Submitted By
Bill McKenna, Village Engineer/Assistant Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving a Three-Year Professional Services Agreement 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 and Authorizing Its Execution
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Overview
Overview
The Village has been working with GreenPrint Partners to revise the Rainscapes grant program (previously named RainReady) to be more efficient for staff and consultants, make it more customer-friendly, and include equity considerations. The revised Rainscapes grant program is being presented as a separate agenda item at tonight’s meeting. The Engineering Division has negotiated a contract with GreenPrint Partners for administering the revised grant program for 2025. The cost to administer the proposed 2025 grant program is not to exceed $52,000.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Engineering Division issued a Request for Qualifications (RFQ) in February 2024 for professional services to revise the existing RainReady program and then to administer this grant program. Two proposals were received and staff negotiated an agreement with the selected firm, GreenPrint Partners for this work. The first part of this work was to revise the existing RainReady grant program to be more efficient for staff and consultants, make it more customer-friendly, and include equity considerations. GreenPrint Partners completed the first phase of the project, under a contract in the amount of $60,500. A separate contract has been negotiated with GreenPrint Partners for administering the rebranded Climate Ready Rainscapes grant program.
The Climate Ready Rainscapes program promotes and implements projects that reduce stormwater runoff and improve water quality on private properties. The grant program offers 50% reimbursement up to $2,000 to homeowners for projects such as rain gardens, permeable pavers, cisterns, de-paving projects, etc. 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, and causes flooding. In contrast, green infrastructure solutions allow rainwater to soak into the ground where it is filtered and can replenish groundwater.
Between late 2016-2020, staff worked with the Center for Neighborhood Technology (CNT) to design and administer this program. The grant program was suspended in early 2021 due to a lack of a consultant to oversee the program.
GreenPrint Partners was selected in 2024 as the Village’s consultant to redesign the existing grant program and to administer a revised grant program. The redesigned program incorporates recommendations from the previous program. The improvements include:
• An efficient program workflow to minimize both staff time and the consultant’s administration cost
• The Village will develop a pre-approved contractor list for homeowners to aid in their selection process. Pre-approved contractors will complete a 1-hour online training developed specifically for the Rainscapes program.
• Income-qualified homeowners (under 80% of household area median income) will receive additional support throughout the process. The Village will pay the contractor directly for the grant amount instead of the having homeowner pay the full cost and then requesting reimbursement. The consultant will also provide increased technical support in securing the contractor and providing guidance throughout the construction process. Income-qualified applicants will also be prioritized if the number of applications exceeds grant funds, with a target of reaching 40% of the grant funds towards income-qualified homeowners.
• GreenPrint Partners completed mapping and analysis to identify priority areas for program outreach. The mapping incorporated climate and social factors from the Climate Ready Oak Park Existing Conditions and Vulnerability Assessment.
The scope of work for GreenPrint Partners to administer the program includes program management and administration of each of the key phases of the project: Phase 1 - Learn, Phase 2 - Assess, Phase 3 - Design & Build, and Phase 4 - Maintain. Further details can be found in the attached scope of work.
GreenPrint Partners will manage and administer the program, and the Neighborhood Services Department will provide limited support including scofflaw review and coordination with GreenPrint as needed.
Fiscal Impact
The FY25 Budget includes $100,000 in the Water & Sewer Fund, Sewer Collection, Capital Improvements account no. 504.43750.781.570707 for the Rainscapes grant program. $52,000 of these funds will be paid to GreenPrint Partners to administer the grant program. The remaining $48,000 will be available to fund up to 24 grant awards.
DEI Impact
The Climate Ready Rainscapes program incorporates an equity strategy that includes prioritizing outreach to populations identified through the Equity Analysis, and providing additional support to income-qualified applicants as described above. In 2025, waitlisted homes will first be prioritized, then GreenPrint Partners will reach out to priority populations.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
On May 21, 2024, the Village Board approved a Professional Services Agreement with GreenPrint Partners to redesign the RainReady Grant Program in the amount of $60,500.
Citizen Advisory Commission Action
The Environment & Energy Commission reviewed the proposed program design on November 18, 2024, and their feedback has been incorporated into the program design.
Anticipated Future Actions/Commitments
None at this time.
Intergovernmental Cooperation Opportunities
N/A.