BC.
A Resolution Approving a First Amendment to the Professional Services
Agreement with Graef-USA Inc. to Change the Not to Exceed Amount from
$125,000 to $134,000 and Authorizing Its Execution
Overview:
On March 22, 2021, the Village Board approved the use of sustainability funds
to develop a comprehensive sustainability and climate action plan for Oak
Park. On September 20, 2021, the Village Board approved the selection of
GRAEF to assist with the development of the plan. On October 18, 2021, the
Village Board of Trustees unanimously voted to approve a contract with GRAEF,
including a detailed community engagement scope.
The approved Climate Plan engagement strategy is both “broad” and “deep.”
“Broad engagement” means providing every Oak Parker with an opportunity to
provide input on the plan, through the highly interactive Climate Plan website,
in-person events such as A Day In Our Village, and hosting a community
discussion using the DIY Meeting Kit. “Deep engagement” means ensuring the
participation of residents who are most vulnerable to the impacts of climate
change, have borne the brunt of historical and ongoing inequities, and face
economic barriers to participation in community engagement. To successfully
reach these residents, a more tailored approach is required.
The Climate Plan community engagement process has been structured to
partner with community-based service agencies to conduct deep engagement,
including Affinity Group and Human-Centered Design sessions. Affinity groups
participants will devote significant time in assisting the Village in the creation
of the Climate Plan, meeting monthly over a six-month period. Human-centered
design sessions, which often include interviewing and observing individuals to
learn about their daily experience, will be conducted in collaboration with
community-based organizations that serve highly vulnerable community
members, such unhoused individuals. Affinity group and human-centered
design sessions will be co-hosted by community partners that formally partner
with the planning team on recruiting participants, planning and facilitating
each meeting, and distributing resources to participants.
Exhibit C of the approved GRAEF PSA states that the Village will provide
additional Sustainability funds to enable the full participation of community
members and community partners in affinity group and human-centered design
sessions. Staff have identified available $9,000 in unused funds from the
Sustainability budget. These funds were originally budgeted for printing
expenses related to community solar subscription outreach. This cost was
subsequently absorbed the Village’s community solar vendor. These funds are
currently unencumbered.
Staff proposes to amend the GRAEF professional services agreement to include
the available $9,000. GRAEF will be directed to use the additional funds to
provide pass-through grants to community-based organizations who agree to
host affinity groups and human-centered design sessions. The community
partners will subsequently use the pass-through grant to distribute resources