
date is included for your information.
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Vandewalle and Associates Agreement
July 6, 2001
Page 4
Riverfront/Center City Project #039518 as of July 3 , 2001
Original Budget $5, 300, 000
Anticipated Grants
State of Illinois $112 , 500
Kane County 600, 000
Kane County Forest Preserve 400, 000
DCCA 60, 300
$1 , 172 , 800
Subtotal $6, 472 , 800
Expenditures & Encumbrances
Design Phase
Hitchcock & Associates $1 , 243 , 408
Schrieber, Anderson & Assoc . 272 , 724
Walker Parking Consultants 11 , 991
$1 , 528 , 123
Plan Implementation
(Pik Vandewalle & Associates $100 , 809
Engineering/Construction
MIC, Inc . $3 , 162 , 421
Edwards Engineering 216 , 360
ENSR International (environmental testing) 51, 429
$3 , 430 , 210
Miscellaneous
Pioneer Memorial Foundation $75, 000
Various 5 , 006
$80 , 006
Committed to Date $5, 139, 148
Grants Received -112 , 500
Total $5 , 026 , 648 $5, 026, 648
Funds Remaining 81 , 446 , 152
v\j41idGAL IMPACT
An amendment to the existing Professional Services Agreement will
need to be prepared.
elimk
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rm. Vandewalle and Associates Agreement
July 6, 2001
Page 5
ALTERNATIVES
1 . Extend the Vandewalle contract for six months .
2 . Do not extend the current contract .
RECOMMENDATION
It is recommended that the contract with andewalle and Associates
for the implementation of the Riverfront/.enter City Master Plan be
extended for six months for an amount no■ to exceed $54 , 000 .
Respectful y submitted,
Joyce A. P rker
City Manag r
RHM:amp
Attachments
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eis-
III
Thursday,24 May,2001
Mr. Ray Moller, Director of Economic Development
City of Elgin
150 Dexter Court
Elgin,Illinois 60120
Dear Ray:
I want to take a few moments to summarize our activities fort is first year of implementation.
Vandewalle&Associates is pleased with the progress of the ci to create and mobilize a project
management team and reach the point of having developmen agreements in the negotiating
stage in the first year.
Typically,we describe the three-to five-year implementation q cle as:year one/organize,set
priorities,secure funding,identify developers;year two/desig and construct public
improvements,negotiate initial development agreements,rec it priority projects;year three/
build priority projects,identify second round projects;year fo r&five/negotiate and build.
Elgin, after a seemingly slow start in summer of 2000,is well a ead of this curve. It is likely that
the Crocker project will be under construction in 2002 (year o)significantly ahead of the
typical schedule.
Other projects on the docket for"fast-track"activity include S uth Grove Housing and Festival
Park—both should be moving into design and construction in he coming year.We also have
North Kimball housing—likely to be the biggest urban housin project in Chicagoland in the
next five years—moving along a complicated path,but one wit solid results at the conclusion.
Redevelopment of the NBD site will likely take form in the c ming year;whether commercial,
residential, or mixed,this project will be another"landmark" or downtown revitalization in
Elgin.
Let me succinctly summarize our activities for"year one"so t at you,the mayor&manager,
the PMT,and the council can get a sense of what's occurred s nce last summer.
• Assisted in the creation of the PMT;staffed PMT me tings throughout 2000
• Initiated creation of downtown discovery center and studio;participated in interior
design and layout of studio
Vandewalle & Associate
120 East Lakeside Street • Madison, Wisconsin 53715
608 255-3988 • 608 255-0814 Fax • va@van ewalle.com
Planning • Creating • Rebuildin,
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• Created a one year implementation schedule based on qhe master plan's
implementation strategies
• Initiated Chicago Regional Transit Authority RTAP grant process; participated in
worksessions to define project and schedule
• Participated in "fact finding" and informational meetings with potential developers for
unsolicited proposals and sites
• Initiated meetings with Union Pacific Railroad to discus consolidation of rail traffic
on riverfront line and abandonment of upper line
• Facilitated developer interest in Crocker revitalization for performing arts; assisted city
in evaluating cost/benefit analysis of rehabilitation versus reuse for other activities,
such as residential/retail
• Coordinated ProMac reuse assessment with owners,city,and V&A real estate
professionals;produced recommendations for reuse, lease,or marketing of building.
• Advised city on potential zoning refinements
• Created series of redevelopment base maps for specific sites
• Initiated funding worksession with state senator and rejresentatives to prepare for
future funding requests
• Participated in community outreach activities at the request of the mayor and chamber
• Facilitated use of V&A real estate professionals to support DNA activity to create
downtown space identification and marketing program; attended downtown property/
business owner orientation for program
• Identified candidate sites for Illinois EPA grant funding
• Initiated IEPA worksession to assure preliminary approval of grant funding for north
Kimball residential project site
• Met with and refined development proposals for the North Kimball housing project
• Advised city of redevelopment potential of city yards and assisted in setting relocation
schedule for city public works activities off site
• Negotiated a preliminary agreement for developer integration in the North Kimball
project at the time of IEPA grant awarding.
• Created request for qualifications/proposals for downtown residential development
• Identified qualified developers for downtown residential projects
24May,2001/2
• Evaluated potential residential developers for downtown residential project;made
recommendations to PMT's negotiating team �
• Created site assembly analysis for alternate American Housing Partners proposal
• Facilitated developer interviews for downtown residential development
• Facilitated Crocker/South Grove developer worksessions to refine proposals and better
meet city economic and design expectations
• Assisted city to define parameters for downtown parking structures;worked with
Walker Consultants to define scope of services and intended outcomes of parking
study
• Created site assembly analysis for parking study
• Created initial federal funding program and request ocument to meet 2002 fiscal year
timeline
• Created preliminary development capacity analysis f r NBD site
• Assisted the city in other nonspecific activities and re uests related to redevelopment
implementation services
I am confident that we've built a solid foundation for future i plementation activities.
For"year two"we propose to focus on getting current project• "into the ground."Following the
initial guidance of the master plan implementation strategies .nd based on the economic
climate as it's emerged in year one,we suggest several specific ,ctivities:
• Complete negotiation of the Crocker redevelopment agreement. Complete negotiation
of the South Grove housing development agreement Assist in moving both projects
into construction.
• Define the NBD project and solicit development pr.i.osals. Evaluate and select
developer to begin negotiation of development agree ent.
• Define the North Kimball residential project;secure EPA funding,create preliminary
development agreement to secure developer. Create iimeline for relocations,
acquisitions,site assembly,development phasing,find development agreement,and
initial construction.
We would also identify the next tier of priority projects and a sist in their definition.We would
continue to work on the longer-range items that are so impo .ant for the ultimate success of
downtown,but have long lead times for execution: Union Pa,ific line abandonment and the
24 May,2001/3
. e
elm'.
Metra&Pace intermodal transportation and business center are two examples of projects that
require continued,if modest effort in year two.
Creating a downtown business recruitment program,with the asistance of DNA and the
Chamber is a year two task to take advantage of the emerging residential population of
downtown.
I.
And, as always,we will be prepared to react to development iniiatives as they come to our
attention,or to other related work at your direction.
We are including a proposed contract and scope of services for 001-2002.We look forward to
continuing our relationship with you and the city for the coming year and expect to build on a
solid year-one with great activity in this coming year.I appreciate your confidence in
Vandewalle&Associates to assist you in these exciting and implortant projects.
Sincerely,
Cal.
Scott R.Chesney,MCP
Principal
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24 May,2001/4