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A Resolution Approving an Amendment to the Professional Services Agreement between the Village of Oak Park and Fresh Coast Capital LLC., d/b/a as Greenprint Partners, LLC. for the Climate Ready Rainscapes Program Management to Change the 2025 not to exceed Amount from $52,000 to $82,000 and Authorizing its Execution
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Introduction
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GreenPrint Partners is currently overseeing the administration of the restarted Rainscape grant program. GreenPrint is projecting cost overages in their contract primarily associated with using the Village’s new AmpliFund grant program tracking tool which was not part of the original scope. This amendment to the agreement increases the 2025 contract amount by $30,000 and adjusts the amount from $52,000 to $82,000.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior actions:
• The Village Board approved a Three-Year Professional Services Agreement with an Option to Renew the Agreement for up to Two Additional One Year Periods with Fresh Coast Capital LLC., d/b/a as GreenPrint Partners, LLC. for the Climate Ready Rainscapes Program Management in an amount not to Exceed $52,000 in 2025 on December 3, 2024 (RES 24-382).
• The Village Board approved a Professional Services Agreement with GreenPrint Partners to redesign the RainReady Grant Program in the amount of $60,500 on May 21, 2024 (RES 24-212)
Background
The Climate Ready Rainscapes program promotes and implements projects that reduce stormwater runoff and improve water quality on private properties. The grant program offers homeowners 50% reimbursement up to $2,00 for projects such as rain gardens, permeable pavers, cisterns, and de-paving projects. These green infrastructure projects are important in Oak Park because several areas in the Village experience urban flooding. When rainfall lands on impervious surfaces such as roofs, driveways, and patios, it creates stormwater runoff and overwhelms the sewer system, causing flooding. In contrast, green infrastructure solutions allow rainwater to soak into the ground, where it is filtered and can replenish groundwater.
In December 2024, the Village Board approved an agreement with GreenPrint Partners to administer the Climate Ready Rainscapes grant program in the amount of $52,000. During their work, GreenPrint Partners has had additional costs and hours for work related to training materials for grant applicants and contractors and for work associated with using the Village’s new grant management software, AmpliFund, which was not part of the original scope. This Amendment to the Agreement with GreenPrint Partners increases the contract amount by $30,000 and adjusts the amount from $52,000 to $82,000.
The majority of these additional costs (approximately $21,791) are associated with the AmpliFund software system. Due to existing Village staffing levels, and to make the Rainscape grant program easy to navigate for property owners, the Village requested that GreenPrint Partners input grant materials into the Village’s AmpliFund system instead of having the grant applicant or Village staff do this work. The work done by GreenPrint with AmpliFund has been very beneficial to the Village beyond the Rainscape grant program and has helped Village staff learn and use of Amplifund for other grant programs.
Since the 2025 Rainscape grant program is already underway with residents already being processed, staff recommends approving the amendment to increase the contract amount with GreenPrint Partners to fund the additional work needed to administer the grant program in its current format including with the use of AmpliFund. Staff will work with GreenPrint to re-evaluate the Raincape grant program this fall to determine if the grant program and its administration can be simplified and streamlined to reduce the administrative costs of this program.
Timing Considerations
There are no specific timing considerations associated with this item.
Budget Impact
There are available funds for this additional work in the FY25 Budget in the Water & Sewer Fund, Sewer Collection, Capital Improvements account no. 5040.43750.781.570707.
Staffing Impact
Approving this item and having GreenPrint Partners use the AmpliFund software system to administer the grant will save staff time.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution, which will allow for compensating the consultant for the additional hours needed to utilize the Village’s grant management software system, which will provide better customer service, reduce staff time associated with management of the Rainscape grant program, and ensure grants are being tracked and managed efficiently.
Advantages:
• This contract will allow for the procurement of needed services.
Disadvantages:
• This action requires the use of funds.
Alternatives
Alternative 1:
The Board can delay action to gain additional information.
Advantages:
• Board Members would be presented with the additional information they requested.
Disadvantages:
• The timing of the eventual Board action will impact the desired implementation schedule.
Alternative 2:
The Board can vote down the item.
Advantages:
• This action can result in potential cost savings.
Disadvantages:
• Residents would need to input application materials into the AmpliFund system, which would need to be modified to be used by the public, and staff would need to input information from GreenPrint into the AmpliFund system, which would create an inefficient system for administering the grant.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Bill McKenna, Village Engineer / Assistant Public Works Director
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Amendment Rainscape Program Management
3. Agreement Rainscape Administration
4. Letter Requesting Amendment