02-117 Resolution No. 02-117
RESOLUTION
AUTHORIZING EXECUTION OF A SECOIID AMENDMENT TO
PROFESSIONAL SERVICES AGREEMENT WITH VANDEWALLE & ASSOCIATES
FOR THE RIVERFRONT/CENTER CIT11; MASTER PLAN
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that pursuant to Elgin Isilnicipal 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 interests of the city; and
BE IT FURTHER RESOLVED that Olufemi Folarin, Interim City
Manager, and Dolonna Mecum, City Clerk, be and are hereby
authorized and directed to execute a Second Amendment to
Professional Services Agreement on behalf Cf the City of Elgin with
Vandewalle & Associates for the Riverfront Center City Master Plan,
a copy of which is attached hereto and made a part hereof by
reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: March 27, 2002
Adopted: March 27 , 2002
Omnibus Vote : Yeas : 5 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
SECOND AMENDMENT TO PROFESSIONAL SE' CES AGREEMENT
THI,ECOND AMENDMENT AGREEMENT made and ente ed into this 7if day of
41Q/C4. , 2002, by and between the CITY OF ELIIN, ILLINOIS, a municipal
corporation (hereinafter referred to as the "City" , and VANDEWALLE &
ASSOCIATES, a Wisconsin corporation, authorized to do business in the State of
Illinois (hereinafter referred to as the "Consultant") .
WITNESSETH
WHEREAS, the City and the Consultant have pre iously entered into a
Professional Services Agreement dated June 19, 2001, wherein Consultant provided
to the City certain consulting services regarding he implementation of the
City' s Riverfront/Center City Master Plan; and
WHEREAS, the City and Consultant have previo sly entered into an amendment
to such professional services agreement, with such Amendment Agreement being
dated August 10, 2001; and
WHEREAS, the City has determined it to be ne. essary and desirable to
obtain the further assistance of the Consultant to provide continued consulting
services regarding the implementation of the City' . Riverfront/Center City
Master Plan.
NOW, THEREFORE, for and in consideration of he mutual promises and
covenants contained herein, the receipt and sufficiency of which is hereby
acknowledged, the parties hereto agree as follows:
1. The Professional Services Agreement be ween the City and the
Consultant dated June 19, 2000, as ame ded by the Amendment
Agreement dated August 10, 2001, is he eby further amended as
follows:
A. Paragraph 1 entitled "Scope of Work" is further amended by
adding an additional paragraph t ereto to read as follows:
"Consultant shall also perform a d direct the necessary
qualified personnel to perform t e professional services as
set forth in the Scope of Services documents entitled
"VANDEWALLE CONTRACT EXTENSION", with a stated term of January
1, 2002 through December 31, 200', consisting of two (2)
pages, attached hereto and made .: part hereof as Exhibit 1-B".
B. Paragraph 2 entitled "Schedule a d Term" is further amended by
adding an additional paragraph t ereto to read as follows:
"The Consultant' s responsibility to provide the services in
Exhibit 1-B shall commence as of January 1, 2002 and shall
continue through December 31, 20112.
C. Paragraph 3 entitled "Fees" is a ended by adding subparagraph
E thereto to read as follows:
"D. Payments for services proviued by the Consultant set
forth in Exhibit 1-B hereof shal be reimbursed at the hourly
rate of its professional and tecinical personnel as set forth
on Exhibit 2 attached hereto and made a part hereof by this
reference with the total fees ane expenses due to be paid to
the Consultant for the services .escribed in Exhibit 1-B not
to exceed $85, 000 regardless of actual time expended or actual
costs incurred by the Consultant unless material modifications
to the Consultant' s Scope of Ser ices are authorized in
writing by the City and approved by the City Council.
Consultant' s cost estimates for ' he various aspects of the
services to be performed in Exhioit 1-B are set forth in
Exhibit 1-B."
D. A new paragraph 32 is hereby add-d to the Professional
Services Agreement to read as fo lows:
"31. The City agrees to provide Consultant with all base
maps, blueprints, aerial photos, studies, reports, and
ordinances reasonably necessary , o complete the services in
Exhibit 1-B. Consultant may rea-.onably rely on the accuracy
and completeness of these items. City agrees to provide these
items and to render decisions in a timely manner so as not to
delay the orderly and sequential progress of Consultant."
2. That except as expressly amended hereil the terms of the
Professional Services Agreement as amended by the Amendment
Agreement dated August 10, 2001, betwe-n the City and the Consultant
dated June 19, 2000, shall remain in e fect and shall apply to the
additional services to be performed by the Consultant as described
in this Amendment Agreement and as set forth in Exhibit 1-B hereto.
IN WITNESS WHEREOF, the parties hereto have entered into and executed this
amendment agreement on the date and year first wri ten above.
CITY OF ELGIN V'IDEWALLE & ASSOCIATES
By By W
-_�� Br an Vandewalle
City anager Ow er
Attest:
City Clerk
EXHIBIT 1-B
VANDEWALLE
CONTRACT EXTENSION
Term: January 1, 2002 through December 31, 2002
Article I Scope of Work
A. VANDEWALLE & ASSOCIATES agrees to provide th= following "Services":
1. Funding Esuimated Budget - $ 8,500
a. Assist the City in establishing .edevelopment financing
programs including, but not limited to, state and federal
development funds, use of tax increment finance districts,
redevelopment districts, and special service areas.
b. Coordinate corporate and private fundraising activities in
concert with the Chamber of Comm:rce.
c. Lobby local, state, and federal .gencies for financial support
through special legislation, gra ts, development programs, and
other opportunities.
d. Funding applications and grant r:quests will be handled under
separate agreement. Please see .rticle I. B.
2. Developer and
Business Recruitment Es imated Budget - $25,500
a. Create developer and business re. ruitment program, coordinate
and direct developer and busines-. recruitment in concert with
the Chamber of Commerce and PMT.
b. Assist the City in negotiating tie acquisition and assembly of
identified redevelopment sites. Meetings with landowners
should be scheduled on the same nay as the PMT, whenever
possible.
c. Advise and assist the City in neqotiation development
agreements between the City and ;.rivate developers. Meetings
with developers should be schedu ed on the same day as the
PMT, whenever possible.
3. Planning and Design Es imated Budget - $25,500
a. Review, interpret, and recommend zoning ordinances, design
guidelines, and development standards for redevelopment
projects.
b. Prepare concept and schematic pl•:ns, economic impact
expectations, and assist in the .reparation of bid documents
for public and private redevelopient projects.
c. Provide design and overall project review for Private
redevelopment projects to ensure a compatibility with the
Master Plan.
4 . Administration Es imated Budget - $25, 500
a. Participate in Project Management Team (PMT) meetings and
worksessions to comprehensively manage all redevelopment
implementation tasks.
b. At the direction of the City, cocrdinate PMT meetings
including the production of agendas and minutes and the
management and assignment of tasks.
c. Participate in one PMT meetings n site per month, one
additional on site worksession, nd up to two meetings via
video or teleconference.
d. Coordinate all necessary professional services for
implementation and redevelopment projects.
B. Additional Services, beyond those stated in Article I.A. , may be provided
in writing through a "Work Order".
<4 OF E4G,
d ��§ Agenda Item No.
City of Elgin
r , ,,,
GMarch 8 , 2002 -42
•TO: Mayor and Members of the City l ouncil Ai. #6
RIVER ASA RESOURCE
FROM: Olufemi Folarin, Interim City tanager
SUBJECT: Second Contract Amendment to al Implementation
Agreement with Vandewalle and Associates for
the Riverfront/Center City Masser Plan
PURPOSE
The purpose of this memorandum is to present to the Mayor and
members of the City Council a second amenoment to the Professional
Service Agreement with Vandewalle and Asso iates for implementation
of the City' s Riverfront/Center City Masser Plan.
BACKGROUND
On June 14 , 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, whici was adopted on May 24,
2000 . On August 8, 2001, the Mayor and me oers of the City Council
authorized an amendment to the above-referenced agreement with
Vandewalle and Associates .
Over the past 18 months, Vandewalle ane Associates, under the
direction of Scott Chesney, has focuses its attention on the
following areas :
1 . Developer and business recruitment .
2 . Funding.
3 . Planning and design.
4 . Project management, team coordination and administration.
The contracts were for not-to-exceed a ounts of $115, 000 and
rm. $54 , 000 . The attached correspondenc: from Vandewalle and
Associates highlights their accomplishme ts . Several of the big
accomplishments are as follows :
Vandewalle and Associates Agreement
March 8, 2002
Page 2
1 . Assisted with coordination of the administration of the
Project Management Team.
2 . Created a project implementation schedule based on the Master
Plan' s implementation strategies .
3 . Facilitated developer interest in the NBD redevelopment site.
4 . Facilitated developer interest n the North Kimball
residential development site .
5 . Participated in community outreach activities at the request
of the Mayor and Chamber of Commerce .
6 . Assisted in developing responses to issues relating to the
Crocker Theater.
7 . Reviewed proposals relating to the South Grove residential
project .
8 . Met with and refined development proposals for the North
Kimball and NBD projects .
9 . Met with and refined development prol.osals for the State and
Lawrence housing project .
10 . Assisted the City to define paramet rs for downtown parking
structures and worked with the Projec Management Team on site
selection.
The proposed contract amendment will run through the end of 2002 .
In light of the many ongoing Riverfront projects :
1 . Phase I Riverfront Cconstruction project .
2 . South Grove redevelopment .
3 . Festival Park.
4 . North Kimball redevelopment .
5 . South Grove parking deck.
6 . NBD site redevelopment .
. . • . i
te- Vandewalle and Associates Agreement
March 8, 2002
Page 3
Vandewalle would focus its attention, du ing the extended contract
period, in the following areas :
1 . Continued assistance with the imp ementation of the South
Grove Residential Development .
2 . Define the NBD and North Kimball projects and solicit
development proposals . Evaluate aid select a developer to
begin negotiation of a development .agreement .
3 . Continued assistance with the development of the South Grove
Avenue parking structure . Explore' alternatives for inclusion
of private development at the site .
4 . Input relative to a State Street and Lawrence Avenue
residential development .
It is in the City' s best interest to co tinue to avail itself of
the development expertise and local •lanning knowledge that
Vandewalle has assembled over the past t o years .
r
COMMUNITY GROUPS INTERESTED PERSONS CONT. CTED
The Project Management Team supports th- continued relationship
with Vandewalle and Associates .
PPC---
FINANCIAL IMPACT
Funds for this expense, $85, 000, are included within the 2002
Riverboat Fund budget, account number 27" -0000-791 . 92-35, project
number 039526 . Sufficient funds are ava ' lable to enter into this
contract .
LEGAL IMPACT
MeV/
The proposed agreement would require an exception to the
procurement ordinance .
ALTERNATIVES
1 . Extend the Vandewalle contract for 12 months .
2 . Do not extend the current contract .
r
Vandewalle and Associates Agreement
March 8, 2002
Page 4
RECOMMENDATION
It is recommended that the contract with .ndewalle and Associates
for the implementation of the Riverfront/C-nter City Master Plan be
extended for 12 months for an amount not o exceed $85, 000 .
Respectfull, submitted,
4.11k
Olufemi Pplb
Inter , lit,- 'anager
RHM:amp
Attachments