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Home My WebLink About98-114 Resolution No. 98-114 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH SUTTER AND SCHROEDER ARCHITECTS, LTD. FOR THE YWCA BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Sutter and Schroeder Architects, Ltd. for architectural/engineering services for the YWCA facility improvements , a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: May 13, 1998 Adopted: May 13, 1998 Omnibus Vote: Yeas 5 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT This Agreement made and entered into this /3,79C day of , 1998, by and between the City of Elgin, an llinois municipal corporation, (hereinafter referred to as the "City") and Sutter and Schroeder Architects, Ltd. , an Illinois corporation, (hereinafter referred to as "Architects") . WITNESSETH WHEREAS, the City of Elgin has issued a Request for Proposals identified as #98-017 pursuant to the Federal Community Development Block Grant Program to provide for development of plans and specifications, and conducting construction monitoring for a facility improvement project for the YWCA of Elgin located at 220 East Chicago Street, Elgin, Illinois, a copy of such proposal being attached hereto as Exhibit 1 (hereinafter referred to as the "Request for Proposals") ; and WHEREAS, the Architects have submitted a proposal for the requested work at the YWCA of Elgin pursuant to Architect's proposal dated March 24, 1998, a copy of which is attached hereto as Exhibit 2 (hereinafter referred to as "Architect's Proposal") . The terms and scope of work for the architect services shall be set forth in the attached request for proposals and architect's proposal attached hereto and made a part hereof as Exhibits 1 and 2. Compensation for the architect's services shall be the total amount not to exceed $18,800; and WHEREAS, after evaluating various proposals for the subject facility improvements for the YWCA of Elgin, the City has determined that the Architect's Proposal attached hereto as Exhibit 2 should be accepted and that the Architects should proceed with the requested work pursuant to the terms and conditions of this agreement. NOW, THEREFORE, for and in consideration of the mutual agreements set forth herein and in the attached Request for Proposals and Architect's Proposal, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows: 1. That the foregoing recitals are incorporated into this agreement in their entirety. 2. That the Architects are hereby retained by the City of Elgin to perform architectural services consisting of facility improvements for the YWCA of Elgin at 220 East Chicago Street, Elgin, Illinois. The terms of and compensation for the Architect's services shall be as set forth in the attached Request for Proposals and Architect's Proposal attached hereto as Exhibits 1 and 2 . 3 . That this agreement constitutes the entire agreement between the parties hereto and may not be amended without the express written agreement executed by the parties hereto. IN WITNESS WHEREOF the parties have executed and entered into this agreement on the date and year first written above. CITY OF ELGIN SUTTER AND SCHROEDER ARCHITE D. / f " BY 4,6- UCH QV� _ BY �(( ►- Cit/N- =4.gar Its President Attest: Atte t: I/Vt%L. _ MyLti-A_34. City Clerk • .0 of f(C ,,. Agenda Item No. i/ � City of Elgin g °ililLU�� April 9, 1998 TO: ' Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Proposal Award for Architectural/Engineering Services, YWCA of Elgin-Facility Improvements PURPOSE This memorandum transmits information for the Mayor and members of the City Council to consider a contract award for architectural/engineering services for the facility improve- ments to the YWCA of Elgin to be funded with 1997 Community Development Block Grant (CDBG) funds. BACKGROUND The amended 1997 CDBG program provided funding in the amount of $25, 000 for architectural/engineering services for the facility improvements to the YWCA of Elgin. A Request for Proposal (RFP) for architectural/engineering services was distributed on February 9, 1998 . Three proposals for architectural/engineering services were received on March 24, 1998 . A proposal review committee comprised of a representative from the YWCA of Elgin; and City staff from Code Administration, the Parks Department, and the Planning Department met to review proposals on April 7, 1998 . The proposals were reviewed in detail according to the crite- ria for evaluation contained in the RFP. The areas of de- tailed review included the firm' s staff availability; the firm' s experience on similar type projects; estimated time for completion of the plans, specifications, and bid packages; demonstrated ability to work with governmental officials; and cost of services . Of the three firms that submitted propos- als, the consensus of the review committee was to recommend award of the contract to Sutter & Schroeder Architects, who also submitted the lowest cost of services (reference the Attached Criteria for Evaluation) . Ranking of the three firms ' proposals by the review committee were as follows : #1 Sutter & Schroeder Architects #2 Williams Associates Architects #3 Muterspaugh and Associates Architectural/Engineering Services Award April 9 , 1998 Page 2 fek References of Sutter & Schroeder were checked and found to be satisfactory. The $18, 800 cost for completing the project plans, specifications and construction monitoring represents 75 percent of the total amount budgeted for architectural/engineering services . It is anticipated the plans and bid documents will be completed by June, with start of construction in September. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED YWCA of Elgin. r\ FINANCIAL IMPACT (ilAJ The fee submitted by Sutter & Schroeder Architects totals $18, 800 . The architectural services contract would be charged to Account Number 230-000-791 . 30-99 (Miscellaneous Profession- al Services : Budget = $25, 000) and Project Number 154306 (YWCA Facility Improvements) . Sufficient CDBG funds are available to enter into this agreement . ftLEGAL IMPACT None . ALTERNATIVES rik Not to award the contract to Sutter & Schroeder. RECOMMENDATION The recommendation is that the Mayor and members of the City Council award the contract for architectural/engineering services for the YWCA Facility Improvements to Sutter & Schroeder Architects in the amount of $18, 800 . Res.ectfully submitted, dill - a, laQ4_____ J/ce ' . Parker ty Manager VRB/vb emb. n CRITERIA FOR EVALUATION ARCHITECTURAL SERVICES YWCA FACILITY IMPROVEMENTS APRIL 7, 1998 Review Committee: Don Skelton, YWCA of Elgin; Monica Meyers, Parks Director, Parks and Recreation Department; Steve Silva, Plan Examiner, Code Administration; Pat Andrews, Senior Planner, Planning Department; and Veronica Bell, Associate Planner, Planning Department. Proposals were ranked by number; 10 being the highest score and 1 being the lowest score. The mean scores were used to determine the total score rated by the review committee on each proposal. CRITERIA FOR EVALUATION Proposal Submitted By: Sutter & Schroeder Williams Associates Muterspaugh & Architects Architects Associates Staff Availability: 8 9 8 Experience Similar Projects 9 9 5 Estimated Time Line 10 8 9 Ability with Gov'tl Officials 8 9 6 Cost of Services 10 6 7 Review Committee Total Rank: , 45 41 35 (Total available points-50) Ranked #1 Ranked #2 Ranked #3 The Review Committee will recommend to City Council that the Award of Architectural/Engineering Services be awarded to Sutter & Schroeder Architects in the amount of $18,800. ""1) I - TABLULATION OF BIDS CITY OF ELGIN Sutter&Schroeder Williams Associates Muterspaugh&Assoc Architects,Ltd Architects Ltd Architects/Planners Invitation No:RFP#98-017 131 East Park Avenue 210 North Hale One South Virginia St Date of Opening: 3/24/98 Libertyville,IL 60048 Wheaton,IL 60187 Crystal Lake,IL 60014 Department: Planning/CDBG Item # } Description AMOUNT AMOUNT AMOUNT AMOUNT 1 Architectural Engineering Services for YWCA Facility Improvements 220 E Chicago St. Fee 18,800.00 25,000.00 22,500.00 Reimbursible Expenses included included Not to exceed 2,500.00 • TOTAL $18 800.00 $25 000.00 $25 000.00