10-163 Resolution No. 10-163
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RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT
WITH DLA ARCHITECTS, LTD. FOR TECHNICAL
FACILITATOR SERVICES FOR IMPLEMENTATION OF THE
ELGIN SUSTAINABILITY MASTER PLAN
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Sean R. Stegall, City Manager, and Diane Robertson, City Clerk, be and are hereby authorized and
directed to execute an agreement with DLA Architects Ltd. on behalf of the City of Elgin in
connection with providing technical facilitator services for the implementation of the Elgin
Sustainability Master Plan, a copy of which is attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: August 11, 2010
Adopted: August 11, 2010
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 1,0-a4 day of Ay��s? , 2010, by and
between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred to as"CITY")
and DLA ARCHITECTS LTD., an Illinois professional corporation, (hereinafter referred to as
"CONSULTANT")
WHEREAS,the CITY desires to engage the CONSULTANT to furnish certain professional
services in connection with providing technical facilitator services for the implementation of the City
of Elgin's sustainability 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 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 Sustainability and
Grants Coordinator of the CITY, herein after referred to as the "DIRECTOR".
B. CONSULTANT shall perform the services for the Project as outlined in
CONSULTANT'S proposal dated July 26, 2010, a copy of which is attached hereto
and made a part hereof as Attachment A.
2. SCHEDULE
A. CONSULTANT shall commence the services to be performed pursuant to this
Agreement upon entry into this Agreement and shall complete same on or before
December 15, 2010.
B. The CONSULTANT will submit to the DIRECTOR monthly a status report keyed to
the project schedule.A brief narrative will be provided identifying progress,findings
and outstanding issues.
3. WORK PRODUCT
All work product prepared by the CONSULTANT pursuant hereto including,but not limited
to, reports, plans, designs, calculations, work drawings, studies, photographs, models and
recommendations shall be the property of the CITY and shall be delivered to the CITY upon
request of the DIRECTOR;provided,however,that the CONSULTANT may retain copies of
such work product for its records. CONSULTANT'S execution of this Agreement shall
constitute CONSULTANT'S conveyance and assignment of all right, title and interest,
including but not limited to any copyright interest,by the CONSULTANT to the CITY of all
such work product prepared by the CONSULTANT pursuant to this Agreement. The CITY
shall have the right either on its own or through such other CONSULTANTS as determined
by the CITY to utilize and/or amend such work product. Any such amendment to such work
product shall be at the sole risk of the CITY. Such work product is not intended or
represented to be suitable for reuse by the CITY on any extension to the PROJECT or on any
other project, and such reuse shall be at the sole risk of the CITY without liability or legal
exposure to the CONSULTANT.
4. PAYMENTS TO THE CONSULTANT
A. For services provided the CONSULTANT shall be paid a lump sum of$15,000
regardless of the actual costs incurred by the CONSULTANT unless substantial
modifications to the scope of the work are authorized in writing by the DIRECTOR
and approved by way of written amendment to this Agreement executed by the
parties.
B. The CITY shall make periodic payments to the CONSULTANT based upon actual
progress within thirty(30) days after receipt and approval of invoice. Said periodic
payments to the CONSULTANT shall 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:
(1) Work with the City of Elgin and ICLEI in development of a
Sustainability Assessment-$5,000.
(2) Be passionate catalyst for Master Plan Implementation
(i) Principal $6,000
(ii) Senior Project Manager$4,000
5. INVOICES
A. The CONSULTANT shall submit invoices in a format approved by the CITY.
Progress reports (213 above) will be included with all payment requests.
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B. The CONSULTANT shall maintain records showing actual time devoted and cost
incurred. The CONSULTANT shall permit the authorized representative of the
CITY to inspect and audit all data and records of the CONSULTANT for work done
under this Agreement. The CONSULTANT shall make these records available at
reasonable times during the Agreement period and for one(1)year after termination
of this Agreement.
6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any
time upon written notice to the CONSULTANT. In the event that this Agreement is so
terminated, the CONSULTANT shall be paid for services actually performed and
reimbursable expenses actually incurred prior to termination,except that reimbursement shall
not exceed the task amounts set forth under Paragraph 4 above.
7. TERM
This Agreement shall become effective as of the date the CONSULTANT is given a notice to
proceed and, unless terminated for cause or pursuant to Paragraph 6, shall be deemed
concluded on the date the CITY determines that all of the CONSULTANT'S work under this
Agreement is completed. A determination of completion shall not constitute a waiver of any
rights or claims which the CITY may have or thereafter acquire with respect to any term or
provision of this Agreement.
8. NOTICE OF CLAIM
If the CONSULTANT wishes to make a claim for additional compensation as a result of
action taken by the CITY, the CONSULTANT shall give written notice of his claim within
fifteen(15)days after occurrence of such action. No claim for additional compensation shall
be valid unless so made. Any changes in the CONSULTANT'S fee shall be valid only to the
extent that such changes are included in writing signed by the CITY and the
CONSULTANT. Regardless of the decision of the DIRECTOR relative to a claim submitted
by the CONSULTANT, all work required under this Agreement as determined by the
DIRECTOR shall proceed without interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation or breach shall
be deemed to constitute a default, and the other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either party,by reason of any default, fails within fifteen(15) days after
notice thereof by the other party to comply with the conditions of the Agreement, the other
party may terminate this Agreement. Notwithstanding the foregoing,or anything else to the
contrary in this Agreement, with the sole exception of an action to recover the monies the
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CITY has agreed to pay to the CONSULTANT pursuant to Paragraph 4 hereof, no action
shall be commenced by the CONSULTANT against the CITY for monetary damages.
10. INDEMNIFICATION
To the fullest extent permitted by law,CONSULTANT agrees to and shall indemnify,defend
and hold harmless the CITY, its officers, employees, agents,boards and commissions from
and against any and all claims, suits, judgments, costs, attorneys fees, damages or other
relief,including,but not limited to,workers compensation claims,in any way resulting from
or arising out of negligent actions or omissions of the CONSULTANT in connection
herewith,including negligence or omissions of employees or agents of the CONSULTANT
arising out of the performance of this Agreement. In the event of any action against the
CITY,its officers,employees,agents,boards or commissions,covered by the foregoing duty
to indemnify,defend and hold harmless such action shall be defended by legal counsel of the
CITY'S choosing. The provisions of this paragraph shall survive any expiration,completion
and/or termination of this Agreement.
11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or
held contractually liable under any term or provision of this Agreement or because of their
execution, approval or attempted execution of this Agreement.
12. INSURANCE
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 Certification 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 Paragraph 10 entitled"Indemnification"shall be provided.
This insurance shall apply as primary insurance with respect 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,
alternatively, if the insurance states that it is excess or prorated, it shall be endorsed
to be primary with respect to the CITY.
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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 CONSULTANT'S
Professional Liability Insurance Covering claims resulting from error, omissions or
negligent acts with a combined single limit of not less than $1,000,000 per
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.
13. INTENTIONALLY OMITTED
14. 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 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.
15. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and
the assigns of the parties hereto; provided, however, that no assignment shall be made
without the prior written consent of the CITY.
16. DELEGATIONS AND SUBCONTRACTORS
Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and
other provisions of this Agreement and the CONSULTANT shall remain liable to the CITY
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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. 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 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.
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 constitutes the entire Agreement of the parties on the
subject matter hereof and may not be changed, modified, discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations or
warranties shall be binding upon the other party unless expressed in writing herein or in a
duly executed amendment hereof, or change order as herein provided.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in,and shall be construed in accordance
with the laws of the State of Illinois. Venue for the resolution of any disputes or the
enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane
County, Illinois.
22. NEWS RELEASES
The CONSULTANT may not issue any news releases without prior approval from the
DIRECTOR, nor will the CONSULTANT make public proposals developed under this
Agreement without prior written approval from the DIRECTOR prior to said documentation
becoming matters of public record.
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23. COOPERATION WITH OTHER CONSULTANTS
The CONSULTANT shall cooperate with any other consultants in the CITY'S employ or any
work associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The CONSULTANT certifies hereby that it is not barred from bidding on this contract as a
result of a violation of 720 ILCS 5/33E et seq.or any similar state or federal statute regarding
bid rigging.
25. SEXUAL HARASSMENT
As a condition of this contract, the CONSULTANT shall have written sexual harassment
policies that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse,investigative and complaint process available through the Illinois
Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights Act.
A copy of the policies shall be provided by CONSULTANT to the Department of Human
Rights upon request 775 ILCS 5/2-105.
26. SUBSTANCE ABUSE PROGRAM.
As a condition of this agreement, CONSULTANT 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 etseq. 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 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.
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:
Aaron Cosentino
Sustainability and Grants Coordinator
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
With a copy to:
Corporation Counsel
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to the CONSULTANT:
Bruce R. Dahlquist
DLA Architects Ltd.
462 N. McLean Boulevard
Elgin, Illinois 60123
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this AGREEMENT it is expressly agreed and
understood that in connection with the performance of this AGREEMENT that the
CONSULTANT shall comply with all applicable Federal,State,City and other requirements
of law,including,but not limited to,any applicable requirements regarding prevailing wages,
minimum wage, workplace safety and legal status of employees. Without limiting the
foregoing, CONSULTANT hereby certifies, represents and warrants to the CITY that all
CONSULTANT'S employees and/or agents who will be providing products and/or services
with respect to this AGREEMENT shall be legal residents of the United States.
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CONSULTANT shall also-at its expense secure all permits and licenses,pay all charges and
fees and give all notices necessary and incident to the due and lawful prosecution of the
work, and/or the products_and/or services to be provided for in this AGREEMENT. The
CITY shall have the right to audit any records in the possession or control of the
CONSULTANT to determine CONSULTANT'S compliance with the provisions of this
paragraph. In the event the CITY proceeds with such an audit the CONSULTANT shall
make available to the CITY the CONSULTANT'S relevant records at no cost to the CITY.
CONSULTANT shall pay any and all costs associated with any such audit.
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 ELGIN:
By: Q Fs
ean Stegall, City anager
Attest:
City Clerk
CONSULTANT:
Dt, A Ame-w trEG-S�Lrc
By:
Name/Print:
Title: PvarQvEE- -t
FALegal DepAAgreementTLA Architects-Sustainability Master Plan.doc
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Attachment A
DLA Architects Sustainable City Master Plan Proposal Refinement
Acknowledged and agreed to by DLA Architects, July 26, 2010.
Scope of Services
1. Work with the City of Elgin and ICLEI in the development of a Sustainability
Assessment
a. Assist City of Elgin and working groups with technical questions regarding data
collection, sustainability indicators, green building techniques and best practices
as sustainability assessment data is collected
b. Assist in the development of a written sustainability assessment document based
on the research conducted by City of Elgin staff, working group members and
DLA Architects
c. Continually post updated information, findings, and responses to inquiries to the
sustainability master plan"wikispace"website.
2. Be passionate catalyst for Master Plan Implementation
a. Principal working with:
i. Transportation and Mobility Group
ii. Urban Design Group
iii. Waste Management and Recycling Group
iv. Economic Development Group
v. Community Outreach Group
b. Senior Project Manager working with:
i. Green Infrastructure Group
ii. Water Resources Group
iii. Alternative Energy Group
iv. Green Building Technologies Group
Responsibilities:
- Meet with and re-energize working groups with 2 meetings per group
- Help reaffirm, refine and suggest goals and measureable objectives for each of
the working-groups
- Review what has been accomplished
- Provide technical assistance and information to groups and City of Elgin staff
to ensure accurate and realistic goals are proposed
- Assist staff with preparation for monthly sustainability working group
meetings
c. Assist in the development of a written sustainability master plan combining
efforts of working groups, City of Elgin staff and DLA Architects.
i. Assist in development of written draft and review of plan
ii. Assist City staff and working group members publicize and present plan
draft to City Council
- -,� City of Elgin
Agenda Item No.
June 17, 2010
TO: Mayor and Members of the City Council
FROM: Sean R. Stegall, City Manager 4i'r� ,erhborfwodViml:r
Aaron Cosentino, Sustainability and Grants Coordinator
SUBJECT: Sustainability Master Plan—Next Steps and Planning Process
PURPOSE
The purpose of this memorandum is to provide the mayor and members of the city council with
information to consider a recommendation of the sustainability advisory team to move forward
with the sustainability master plan utilizing working group members, ICLEI: Local Governments
for Sustainability and a technical advisor.
RECOMMENDATION
• It is recommended that the city council approve this course of action for a total estimated cost of
$16,750.
BACKGROUND
The new direction being recommended by the sustainability advisory team will provide a more
structured focus and enhance the participative planning process for the city's sustainability
efforts.
AECOM, the consultant hired to complete Phase I of the sustainability master plan, is one
iteration away from a final document. Once complete, it will represent a series of concrete policy
recommendations and useful research that will assist the planning effort in later stages (described
in attachment B). It will also mark the end of AECOM's contractual involvement with the city.
It was originally envisioned that AECOM would complete additional phases until completion of
the plan. To that end, AECOM presented their vision for Phase II to the advisory team at its June
1 meeting. Their proposal did not meet the advisory team's desire for increased working group
participation and an overall structure to the effort. Although eager to adjust their proposal to
meet the advisory team's desires, it does not'make financial sense to do so. AECOM's Phase II
proposal had an estimated cost of$124,120.
Sustainability Master Plan—Next Steps and Planning Process
June 17, 2010
Page 2
Furthermore, the large amount of dedicated, qualified volunteers already involved in the effort
make hiring an outside consultant to drive the process seem unnecessary. Therefore, based on
input from the advisory team, working group members and the direction of the city's unified
strategic planning effort, it is recommended the city not utilize AECOM to complete additional
phases.
The new direction recommended by the advisory team begins with establishing a vision for what
sustainability means to Elgin and ends with the adoption and implementation of a sustainability
master plan. To achieve this, five components will work in concert over the next six months.
The primary components of the effort are the working groups/advisory team and the
sustainability planning process as described in attachment B. Working group members will be
asked, over the course of the next six months, to actively assist in developing a sound, realistic
and measureable sustainability plan. Interwoven in this process will be the unified strategic
planning process, which will ensure the interests and concerns of the sustainability plan are
integrated with the other major policy documents.
Working largely in a support capacity are the final two components of the sustainability master
planning process, ICLEI1 and the effort's technical advisor Bruce Dahlquist of DLA Architects.
ICLEI: Local Government for Sustainability is a member-based organization that offers tools,
resources and a planning framework to communities developing a sustainability plan. The
advisory team feels their assistance will be a great asset to the effort and comes at a much lower
cost than a consultant. ICLEI's annual fee is $1,750.
The effort will also benefit from the use of a technical advisor, Bruce Dahlquist of DLA
Architects. Already a local sustainability advocate, business owner and working group member,
Mr. Dahlquist brings with him years of sustainable design experience. His knowledge and
enthusiasm will provide a level of legitimacy and professionalism to the effort. Mr. Dahlquist
will provide services based on the attached agreement in an amount not to exceed $15,000.
It is Mr. Dahl uist's unique qualifications that provided the J ustification for not conducting a
formal search for his role. His enthusiasm, involvement with the effort thus far, intimate
knowledge of Elgin and the issues. facing the city made him an ideal choice. In addition the
effort's past experience with a formal selection process yielded what some would argue as "less
than optimal" results. This selection for professional services represents a departure from a
traditional selection process, but one that is expected to have extremely beneficial results. It is
also delivers a tremendous amount of service for a very reasonable cost. Mr. Dahlquist's
proposal offers a total of 18 face-to-face meetings with the working groups for $10,000.
AECOM's Phase II proposal offered the facilitation of six advisory team meetings for $23,830.
ICLEI originally stood for"International Council for Local Environmental Initiatives"but officially changed its
name to"ICLEI: Local Governments for Sustainability"in 2003.
Sustainability Master Plan—Next Steps and Planning Process
� • June 17, 2010
Page 3
It is the intent of the advisory team that the combination of the above components will re-focus
and launch the sustainability effort into a productive, rewarding experience that will have lasting
impacts on the future of Elgin and its citizens.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
Sustainability Advisory Team, Members of Sustainability Working Groups.
FINANCIAL IMPACT
There are sufficient funds budgeted ($242,000) and available ($137,120) in the Riverboat fund,
account number 275-0000-791.30-99, project number 039727, " Sustainable Community
Initiatives" to enter into this contract in the amount of$16,750.
LIKGALIMPACT
VOA professional services contract will need to be created based on Mr. Dahlquist's proposal.
• ALTERNATIVES
1. The city council may choose to adopt this planning process and associated expenses in
the amount of$16,750.
2. The city council may choose not to adopt this planning process and associated expenses.
Respectfully submitted for council consideration.
AC
Attachment
•
• r
Attachment A
Proposed Sustainability Planning Process
June I I
July August September October November December
� I i I
June 23 City Council Adopts Planning Process
I t I I
� I I
June 23-July 28 Join ICLEI/Adopt Resolution
I � �
July 13 Define Sustainability
I
July 13 Assess Working GroI ups
I I
July 13-Sept. 14 Sustainability Assessment ,
aka^' j8aS": R�t ,^• ey i e Ce t k
Aug. 10-Sept. 14 Goal Development
I , I
I I I I i
Sept. 14-Oct. 12 Objective and Measure F.sta'blishment
Sept. 14-Oct. 12 Establish Tracking Mechanisms
Oct. 1-Nov.9 Develop Sustainability Plan Document
Nov.-Dec. Review/Alterations/Input
I I ,
Last Council Meeting in 2010 City Council Adopts Plan
Unified Strategic Planning
Task Force
I
Attachment B
Sustainability Planning Process Narrative
• June 23 — City Council Adopts Planning Process — This step will formalize and demonstrate
City Council's support of developing a sustainability master plan and provides a framework to
hold staff accountable for its development.
June 23 — July 28 — Join ICLEI and Adopt Resolution — ICLEI: Local Governments for
Sustainability is a coaching organization that provides a framework and resources for city staff,
working group members and elected officials to develop a sustainability plan. After joining,
ICLEI asks its members to pass a resolution pledging to follow their "Five Milestone Planning
Process," which consists of conducting a sustainability assessment, setting goals, developing a
sustainability plan, implementing the plan and evaluating its progress. This step will also scope
out the involvement of the efforts technical facilitator, Bruce Dahlquist of DLA Architects.
July 13—Define Sustainability and Assess Working Groups—This step will coincide with the
July working group meeting. This meeting will result in clear definition of what sustainability
means to Elgin. Once established working groups will have the opportunity to re-evaluate their
groups in light of this effort and determine if certain groups should merge or shift focus. To
ensure working groups have sufficient information to make a well informed decision, a variety of
data sources will be provided to give working members a sense of what other communities and
organizations have focused on. Data sources include the Urban Environmental Accords, ICLEI's
STAR Community Index and other communities' sustainability plans.
July 13—Sept 14—Begin Sustainability Assessment—The final portion of the July 13 working
• group meeting will introduce working group members to the concept of conducting a
sustainability assessment. A sustainability assessment is a study of the existing sustainability
related issues facing Elgin. A large component of an assessment is conducting research that will
establish a baseline against which progress can be measured. AECOM's Phase I document,
greenhouse gas emissions inventory and energy analysis will assist a great deal in this phase.
ICLEI can also provide data sources and guidance on how to conduct a sustainability assessment.
Data sources such as these provide useful information but a majority of the work will fall to
working group members, city staff and the effort's technical advisor. For these reasons it is
estimated that the assessment will take approximately 2 months.
Aug. 10—Sept 14— Goal Development— Working groups already have a comprehensive set of
short and long term goals, however up until this point goals have been developed without an
overarching vision. The steps outlined above may result in a shift in working groups' goals. The
purpose of the goal development phase is to facilitate the creation of a certain number of goals
for each focus area (working groups) of the plan. The sustainability assessment will help a great
deal in this phase by establishing Elgin's current level of sustainability and identifying areas for
improvement. Since some groups may finish their portion of the sustainability assessment sooner
than others, this phase overlaps with the assessment phase.
Sept. 14 — Oct. 12 — Objective, Measure and Tracking Mechanism Establishment —
Developing concrete ways to measure progress is vital. This phase will break down each group's
goals into actionable, measurable objectives and strategies. These objectives may take the form
Attachment B
of policy changes, program development or even capital expenditures. In this phase it is
• extremely important to involve city staff and elected officials since this is time when the plan
goes from a visionary dream to an implementable plan. Involvement from those other than from
the sustainability effort will help temper the objectives making sure they are realistically
adoptable. It would be detrimental to the effort if objectives were seen as too extreme or not
realistic. The greater involvement from city staff and other interested parties, the better the
chance this does not happen. The effort's technical advisor will be integral in explaining the need
for a realistic adoptable plan, using his many years experience in the development and
sustainability field.
To ensure working group members have the resources they need to establish realistic measures,
ICLEI resources will be used including their STAR community indices, other communities'
measures and AECOM's Phase I document. This phase will also see the development of tracking
mechanisms that can be used by staff to report on the progress of the plan. For instance if an
objective is to increase tree canopy cover by 5% over 5 years, the tracking mechanism would list
the data needed to verify the current tree canopy coupled with a form used to input the tracking
data. ICLEI can suggest software solutions to track sustainability progress, or tracking can be
done in-house with existing software.
Oct. 1 — Nov. 9 — Develop Sustainability Plan and Final Review — The development of a
"sustainability plan" will have been occurring throughout this entire process, however this phase
will produce a "draft" document outlining the process, vision, focus, goals, objectives, timeline
for implementation and a process for updating the plan. After this document is released a period
of review, input and alteration will occur to ensure the most polished and "finished" document
possible goes before City Council. This review will involve working groups, city staff, City
Council and the effort's technical advisor.
Final Council Meeting in 2010 — City Council Adopts Plan — Once the review is complete,
city staff will present the plan to City Council, at which time they will vote to adopt (or not
adopt) the sustainability master plan. If adopted, 2011 will be a year of implementation and
tracking progress.
Unified Strategic Planning Task Force — To ensure the goals of the Elgin's unified strategic
plan are accounted for and incorporated into the sustainability plan and vice versa, a multi-
departmental task force will meet monthly. Members of the task force will represent each major
plan; sustainability master plan, comprehensive land use plan, five year financial plan and capital
improvements plan. This task force will be responsible for integrating each policy document as it
develops into one unified strategic plan and serve as a representative for their respective
"constituencies."
•
Attachment 0,
June 10, 2010 {
-
,ARCHITECTS
Mr. Aaron Cosentino
City of Elgin
150 Dexter Court
Elgin, Illinois 60120
Re: City of Elgin Sustainability Proposal
Dear Aaron:
Per our discussion, the following is a proposal for providing Technical Facilitator
services for the implementation of the City of Elgiri Sustainability Master Plan. While the
initial phase provided the City of Elgin with insight into the universal principles of urban
sustainability, this next phase will focus on the integration of these principles into
specific sustainable policy unique to Elgin, and ultimately into implementation.
I, along with DLA Architects, bring significant expertise and local credibility to
assist with this phase. This includes:
27 years of proven passion and expertise in architecture and urban planning
successes for the City of Elgin. A more detailed review of my and DLA's
background is attached
Involvement with a myriad of Elgin planning initiatives
Leadership in the design of Green and Sustainable facilities
Local credibility with local government agencies, many of which are our clients
Local credibility with community groups and the community-at-large
Working with the City of Elgin, we will:
1. Work with the City of Elgin and ICLEI in the development of a
Sustainability Assessment
Time and Material Basis:
Principal: 25 hours @ $200/hour = $5,000.00
2. Be passionate catalysts for Master Plan Implementation
Principal working with:
Transportation and Mobility Group
Urban Design Group
Waste Management and Recycling Group Admb
IF
462 North McLean Blvd. Elgin,Illinois 60123 I Phone 847.742.4063 ! Fax 847.742.9734
15 Salt Q3:Ln,Ste.400. 1 lrrns"e,Illinois 60521 l Phone 630.230.0420 1 Fax 630.230.0024
Mr. Aaron Cosentino
June 10, 2010
Page 2
• Economic Development Group
Community Outreach Group
Senior Project Manager working with:
Green Infrastructure Group
Water Resources Group
Alternative Energy Group
Green Building Technology Group
Responsibilities:
Meet with and re-energize each of the working groups with 2
meetings per group
Help reaffirm and refine the goals for each of the working groups
Review what has been accomplished
Provide technical assistance and information
Fee:
Principal, 5 groups: $6,000.00
. Senior Project Manager, 4 groups: $4,000.00
The only reimbursable expenses DLA would charge would be for printing.
If you have any questions, please contact me.
Sincerely,
Bruce R. D quist AIA, LEED AP BD+C
•
e .y
Mr. Aaron Cosentino
June 10, 2010
Page 3
DLA'sGreen and Sustainable Design Expertise
DLA Architects, Ltd.
Corporate Member, United States Green Building Council
Last year recognized by Building Design and Construction magazine's Giants
300 List as one of the Nation's Largest Green Building Leaders and as
one of the Overall Giants 300 Architectural Firms
Bruce R. Dahlquist AIA, LEED AP BD+C, President
City of Elgin Sustainable City Master Plan — Elgin Building Technology
and Energy Conservation Working Group
Fox Valley Branch, United States Green Building Council — Co-founder and past
Chairman
Principal-In-Charge of LEED Projects and DLA Green Team
Speaker—2010 Sustainable Governance Conference
Tracy Biederstadt, LEED AP BD+C Senior Project Manager
Managed: Harold D. Rider Family Media, Science and Fine Arts Center at
Elgin Academy
LEED Gold certified
Grand Victoria Foundation Offices
LEED Silver certified
THE National Bank
LEED Registered, with a certification goal of Gold
Berg Engineering Consultants Office
LEED Silver Certified
Aurora Child Development Center
LEED Registered with a.certification goal of Silver
Cantigny Outdoor Education.Center
LEED Registered with a certification goal of Gold
Elgin Child and Family Resource Center
Green and Sustainable Design
Other Projects
Ridgewood High School
LEED Registered with a certification goal of Gold
Fulton Elementary School
LEED Registered with a certification goal of Silver
McLean Executive Center Buildings A and B
Green and Sustainable Design
Fox River Water Reclamation District Offices- Level to be determined
Mr. Aaron Cosentino
June 10, 2010
Page 4
• Representative Firm Accolades
DLA was named:
Architectural Firm of the Year by the Northeast Illinois Chapter of the
American Institute of Architects
Distinguished Architectural Firm of the Year for the State of Illinois by AIA
Illinois, A council of the American Institute of Architects
DLA's and Bruce Dahlguist's Personal and Corporate Commitment to
Elgin
Bruce Dahlquist—Volunteer Activities
City of Elgin Sustainable City Master Plan — Elgin Building Technology and
Energy Conservation.Working Group_
Lord's Park Advisory Committee
City of Elgin Green Building Technology and Energy Conservation Committee
Co-founder and Past President of the Elgin Heritage Commission
Co-Author of Elgin Heritage —Architecture
Elgin Breakfast Rotary Club— Rotarian of the Year and Paul Harris Fellow
New Century Partnership for Elgin— Board of Directors and Chairperson of the Elgin
• Riverfront Design Committee
The Centre - Advisory Committee
City of Elgin Riverfront Project Management Team
C.I.P. War Memorial Design
Provena St. Joseph Hospital Foundation Board
Provena St. Joseph Hospital Foundation Board Executive Committee
Provena St. Joseph Hospital Allocations and Investment Committee
Provena St. Joseph Hospital Board Development Committee, Chairman
City of Elgin Community Development Block Grant Committee —2 years
Historic Elgin House Tour— 1982=1988
Architect in Residence for School District U-46
City of Elgin —Sparky's Fire Safety House for the Elgin Fire Department
Elgin Area Chamber of Commerce — C.I.P. Awards juror
Elgin Public Museum Board of Directors
Listing the Elgin Historic District on the National Register of Historic Places
Listing the Izzo Pelton House on the National Register of Historic Places
Listing the Illinois Condensed Milk Company on the National Register of Historic Places
Bruce Dahlquist— Local Awards
Elgin Image Award
City of Elgin Mayor's Award for Preservation
• Those Who Excel Award from the Illinois State Board of Education (for teaching in Elgin
Mr. Aaron Cosentino
June 10, 2010
Page 5
and School District U-46)
DLA- Local Awards
Illinois State Board of Education — 1998 Exemplary Business Education Partnership
Award for a local business working with the local school district
Elgin Area Chamber of Commerce/School District U-46 Business Partner of the Year -
2004
Elgin Heritage Commission - 2005 Mayor's Award for Preservation
Elgin Area Chamber of Commerce—2007 Workforce Development Award
Bruce Dahlquist—Activities Bringing Recognition to Elgin
Fox Valley Branch of the U.S. Green Building Council- Chairman
Illinois Association of Historic Preservation Commissions— President and
Commissioner
Illinois Historic Sites Advisory Council Member— selecting buildings in Illinois for the
National Register of Historic Places
DLA's local work has been significant and well-received:
DLA Architects Corporate Offices
Elgin Area Chamber of Commerce
Elgin Civic Improvement Award
McLean Executive Office Building A
Elgin Area Chamber of Commerce
Elgin Civic Improvement Award
Multi-Tenant Medical Office Building
Elgin Area Chamber of Commerce
Elgin Civic Improvement Award
Elgin Civic Improvement Annual 1 st Place Award - New Construction
East Park Professional Center
Elgin Area Chamber of Commerce
Elgin Civic Improvement Annual 1st Place Award - New Construction
Advanced Auto Parts
Elgin Area Chamber of Commerce
Elgin Civic Improvement Award AL
f
Mr. Aaron Cosentino
June 10, 2010
Page 6
• Grand Victoria Foundation
U.S. Green Building Council
LEED®Silver certified
Elgin Academy-The Harold D. Rider Family Media, Science, and Fine Arts Center
Belgard Hardscapes- World Class Awards - 2008
Honorable Mention for Best Commercial Job
Elgin Image Advisory Commission -2008
Elgin Image Award
The Conservation Foundation - February 2009 - Sustainable Development Award
Real Estate & Construction Review- 2009
One of the Best New Green Projects In the Midwest Region
School Planning and Management- Education Design Showcase - 2009
Honorable Mention - Outstanding Design+Architecture In Education
Green Building of America - Midwest Green.Edition - 2009
Building of America Award Winner
U.S. Green Building Council
LEED®Gold certified
• Concrete.Producer.
2009 Green Site Award - Landscaping
Elgin Child and Family Resource Center
Elgin Area Chamber of Commerce
Elgin Civic Improvement Award
Elgin Civic Improvement Annual 1 st Place Award — New Construction
Illinois Indiana Masonry Council
Excellence in Masonry 2005
City of Elgin
Elgin's Mayor's Award for Accomplishments that Preserve and
Promote the Heritage of Elgin—2005
The McBride Block Rehabilitation
Illinois Main Street
Main Street Illinois Overall Building Rehabilitation Award
Elgin Area Chamber of Commerce
Elgin Civic Improvement Award
•
Mr. Aaron Cosentino -
June 10; 2010
Page 7
Elgin Civic Improvement Annual 1 st Place Award — Renovation
The Community Crisis Center
City of Elgin
Elgin Image Award
Elgin Mayor's Award for Accomplishments that Preserve and Promote the
Heritage of Elgin, 2005
Lords Park Pavilion Restoration
Landmarks Preservation Council of Illinois
Illinois Preservation Award
Northeastern Illinois Chapter American Institute of Architects
Merit In Architecture Design Award - Preservation
Elgin Public Museum
Northeast Illinois Chapter American Institute of Architects
Excellence in Architecture
Illinois Indiana Masonry Council
Excellence in Masonry 2000
Starck & Company Realty
Elgin Area Chamber of Commerce
Elgin Civic Improvement Award
Elgin Township Administrative Offices
When the City of Elgin Facade Improvement Program was established, architects were
assigned various areas. DLA was. assigned Douglas Avenue between Chicago and
Highland including:
Elgin Tower Building - City of Elgin Facade Improvement Program
Northeast Illinois Chapter American Institute of Architects
Merit in Architecture—Facade Improvement Program
Hines and Associates— City of Elgin Facade Improvement Program
City of Elgin - Mayor's Preservation Award
Elgin Area Chamber of Commerce
Mr. Aaron Cosentino
June 10, 2010
Page 8
• Elgin Civic Improvement Award
Elgin Civic Improvement Annual 1 st Place Award - Renovation
Brenner Clothing Facade Restoration .
Elgin Area Chamber of Commerce
Elgin Civic Improvement Award
Elgin Civic Improvement Annual 1st Place Award - Renovation
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