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A Resolution Approving a Second Amendment to the Professional Services Agreement between the Village of Oak Park and Fresh Coast Capital LLC., d/b/a Greenprint Partners, LLC. for the Climate Ready Rainscapes Program Management to Change the 2025 not to exceed Amount from $82,000 to $122,000 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 working with property owners on the home assessments and assisting them through the process as well as contractor training which went above the anticipated hours in their original scope. This second amendment to the agreement increases the 2025 contract amount by $40,000 and adjusts the amount from the originally approved amount of $52,000 to $122,000.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior actions:
• The Village Board approved 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 on June 3, 2025 (RES 25-198).
• 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 $2,000 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 first amendment to the agreement with GreenPrint Partners increased the contract amount by $30,000 and adjusts the amount from $52,000 to $82,000.
Staff recommends approving a second amendment to cover Greenprint’s additional costs primarily associated with contractor and resident interactions that greatly exceeded the original anticipated hours for these tasks. This second amendment to the agreement with GreenPrint Partners increased the contract amount by $40,000 and adjusts the amount from $82,000 to $122,000.
Staff will work with GreenPrint to revise the Raincape grant program to reduce the amount of interactions with residents and contractors and streamline the grant process to reduce administration costs for future year’s programs.
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
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
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 spent working with residents on this grant program.
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:
• GreenPrint would not be compensated for hours spent trying to assist homeowners with the grant program.
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
3. Letter Requesting Amendment
4. Agreement Rainscape Administration