13-69 Resolution No. 13-69
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT
WITH HOUSEAL LAVIGNE ASSOCIATES FOR
CONSULTING SERVICES IN CONNECTION WITH UPDATING
THE CITY OF ELGIN'S COMPREHENSIVE PLAN AND
DESIGN GUIDELINES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Sean R. Stegall,City Manager,and Kimberly A.Dewis,City Clerk,be and are hereby authorized and
directed to execute an Agreement with Houseal Lavigne Associates on behalf of the City of Elgin
for consulting services in connection with updating the City of Elgin's comprehensive plan and
design guidelines, a copy of which is attached hereto and made a part hereof by reference.
_s/David J. Kaptain
David J. Kaptain, Mayor
Presented: April 10, 2013
Adopted: April 10, 2013
Omnibus Vote: Yeas: 5 Nays: 1
Attest:
s/Kimberly Dewis
Kimberly Dewis, City Clerk
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AGREEMENT
THIS AGREEMENT is made and entered into this 10th day of_April , 2013, by
and between the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as
"CITY") and Houseal Lavigne Associates, an Illinois corporation (hereinafter referred to as
"CONSULTANT").
WHEREAS,the CITY desires to engage the CONSULTANT to furnish certain professional
services in connection with the preparation of an update to the city's existing comprehensive plan
and design guidelines(hereinafter referred to as the "PROJECT"); and
WHEREAS, the CONSULTANT represents that it is in compliance with Illinois Statutes
relating to professional registration of individuals and has the necessary expertise and experience to
furnish such services upon the terms and conditions set forth herein below.
NOW,THEREFORE,it is hereby agreed by and between the CITY and the 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 community
development director of the CITY, herein after referred to as the "DIRECTOR".
B. The CONSULTANT shall perform the services relating to the preparation of an
update to the city's existing comprehensive plan and design guidelines. A detailed
Scope of Services entitled "Elgin Comprehensive Plan REVISED Scope of Work
2/5/2013" to be provided by the CONSULTANT pursuant to this Agreement is
attached hereto as Attachment A.
2. PROGRESS REPORTS
A. A 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 B below.
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. -
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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. The CITY shall reimburse the CONSULTANT for services under this Agreement a
lump sum of One Hundred and Fifty Thousand Dollars($150,000.00),regardless of
actual Costs incurred by the CONSULTANT unless substantial modifications to the
PROJECT are authorized in writing by the DIRECTOR and approved with a written
amendment to this Agreement executed by the parties hereto.
B. The CITY shall make periodic payments to the CONSULTANT based upon actual
progress within thirty(30)days after receipt and approval of invoice. Full payments
for each task shall not be made until the task is completed and accepted by the
DIRECTOR.
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.
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.
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6. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any
time upon fifteen(15)days prior written notice to the 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 in no event exceed the total amount set forth under Paragraph 4A 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
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.
CONSULTANT hereby further waives any and all claims or rights to interest on money
claimed to be due pursuant to this Agreement,and waives any and all such rights to interest
which it claims it may otherwise be entitled pursuant to law,including,but not limited to,the
Local Government Prompt Payment Act(50 ILCS 501/1,et seq.),as amended,or the Illinois
Interest Act(815 ILCS 205/1,et seq.),as amended. The parties hereto further agree that any
action by the CONSULTANT arising out of this Agreement must be filed within one year of
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the date the alleged cause of action arose or the same will be time-barred. The provisions of
this paragraph shall survive any expiration,completion and/or termination of this Agreement.
10. INDEMNIFICATION
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 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 shall include the contractual obligation assumed by the
CONSULTANT under Paragraph 10 entitled"Indemnification".
This insurance shall be primary and non-contributory to any other insurance or self-
insurance programs afforded to the CITY. There shall be no endorsement or
modification of this insurance to make it excess over other available insurance.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability-
Insurance covering all owned,non-owned and hired motor vehicles with limits of not
less than $500,000 per occurrence for bodily injury and/or property damage.
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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 claim.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
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. It is agreed and understood that two
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subcontractors to be utilized by the CONSULTANT for the PROJECT include Farr
Associates and Gewalt Hamilton Associates. The costs of any and all subcontractors are
included in the lump sum amount to be paid to the CONSULTANT in Paragraph 4A above.
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 et seq. A copy of
such policy shall be provided to the City's Assistant City Manager prior to the entry into and
execution of this agreement.
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27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the 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:
David Waden
Senior Planner
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
With copies to:
Marc Mylott
Community Development Director
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
William A. Cogley
Corporation Counsel/Chief Development Officer
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to the CONSULTANT:
John Houseal, AICP, Principal
Devin J. Lavigne, AICP, LEED AP, Principal
Houseal Lavigne Associates
134 N. LaSalle Street, Suite 1100
Chicago, Illinois 60602
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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.
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 pELGIN: /
By:
Sean Stegall, City N&ager
Attest:
��bet
City Clerk
CONSULTANT:
Houseal Lavigne Associates, LLC
By:
Nam /Pr' : John Houseal
Title: Principal
FAL.egal Dept\Agreement\Consultant Agreement-Houseal Lavigne Associates-3-11-13.docx
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ATTACHMENT A
SCOPE OF SERVICES
Elgin Comprehensive Plan
REVISED SCOPE OF WORK
2/5/2013
Step 1: Project Initiation
To"kick-off"the planning process on the right foot,meetings with key city staff and a Comprehensive Plan
Advisory Committee(CPAC)are needed prior to undertaking other community outreach activities. After the"kick-
off"to the planning process,our proposed outreach activities will help foster stewardship for the plan and the
community as a whole.
1a:Director Meeting
Prior to our first meeting with CPAC,key members of the consultant team will meet with Elgin's Community
Development Director and other key staff.This first meeting will allow the Project Director for the Consultant
Team to review and discuss matters with city staff. Regular and"as needed"meetings and conference calls
with city staff will be held at no charge throughout the planning process to ensure an open communication
and exchange of ideas. We recommend a standing monthly staff meeting between the consultant team and
city staff to keep the project on track throughout the duration of the assignment.
1b:Protect Initiation CPAC Workshop
Before actual work begins,a project initiation meeting will be held to set the foundation for the planning
program and review and discuss the overall direction and policy issues facing the community.Participants in
the project initiation meeting would include city staff,key personnel from the consultant team and members
of CPAC.The purposes of this meeting will be to:(a)review overall project objectives;(b)refine the work
program for the project;(c)review and establish the roles and responsibilities for all parties involved
throughout the process;and,(d)establish a schedule for the project. The project initiation meeting will
conclude with a Project Initiation Workshop. The workshop is intended to solicit the views of the CPAC
members and staff regarding their concerns and aspirations for the City of Elgin.
1c:Elected C ffkials/Community Representatives"Roundtable"Workshop
As part of"kicking off"the comprehensive planning process,a"Roundtable"workshop will be conducted with
elected officials and community representatives. As the community's policy makers,it is important that
elected officials and community representative have a chance to communicate and discuss their issues and
concerns with each other and the Consultant Team at the very on-set of the process. This initial dialogue will
inform the Consultant Team and ensure that issues important to City officials are identified on the front end.
This workshop will help to inform the process as well as educate officials about the upcoming community
planning process.
Step 2: "Traditional" Community Outreach
Community outreach/citizen participation is the cornerstone of our proposed planning process.Anticipating high
levels of participation from an active and engaged community,our proposed outreach process includes both
traditional(face-to-face)and web-based activities to obtain the broadest levels of participation in preparing an
updated Comprehensive Plan. Elgin's Comprehensive Plan update provides a great opportunity for residents to
communicate what they believe to be the strengths and weaknesses of the community,and to prioritize which
issues are most important for the city to address in the near term and in the future. Our planning process is
designed to promote community involvement and encourage citizen participation. Community outreach is
included throughout the entire planning process,with this step providing the initial participation efforts and laying
- the foundation for the remaining process.Collectively,our planning process will incorporate bi-lingual outreach
efforts,including English and Spanish surveys,workshops,interviews,articles,and project website information,
and will also provide:
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Elgin Comprehensive Plan—Revised Scope of Work and Cost—Houseal Lavigne Associates—01109113
Attachment A
• Press Releases&Newsletter Articles • On-line Community Issues Mapping
• Community Workshops(3) • On-line Resident&Business Questionnaires
• Business Workshop • On-line Visual Preference Survey
• Visual Preference Survey • Key Focus Area Charrettes(Up to 4)
• Key Person Interviews • Planning&Zoning Commission Formal
• Do-It-yourself Workshops Presentation(Public Hearing)
• CPAC Meetings(5) • City Council Formal Presentation
• Interactive Project Website (Consideration and Adoption)
• RSS,Twitter&Social Networking
2a:Branding and Outreach Marketing
This initial community outreach task will play a significant role in garnering support for the planning process
and piquing public interest in the Comprehensive Plan as an important guide to improving quality of life
throughout Elgin. We will work with city staff and the CPAC to establish a brand for the Comprehensive Plan
that will then be integrated into community-wide marketing efforts. The graphic design and communications
experts on the project team will use their expertise in community-based marketing to create an`identity"or
brand for the planning process as well as the plan document. Branding features such as a logo,in addition to
other unique design features,will be incorporated into all on-line and print media and will provide the city
with marketing elements that can be used in future promotional efforts for Elgin.
2b Press Releases,Notices and Newsletter Articles
We will work with city staff to prepare special articles at key points in the planning process for the website and
local media outlets. We suggest an initial article to describe the purpose and objectives of the Comprehensive
Plan,as well as regular updates during the process. Key planning components,updates,meeting summaries,
and draft documents will be posted on the Project Website to keep residents informed throughout the
process.
2c:Community Workshop#1
This community workshop is the first of three face-to-face community outreach events scheduled throughout
the planning process.The purpose of this first workshop is to allow residents to provide input,before any
plans or recommendations are formulated.The workshop will:(a)review the purpose of the Comprehensive
Plan,the planning process to be undertaken,and the schedule for the project;and(b)secure local views on
concerns,issues,and potentials within the community.
2d:Business Workshop
This workshop will be targeted specifically to business owners and managers in order to obtain the input of
this important stakeholder group. We will solicit a distribution list from the Elgin Area Chamber of Commerce
to send out notices/invitations to maximize attendance and participation. The purpose is to establish a
dialogue and obtain feedback from those members of the development and business community that have a
unique insight and perspective,and whose assistance and involvement is crucial to the plan's ultimate success.
2e:Key Person Interviews&Focus Group Discussions
Key Person Interviews and Focus Group Discussions allow us to obtain first-hand insight into the community
from a diverse array of perspectives.Approximately ten to twelve confidential interviews/focus group
discussions will be conducted to obtain additional information regarding local issues and potentials.The
consultant will work with city staff and the CPAC to identify those individuals and groups to be interviewed;>---:-=_ --.. -�-= _�•.:—y
We recommend a broad sampling of interviewees who may possess unique perspectives or special insights
into the community.Interviewees could include members of Elgin Area Chamber of Commerce,Downtown {• � •t— �1
Neighborhood Association(DNA),selected property owners,new and lifelong residents,local builders and - -
developers,students,local business persons,area not-for-profits and service providers,and representatives
from other government,Institutions,and civic groups.
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Elgin Comprehensive Plan—Revised Scope of Work and Cost—Houseal Lavigne Associates—01109113 --
Step 3: Web-based Community Outreach
(visit www.hlplanning.com/Elgin)
3a:Interactive Project Website
We will design and host an interactive Project Website that is linked to the city's website. We are committed to
utilizing the internet to maximize the participation and communication between the city and residents,as it relates
to the new Comprehensive Plan,for the duration of the planning process and beyond.
This website can be used to post project schedules and meeting dates;display graphics,maps,and draft
documents;address frequently asked questions;host a community discussion forum;contain on-line community
surveys;and provide a variety of other features. We also have the ability to create content that can be viewed
only by city staff,the CPAC,city council,or other specific groups,allowing a secure,fast and easy way to distribute
and discuss draft documents.The purpose of the website is to provide the'one place"to go to for information
regarding the updated Comprehensive Plan.
3b:RSS,Twitter and Social Networking
In addition to the project website,we propose to integrate the use of Twitter for the Comprehensive Plan process.
Twitter is a free online service that connects people with one another. When someone"follows"the Plan on
Twitter,they have the option to receive text messages notifying them of project updates,or they can subscribe to
a Twitter"feed"where updates to the Twitter are delivered instantly to their account. Similarly,RSS Feeds will be
created on the project website where updates will be delivered to news readers and inboxes of subscribed users.
Additionally,a Facebook Fan Page could be created as another method of keeping residents informed. As an
alternate to any of these discrete methods,we can provide information to city staff for posting on the existing city
accounts/pages/channels/etc.
3c:On-Une Community Issues Mapping
We will feature a web-based Community Issues Mapping Tool on the interactive Project Website. This award-
winning tool,developed by Houseal Lavigne Associates,allows visitors to the website to identify,map,and
comment on areas of concern and valued community assets. It simplifies the mapping process and familiarizes
residents with all areas of the commuity in a fun,interactive,and effective manner. Input from residents allows us
to create a composite map of communty issues to assist with the identification and establishment of community
goals and objectives.
3d:On-line Community Questionnaires for Residents&Businesses
To provide another means for community participation,we will prepare(1)a web-based questionnaire for
residents of Elgin to solicit community-wide opinion on a range of topics and issues,and(2)a web-based
questionnaire for business owners designed to gather information on those issues and concerns most
important to the city's business community. These online surveys will be posted on the project website. At
the close of the survey response period,we will review and summarize results as a gauge of community
priorities and issues.
Step 4: Existing Conditions Analysis
This step will include the analysis of existing conditions and future potentials within the community.It will be
based on information provided by the city,feedback from community outreach,as well as reconnaissance,surveys,
inventories,and analyses undertaken by the consultant. The emphasis will be on the identification of existing
conditions that will be taken into consideration during the formulation of goals and objectives,and planning
recommendations.
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Elgin Comprehensive Plan-Revised Scope of Work and Cost-Houseal Lavigne Associates-01109113 - -
4a:Post Studies,Plans, Reports,and Current Planning Initiatives
The City's previously prepared plans and studies having an influence on the new Comprehensive Plan will be
assembled and reviewed,including the 2005 Comprehensive Plan and Design Guidelines,the 2011 National
Street Station Area Plan,the 2011 Parks Master Plan,the 2012 Ferson-Otter Creek Watershed Plan,the
Sustainable City Master Plan,the forthcoming Chicago Street Station Area Plan,and other relevant
documents,studies,and plans,most notably the City's recently adopted Strategic Plan.This review of
documents will determine:(a)recently adopted City policy which needs to be reflected in the updated
Comprehensive Plan;(b)changes within the community that have taken place since the previous plans were
prepared with special focus on development,housing,and historic preservation;(c)inconsistencies between
plans and reports,(d)the relevance of previously collected data;and,(e)gaps in data which must be corrected
as part of this planning process.
The consultant will also monitor and attend the necessary meetings for two current planning initiatives that
will have an effect on the Comprehensive Plan(a)Dundee Avenue Corridor study,and(b)Fox Valley Homes
for a Changing Region. The City is receiving free technical assistance from the Chicago Metropolitan Agency
for Planning(CMAP)and intends that the results of those efforts will be incorporated into the Comprehensive
Plan.
4b:Market/Economic and Demographic Overview&Analysis
A firm understanding of Elgin'existing economic and market profile and the community's potential is
extremely important as a foundation for land use and development decision-making.A demographic overview
will include an analysis of recent trends in population,households,income,age and gender characteristics,
racial and ethnic composition,and labor force and employment.The city has already determined that it may
share any information with the consultant collected by CMAP as part of the Fox Valley Homes for a Changing
Region project.An economic and market overview and analysis will be conducted to determine the trends,
supply,demand,and potential for residential and commercial uses.We will analyze Elgin's competitive
position within the market,identify the issues the community is facing and will likely face,and create a
foundation to assist with future land use designation and planning objectives.
4c:Existing Land Use and Development
An Existing Land Use Map will be prepared that Inventories all parcels in the city and its planning jurisdiction.
The map will then be analyzed to identify functional land-use areas,compatible and incompatible land-use
arrangements,key redevelopment areas,and other issues related to land-use and existing development
conditions. This inventory and assessment will include detailed examination of residential neighborhoods,
commercial areas,industrial/employment areas,and more. All land use Inventories will be recorded into a GIS
database/shapefile and provided to the city for future use.
4d:Annexation and Growth Areas
An analysis of the areas that exist for possible future annexation and growth will be examined to determine
opportunities,constraints,and obstacles regarding the growth of the community.This analysis of the growth
areas will take into consideration existing land uses and development, plans of other neighboring
communities,boundary agreements(or lack-there-of),availability of infrastructure,and more. This analysis
will serve as a foundation of understanding for the development of a detailed Growth and Annexation
Strategy later in the planning process.
4e:Community Facilities and Infrastructure
An inventory and analysis will be undertaken of community service and infrastructure providers and owners,
- Including Elgin Parks and Recreation Department,Elgin Gail Borden Public Library,the U-46 School District,
Central School District 301, Elgin Community College, Fox Water Reclamation District,Police Department,Fire
Department,Cook County,Kane County,area townships,and more.Facilities will be evaluated with respect to
age,condition,capacity,and the need for future improvement.We will prepare a facilities survey
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Elgin Comprehensive Plan—Revised Scope of Work and Cost—Houseal Lavigne Associates—01109113 : , .
questionnaire to be sent to all service and facility providers within the community.We will use the results of
the survey,together with fieldwork and other research,to prepare a report detailing and mapping existing
community facilities.The city's infrastructure will also be examined in this step of the process based on
information provided by the city.
4f:Transportation and Mobility
Working with city staff and the various City departments,the KDOT,IDOT,Metra,PACE Bus,Metra and other
transit services,we will undertake an analysis of the city's transportation network.This will encompass the
existing street system,bike and pedestrian facilities,and public transportation. Issues,concerns,and
opportunities for improvement will be identified.The analysis will assist with the development of
recommendations that would improve access and control,linkages and connectivity,and overall safety and
efficiency. Our analysis will include discussions and consideration of other jurisdictional transportation efforts,
including state,regional,county,and other planning levels. Our assessment will focus on vehicular,bicycle,
pedestrian,and transit,and how they relate.
4g:Environmental Features and Open Space
This step will include the review,inventory,and analysis of the city's open space and environmental features,
including all parks,natural resource areas,wooded areas,water features,and other special natural and
human-made features that add to the city's special image and character. Issues,concerns,strengths,and
opportunities for improvement will be identified.
4h:Existing Conditions Synthesis Report—Issues and Opportunities
The results of the community outreach activities and the results of the various background studies(Steps 1-4g)
will be brought together into an Existing Conditions Synthesis Report highlighting the strengths,weaknesses,
opportunities,and threats which should be addressed in the new Comprehensive Plan.This report will answer
the questions"Where are we?"and"Where are we headed?"The report will be a stand-alone document and
will serve as a foundation for the next steps in the planning process.This step will include a draft of the first
several chapters of the Draft Plan along with a memorandum of summarizing issues for consideration in the
future steps of the assignment.
41:CPAC Meeting
The Existing Conditions Synthesis Report will be presented to the CPAC as a basis of understanding of the city's
existing conditions. The consultant will review the findings of previous steps and lead a discussion of
proposed key focus areas for a determination by the CPAC. Based on preliminary discussions,the proposed
focus areas include—1)the Town and Country Mall sub-area and 2)the Villa Street corridor sub-area.
Step 5: Community Vision, Goals, Objectives, and Policies
This step will include a hands-on community workshop that invites the community to put pen to paper and
illustrate their vision for the future of Elgin. The purpose of this step will be to establish an overall"vision"for the
City of Elgin that can provide focus and direction for subsequent planning activities,serve as the"cornerstone"of
the consensus building process,and identify a path for growth.Based on the vision and previous steps in the
planning process,preliminary goals,objectives,and policies will then be prepared.
Sa:Visioning Workshops/Community Charrettes (2 vision workshops proposed)
We will conduct two vision workshops/community charrettes to help formulate the Vision,Goals,and
Objectives. The Community Visioning Workshops will involve the consultant team,city staff,the CPAC,
elected officials,residents,and other community stakeholders.The session will include both large group and
small group activities to review and discuss conditions and potentials within the city.The large group will work
together to identify issues and opportunities,and the small"breakout"groups will work together to develop z.-, :11 a,�>
"visions"for the future of the community.This workshop will conclude with general agreement regarding the-° -
long-term role and character of Elgin and the projects and improvements that will be desirable in the future:..
Ideally,the workshops would be held in different locations and at different times in the week to help capture a
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Elgin Comprehensive Plan—Revised Scope of Work and Cost—Houseal Lavigne/Associates—01109113 - -
wide cross-section of the Elgin community and ensure that those unable to attend one meeting would likely
be able to attend the other.
Sb:Vision Statement
Following the Community Visioning Workshops,the consultant will summarize the results of the group
discussions and prepare a preliminary Vision Statement.The preliminary Vision Statement will be based on the
Community Visioning Workshops,feedback from the community outreach activities,and observations from
the consultant team.
Sc:Goals,Objectives,and Policies
Based on previous steps in the planning process,preliminary Goals,Objectives,and Policies will be prepared
which will provide more specific focus and direction for planning recommendations. Possible categories
include:(1)Community growth and annexation;(2)City image and identity;(3)Housing and residential
neighborhoods;(4)Economic development and revitalization;(5)Community sustainability and environmental
features;(6)Transportation,safety,and mobility;(7)Parks and open space;(8)Community facilities and
Infrastructure;and(9)Plan implementation.The preliminary Vision Statement and Goals,Objectives,and
Policies will be provided to the CPAC for review and comment.
Step 6: Detailed Sub-Area Plans
Based on our analysis of existing conditions,outreach activities,and goals,objectives,and policies,we will
prepare preliminary plans for two key focus areas of the city—1)the Town and Country Shopping Center
property and 2)the Villa Street sub-area.These plans will include recommendations on land use and
development,circulation and parking,and urban design framework recommendations. Each Sub-Area Plan will
be highly illustrative and graphically compelling,using a variety of illustrations,perspective drawings,3D
renderings,photographs,maps,and more.
6a:Detailed Sub-Area Plans
Detailed Sub-Area Plans will be developed for identified areas based on discussions with staff,the CPAC,and
the results of the outreach activities.Sub-Area Plans allows for a more detailed parcel-by-parcel/building-by-
building analysis,including priority and catalyst redevelopment sites,key public improvements,access and
mobility recommendations,urban design enhancement,and much more.
Detailed development visualizations would also be provided including 3D representations of the potential for
new development and redevelopment at key sites within each sub-area. These visualizations would provide
creative development solutions while conforming to market realities,site constraints,and development
regulations.
• 6a.1: Land Use and Development Framework
• 6a.2: Circulation,Mobility,and Access Plan
• 6a.3: Urban Design—Public and Private Components
• 6a.4: Development Visualizations
6b:Staff Review
Prior to presenting the preliminary Sub-Area Plans to the CPAC,the plans will be distributed to the key city
staff for review. Appropriate revisions will be made based on feedback before distributing to the CPAC.
6c:CPAC Meeting/Community Workshop—Sub-Area Plans
A meeting/workshop will be conducted with the CPAC and community to review and reach agreement on the
preliminary Sub-Area Plans before proceeding to the development of the plans and policies. Appropriate '
revisions will be made based on feedback from the CPAC and meeting/workshop participants.
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Elgin Comprehensive Plan—Revised Scope of Work and Cos( —Houseal Lavigne Associates—01109113 'W'.: .. -
Step 7: New Urbanist Principles— Design and Development Guidelines
This step will entail the creation of design and development guidelines for new development,redevelopment,and
infill within Elgin. This step will include additional public outreach and draw from our knowledge of new urbanism
design principles and traditional neighborhood design. We will also work to integrate green building and
infrastructure within the guidelines where appropriate.Working with the city,we will establish both incentives and
performance measures for the development process within Elgin.
7a:Design and Development Guidelines Workshop
A community workshop will be conducted to solicit community input specifically related to urban design.This
input will be used to create multilayered design guidelines,that not only address commonly accepted and
applicable principles,but also the uniqueness of Elgin and its neighborhoods,corridors,and districts.We will
create a series of specific design standards to be applied to distinct locations,including a review and
incorporation of,the City of Elgin's Design Guidelines Manual for Landmarks and Historic Districts,revised
2008,where appropriate.
7b:Zoning and Development Controls
All regulatory controls,including the existing Zoning Ordinance and Subdivision Regulations,and any other
relevant codes or ordinances,will be assessed to identify strengths and weaknesses and to determine how
these controls may be improved to better influence land use and opportunities for new development or
redevelopment.The city will make available the results of a forthcoming technical assistance review by CMAP
of its land development regulations,which will specifically look to ways in those regulations can be changed to
improve water quality.
7c:New Urbanism Design and Development Guidelines
Our team is highly familiar with,and will utilize appropriate elements of LEED for Neighborhood Development,
providing a national datum of many elements of sustainable neighborhood design.Specifically,the integration
with the design of the walkable streets will demand coordination with transportation planning to ensure fully
complete streets addressing all modes of transportation and the multiple uses of a street.
Additionally,the development guidelines must address more than simply design,but also the importance of
sustainable urbanism in a cutting edge city.Our team is adept at addressing such aspects as urban heat island,
reductions in energy use based on urban design,and stormwater,especially the recognition that all of the
methods in the field are not appropriate in all contexts.We will develop the guidelines to address 1)specific
sustainable design methods,such as building orientation to take advantage of passive solar,high solar
reflectance in paving and roofs to reduce the urban heat island,and tree selection and location;2)shade
cover through healthy street trees;and 3)stormwater management through infiltration methods that are
appropriate to the character of an urban streetscape environment,suburban development,or rural setting.
7d:Design and Development Guidelines Handbook
The development guidelines will synthesized in to an easily understood,highly illustrated document for all
stakeholders involved in the planning process,from developers and architects designing new projects to
neighbors envisioning the redevelopment of their corridors.Our team will utilize its experience with the
development of sustainable and form-based codes and will incorporate a series of recommendations that
show how many basic guidelines can be converted into code standards that further simplify the as-of-right
process.
The development guidelines can either be incorporated into the Comprehensive Plan or prepared as a
standalone document.
Step 8: City-Wide Plans
This step will entail the preparation of City-Wide Plans for land use and development,transportation and mobility,
open space and environmental features,community facilities,housing,economic development,community
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Elgin Comprehensive Plan—Revised Scope of Work and Cost—Houseal Lavigne Associates—01109113 1 .: „ :;n„- - -.
character,and more.These future plans will provide the"core"for the Comprehensive Plan and will reflect
outreach activities and the city's goals,objectives,and policies.
8a:Land Use&Development Plan
Based on the goals,objectives,and policies and work activities in steps 1 through 6,the preliminary Land Use
&Development Plan will be prepared.The Land Use&Development Plan will include recommendations and
policies for all land use areas in the city and its planning area,including residential neighborhoods,commercial
areas,industrial land uses,and more.The land Use&Development Plan will utilize text and highly illustrative
maps and graphics to communicate planning concepts and principles. The Land Use&Development Plan will
include four distinct components-1)City-Wide Land Use Plan;2)Housing and Residential Neighborhoods
Plan;2)Commercial Areas Plan;and 4)Industrial/Business Areas Plan.
8b:Transportation and Mobility Plan
Based on work activities in steps 1 through 6,the preliminary Transportation and Mobility Plan will be
prepared.Much of the existing street system is well established,but system recommendations and future
improvements can improve overall circulation.The Transportation and Mobility Plan will focus on the
coordination and optimization of all modes of travel within the city,including vehicular,bicycle,walking,and
transit services.The Transportation and Mobility Plan will include specific recommendations for motorized
and non-motorized travel,parking,circulation,and linkages between key areas of the city.The Transportation
and Mobility Plan will utilize text and highly illustrative maps and graphics to communicate transportation
planning concepts,recommendations,and principles."Complete Streets"principles will be incorporated as
appropriate throughout the Transportation and Mobility Plan,to ensure effective mobility environments for
pedestrians,cyclists,motorists,and persons using public transportation.
8t:Open Space and Environmental Features Plan
Building off of the Parks Master Plan and Sustainable City Master Plan,the Open Space and Environmental
Features Plan will identify linkages,greenways,environmental protection areas,open space and parkland,and
unique and sensitive natural resources.The Comprehensive Plan will recognize the importance of the city's
open space and environmental features and seek way to enhance these features as vital community
amenities.In addition,this section will identify and map brownfield sites within the city and the strategies
necessary to effectively remediate and utilize these properties.
8d:Community Facilities and Infrastructure Plan
The Community Facilities and Infrastructure Plan will identify and inventory all community facilities in the city
and include recommendations and policies for municipal facilities and services,infrastructure,
intergovernmental coordination and cooperation,and more.The Community Facilities and Infrastructure Plan
will utilize text and highly illustrative maps and graphics to communicate planning concepts and principles.
8e:Plan Implementation Strategy
The Plan Implementation Strategy will describe the specific actions required to carry out the new Comprehensive
Plan,including recommendations regarding zoning and other regulations,an annexation/growth strategy,
priority improvement projects and redevelopment sites,potential funding sources and implementation
techniques,and general administration and follow-up to the Plan. This section will provide benchmarks and
other detail necessary to allow the city to track the progress and effectiveness of the Plan and maximize its
usefulness as a tool to achieve community goals and objectives.This section of the Plan will also identiy
"sustainable"and/or"green"implementation considerations as part of identifying strategies and prioritization
for moving forward on Plan recommendations.
Step 9: Comprehensive Plan Document
Based on the previous steps in the planning process,the draft and final versions of the Comprehensive Plan—
document will be presented for review and consideration as part of the adoption process. - - - --
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Elgin Comprehensive Pion-Revised Scope of Work and Cost-Nouseal Lavigne/Associates-01109113 ��
9a:Prepare Draft Comprehensive Plan
Based on the work activities of steps 1 through 8,a draft Comprehensive Plan document will be prepared for
review and consideration.The Plan will be designed not only to serve as a legal document for guiding land use
and development,but also as a guide for establishing city policy regarding a variety of community components
that collectively improves the overall quality of life.We anticipate that the Comprehensive Plan will include
the following sections:Introduction;Community Profile and Assessment;Community Outreach;Community
Vision;Goals,Objectives,and Policies;Land Use and Development Plan;Sub-Area Plans;Growth Strategy and
Annexation Framework;Transportation and Mobility Plan;Open Space and Environmental Features Plan;
Community Facilities Plan;New Urbansism Design and Development Guidelines;and Implementation.
9b:Staff Review of Dmf f Comprehensive Plan
Prior to presenting the draft Plan to the CPAC,the Plan will be distributed to staff for review.The Plan will be
modified based on staff review before presentation to the CPAC.
9c:CPAC Meeting
A meeting will be conducted with the CPAC to review and reach agreement on the draft Comprehensive Plan
before proceeding to the development of the final Comprehensive Plan document. Appropriate revisions to
the draft Plan will be made based on feedback from the CPAC,and the final Comprehensive Plan will be
prepared for public hearing presentation.
9d:Final Comprehensive Plan to the Planning&Zoning Commission(Public Hearing)
In accordance with the State's statutory requirements,the final Comprehensive Plan will be presented to the
Planning&Zoning Commission at a public hearing.Based on review and discussion,and based on public
feedback during the public hearing,a revised final Comprehensive Plan will be prepared for recommendation
to the City Council.
9e:Final Comprehensive Plan to City Council
The revised final Comprehensive Plan will be presented to the city council for consideration and adoption. At
the conclusion of the project,all of the background data and information compiled by the Consultant Team
during the course of the study will be forwarded to the city,including digital photographs,base maps,GIS
data,3D models,etc.
REVISED Project Cost
Our proposed project cost for the above Identified scope of work is a not to exceed amount of$150,000,including
direct expenses,including mileage and printing.
Printing will include:
• 10 copies of the existing conditions report for the CPAC
• 10 copies of the draft subarea plan for the CPAC
• 10 copies of the draft Comprehensive Plan for the CPAC
• 20 copies of an executive summary of the draft Comprehensive Plan
• 20 copies of the adopted Comprehensive Plan
Additional hard copies requested by the City will be provided at a cost based on the total number of pages and
documents to be printed.Electronic copies of all deliverables will be provided to the City throughout the
assignment for no charge.
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Elgin Comprehensive Plan-Revised Scope of Work and Cost -Houseal Lavigne/Associates-01109113
ATTACHMENT B
PROJECT SCHEDULE