HomeMy WebLinkAbout01-43 Resolution No . 01-43
RESOLUTION
AUTHORIZING EXECUTION OF A PROFESSIONAL SERVICES AGREEMENT WITH
SCHREIBER/ANDERSON ASSOCIATES FOR THE DEVELOPMENT OF MARKETING
MATERIALS FOR RIVERFRONT/CENTER CITY MASTER PLAN PROJECTS
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 a
Professional Services Agreement on behalf of the City of Elgin with
Schreiber/Anderson Associates for the development of marketing
materials relating to fund raising for Riverfront/Center City
Master Plan Projects, a copy of which is attached hereto and made
a part hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: February 28 , 2001
Adopted: February 28 , 2001
Omnibus Vote : Yeas : 7 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into this lZrAday 0f6lAe-CO 2001 , by
and between the CITY OF ELGIN, ILLINOIS, a municipal corporation
(hereinafter referred to as the "City" ) , and Schreiber/Anderson
Associates, a Wisconsin corporation, authorized to do business in
the State of Illinois (hereinafter referred to as " Consultant" ) .
WITNESSETH
WHEREAS, the City Council of the City has on May 24 , 2000, adopted
the City of Elgin Riverfront/Center City Master Plan; and
WHEREAS, the City has determined it to be in its best interests to
obtain the assistance of a consultant concerning the development of
marketing materials related to fund-raising for Riverfront/Center
City Master Plan projects; and
WHEREAS, Consultant is experienced in the development of marketing
materials related to development projects, and desires to render
consultant services to the City.
NOW THEREFORE, in consideration of the mutual promises and
covenants contained herein, the receipt and sufficiency of which is
hereby acknowledged, the parties hereto agree as follows :
1 . Scope of Work
Consultant shall perform and direct the necessary qualified
personnel to perform the services related to the provision of
graphic design services for related publications and fund-
raising materials as set forth in the Schreiber/Anderson
Associates Proposal consisting of four pages attached hereto
as Exhibit 1 . All work hereunder shall be performed under the
direction of the City Manager of the City and the Director of
Economic Development and Business Services of the City.
2 . Schedule and Term
Services to be provided pursuant to this agreement shall
commenced from the date of execution hereof and run until the
project is completed and accepted by the City. Consultant
shall render the services in an expeditious fashion .
3 . Fees
Payments for services provided the Consultant shall be an
amount not to exceed $9, 600 . 00 . In such event, or if Project
implementation requires additional consultant staff time than
is anticipated in the agreement, such additional services must
be approved in advance by the City in writing, by way of
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amendment to this agreement .
4 . Rights in Results of Services
The results of Consultant' s services under this agreement
shall be the exclusive property of City, and all documents
( including, without limitation, all writings, drawings,
blueprints pictures, recordings, computer or machine-readable
data, and all copies or reproductions hereof) which describe
or relate to the services performed or to be performed
pursuant to this agreement or the results thereof, including,
without limitation, all notes, data, reports or other
information received or generated in the performance of this
agreement shall be the exclusive property of City and shall be
delivered to City upon request (except for one copy, which may
be retained by Consultant for its confidential files) . No
articles, papers, treatises, or presentations related to or in
any way based upon or associated with the services performed
pursuant to this agreement shall be presented or submitted for
publication without the prior written consent of City. It is
agreed that the results of Consultant' s services and the work
product provided under this Agreement are not intended or
represented to be suitable for reuse by the City on any
project not contemplated by this Agreement and such reuse
shall be without liability to the Consultant .
5 . Other Agreements
Consultant warrants that it is not a party to any other
existing or previous agreement which would prevent Consultant
from entering into this agreement 'or which would adversely
affect Consultant' s ability to perform services under this
agreement . During the term of this agreement, Consultant
shall not, without the prior written consent of City, perform
services for any persons, firm or corporation other than City
if such services could foreseeably lead to a conflict with
Consultant' s obligations under this agreement .
o . Subcontracting
If Consultant intends to hire or retain any person, firm or
corporation to perform services under this agreement,
Consultant shall first secure the written agreement of such
party that such party ( 1) shall assume and agree to be bound
by the same obligations as Consultant has assumed under the
provisions of this agreement, and (2 ) that such party shall
not be or act as an agent or employee of City, nor assume or
create a commitment or obligation on behalf of nor bind City
in any respect whatsoever . Consultant shall provide City with
a copy of each such written agreement .
Prior to subcontracting, Consultant shall obtain prior written
approval of the City for each individual subcontractor .
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City shall have the right to refuse approval of any
subcontractor for any reason .
Any fees, payments or other costs associated with any
subcontractor or other persons or firm shall be at the sole
cost of the Consultant payable from the fees the City is
paying to Consultant pursuant to this agreement .
7 . Assignment
Neither this agreement nor any of the rights or obligations
hereunder may be assigned or otherwise transferred by
Consultant, nor shall the benefits of this agreement inure to
the benefit of any trustee in bankruotcy, receiver or creditor
of either party, except as may be required by law, whether by
operation of law or otherwise, without the prior written
consent of either party. Any attempt to assign or transfer
this agreement or any rights hereunder without such consent
shall be null and void and of no force or effect .
8 . Independent Contractor
Consultant is and shall perform its services under this
agreement as an independent contractor, and shall not be
deemed an agent, employee or legal representative of City.
Consultant has no authority to assume Of create any commitment
or obligation on behalf of or to bind City in any respect
whatsoever .
9 . Licenses
Consultant shall obtain at its cost any and all licenses
required by federal, state, or local statutes, regulations or
ordinances necessary for the performance of its services
pursuant to this agreement .
10 . Compliance with Laws
Consultant shall at all times impose work orders on its
employees and subcontractors which are designed to assure that
they comply with all applicable federal, state, and local laws
and regulations ( including, but not limited to, occupational
safety and environmental protection statutes and regulations)
in performing services hereunder, and shall comply with any
directions of governmental agencies and City relating to site
safety, security, traffic or other matters .
Failure to comply with this section shall constitute a
material breach of this agreement, and shall entitle City to
terminate this agreement upon ten ( 10 ) days written notice
without penalty to City.
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11 . Indemnification of City
Consultant shall hold harmless and indemnify City from and
against any and all suits, causes of action, claims for
damages, damages and any other liability to the extent caused
by the negligent acts of the Consultant , its collaborating
firms, its subcontractors or agents or employees of any of
them in the performance of this agreement .
12 . Force Majeure
The Consultant shall not be liable to the City for any
failure, delay or interruption of service or for any failure
or delay in the performance of any obligation under this
agreement due to strike, walkouts, acts of God, governmental
restrictions, enemy actions, civil commotion, unavoidable
casualty, unavailability of fuel or parts or other similar
acts beyond the reasonable control of the Consultant .
13 . Consultant' s Insurance
Consultant shall obtain and maintain the following policies of
insurance :
( 1 ) Worker' s compensation insurance in amounts required under
the laws of the State of Illinois ;
(2 ) Comprehensive general liability for bodily injury, death
or loss of or damage to property of third persons in the
minimum amount of $1 million per occurrence which policy
shall name City as additional insured. Consultant shall
furnish to City of Elgin a certified copy of such
policies concurrently with the execution of this
agreement .
( 3) Professional liability insurance for errors and omissions
in the minimum amount of $1 million per occurrence and in
aggregate . Consultant shall furnish to the City a
Certificate of Insurance as evidence of such policy
concurrently with the execution of this agreement .
14 . Severability
The parties intend and agree that if any portion of this
agreement , or application thereof to any person or
circumstance, shall to any extent be deemed to be invalid,
void, or otherwise unenforceable for any reason, the remainder
of this agreement, and the application of such provision to
persons or circumstances other than' those as to which it is
held invalid, shall not be affected thereby, and each
provision of this agreement shall be valid and shall remain in
full force and effect .
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15 . Governing Law
Venue for the resolution of any disputes or the enforcement of
any rights pursuant to this agreement shall be in the Circuit
Court of Kane County, Illinois .
16 . Termination
The City may by written notice to the Consultant terminate the
whole or any part of this agreement if the Consultant fails to
make delivery of the services within the time specified herein
or any extension thereof : or if the contractor fails to
perform any of the other provisions of the contract, or fails
to make progress so as to endanger performance of this
agreement in accordance with its terms, and in either of these
two circumstances does not cure such failure within ten
( 10) days (or such longer period as the City may authorize in
writing) after receipt of notice from the City specifying such
failure . Notwithstanding any other provision hereof, the City
may also terminate this agreement at any time upon fifteen
( 15) days prior written notice to the Consultant . In the
event that this agreement is so terminated, the Consultant
shall be paid for services actually performed and reimbursable
expenses actually incurred prior to termination, except that
payment and reimbursement shall not exceed the total amount
set forth under Paragraph 3 above .
17 . Additional Provisions
This agreement includes those additional provisions contained
in Exhibits 3, 4 , 5 and 6 relating to Consultant' s
certifications, affirmative action information, equal
employment commitment guidelines and sexual harassment policy.
18 . News Releases
The Consultant may not issue any news releases without prior
approval from, the City, nor will the Consultant make public
proposals developed under this agreement without prior written
approval from the City prior to said documentation becoming
matters of public record.
19 . Entire Agreement
This agreement contains the entire understanding and agreement
between the parties hereto with respect to the subject matter
hereof and supersedes all previous communications,
negotiations and agreements, whether oral or written, between
the parties hereto with respect to such subject matter, and no
additions to or modifications of this agreement or waiver of
any provisions of this agreement shall be binding on either
party unless made in writing and executed by City.
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20 . Notices
Communication to the Consultant means notice in writing to Tim
Anderson, Schreiber/Anderson Associates, 1435 East Main
Street , Madison, WI 53703 . Communications to the City means
notice to the contracting officer in writing to Raymond
Moller, City of Elgin, 150 Dexter Court, Elgin, IL 60120 .
21 . No Personal Liability
No officer, director, or employee of the City or of the
Consultant shall be personally liable for the fulfillment of
the conditions of this agreement .
22 . Cost and Quantity Opinions
In providing opinions of probable construction cost, the City
understands that the Consultant has no control over the costs
or availability of labor, equipment or materials, or over
market conditions or the contractor' s method of pricing, and
that the Consultant' s opinions of probable construction costs
are made on the basis of the Consultant' s professional
judgement and experience . The Consultant makes no warranty,
express or implied, that the bids or the negotiated cost of
the work will not vary from the ,Consultant' s opinions of
probable construction cost .
23 . Standards of Care
In providing services under this agreement, the Consultant
shall endeavor to perform in a manner consistent with that
degree of care and skill ordinarily exercised by members of
the same profession currently practicing under similar
circumstances .
24 . Nondiscrimination
In all hiring or employment made possible or resulting from
this agreement, there shall be no discrimination against any
employee or applicant for employment because of sex, age,
race, color, creed, national origin, marital status, of the
presence of any sensory, mental or physical handicap, unless
based upon a bona fide occupational, qualification, and this
requirement shall apply to, but not be limited to, the
following: employment advertising, layoff or termination,
rates of pay or other forms of compensation and selection for
training, including apprenticeship .
No person shall be denied or subjected to discrimination in
receipt of the benefit of any services or activities made
possible by or resulting from this agreement on the grounds of
sex, race, color, creed, national origin,
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age except minimum age and retirement provisions, marital
status or the presence of any sensory, mental or physical
handicap . Any violation of this provision shall be considered
a violation of a material provision of this agreement and
shall be grounds for cancellation, termination or suspension,
in whole or in part, of the agreement by the City.
25 . Assignment and Successors
This agreement and each and every portion thereof shall be
binding upon the successors and the assigns of the parties
hereto; provided, however, that no assignment shall be made
without the prior written consent of the City.
26 . No Co-partnership or Agency
This agreement shall not be construed so as to create a
partnership, joint venture, employment or other agency
relationship between the parties hereto .
27 . Headings
The headings of the several paragraphs of this agreement are
inserted only as a matter of convenience and for reference and
in no way are they intended to define, limit or describe the
scope of intent of any provision of this agreement, nor shall
they be construed to affect in any manner the terms and
provisions hereof or the interpretation or construction
thereof .
28 . Modification or Amendment
This agreement and its attachments constitutes the entire
agreement of the parties on the subject matter hereof and may
not be changed, modified, discharged or extended except by
written amendment duly executed by the parties . Each party
agrees that no representations or warranties shall be binding
upon the other party unless expressed in writing herein of in
a duly executed amendment hereof, or change order as herein
provided.
29 . Cooperation with Other Consultants
The Consultant shall cooperate with: any other consultants in
the City' s employ or any work associated with the Project .
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TN WITNESS WHER7OF, the parties hereto have entered into and
executed this agreement on the dare and year first written above .
CITY OF ELGIN SCHREIBER/ANDERSON ASSOCIATES
By
4:/.-741-.044 ;
Parker Tim Ander oen
City Manager
Attest :
City Clerk
7
•.
TAX/C{}LLUS|ON/OEBARMENTAFF|DAV|T
State of ss.
County of
•
. being fir5t duly sworn, deposes and says:
That he is Peril a.opofthe finnofthe party
making the foregoing bid 5.nd that the bidder is not bar-ed ftom contracting with any unit or local
government as a result of a violation of 720 Illinois Compiled Statdtes, Section 5/33E'3 or 5C33E-4. as
amended; and, no collusion or agreement among other bidders or prospective bidders to bid a fixed price
or otherwise restrain freedom of competition by agreement has taken place; and, bidder is not delinquent
in the payment of any tax administered by the Illinois Department Of of Revenue unless there is a pending
proceeding contesting the tax.
Signature of Bidder, if an individual:
Signature of Bidder, if a partnership:
Subscribed and wcrn to
before this /B day of
r
2OO�
.
Signature of Bidder, if a corporation: My commission expires. 4) litir
� � ���
��*w�'�~4�
irtA.ege‘ °
President
OF WIS-
Secretary
•
BIDDER'S EMPLOYEE UTILIZATION FORM
This report is required by We City of Elgin and must be submitted before We contract can be
awarded.
Chapter 3. 12. 1000 Affi<<llative Action - City Contracts
I. Name and Address of Bidder Description of Project
0:.n:4.IoLP-i:rF•iJ£430;:ASSOCIATES ",rr-sop.-P•re /41......-1.4-4 i/iii
1.y F
1415 C Main •r. e. w4t ✓ eSI rr A/Neor
hied son, W,Scnnsm 53703 /
F'ho:le 608 255 0300
JOB CATEGORIES Total Whites Blacks I--Iispanics Asians or American Minority Female
Employees :Padfic Indians (M &F) (AU
Islanders Categoces)
NI / F NI / F M / F NI / F Ml / F % ` l
E.xa.mplc::Managers 13 3 15 3 12 4 1 55.6% 44.4%
!( (10/13) (3/13)
Principal - 1
Proj . Managers . 3 1 12 1 66%
Assist, Proj Mngr 2 1 1 50% ,
Engineers 2 1 1 50%
Landscape I 3 2 1 1 I 337
Landscape II 3 3 ( I I I I
Graphic De_stgrter 1 1 I I I I iI
Secretary . 1 j 1I _ ! l ! ? 100%
Bus. Mngr/Bkkpr 1 1 I 100%
TOTALS 19 12 6 1 5% 31.66%
Signature of Company Official Title Telephone Number Date Signed Page L
�� /�i�/isreli--- 77.7 L. (11.1,66,..._____„ 1/./eos-
i70.44 ,CoP-s-rr-oeoa e j/ 7/iv/ ofd
2. Have you ever been awarded a bid by the City of Elgin?
X Yes No
3. - If the answer to question #2 is Yes, please submit a copy of the Employee Utilization Form that
was submitted with your last successful bid along with a fully completed copy of this form.
4. If the statistical data provided above shows tinder-utilization of minorities and/or females, please
submit, according to the guideline provided in the attached document, a written commitment to
provide equal employment opportunity.
NOTE: In the event that a contractor or vendor, etc., fails to comply with the fair
employment and affirmative action provisions of the City of Elgin, the City amongst
other actions may cancel, terminate, or suspend the contract in whole or in part.
N.R.
•
4"4,t CF Etc
ZZ. City of Elgin, Illinois
o rEVF1. Equal Employment
Written Commitment Guideline
The written commitment required in Item 4-=4 of the Bidder's Employee Utilization Foiin shall:
1. Set out the name and phone number of the bidder's Equal Employment Officer.
2. Clearly identify the bidder's recruitment area and the percentage of minorities and
females in the area's population and labor force.
3. Set out what the bidder has done and has set as a goal to ensure the recruitment of
minority and female employees.
4. Set out the bidder's specific goals to recruit minorities and females for training programs
or other similar opportunities available through the bidder's organization.
5. Indicate bidder's consent to submit to the City of Elgin, upon request, statistical data
concerning its employee composition and recruitment efforts anytime during the term of
the contract.
6. Show bidder's consent to distribute copies of the written commitment to all persons who
participate in recruitment, screening, referral, and selection and hiring of job applicants
for the bidder.
7. Clearly show that the bidder shall require all subcontrac—tors, if any, to submit a 1,vrtten
commitment complying with the above requirements of their affirmative action plan to
the City of Elgin.
Description of Groups for Classification Purposes
•
White: all persons having origins in Europe, North America, or the Middle East
Black: all persons having origins in any of the Black racial groups of Africa
Hispanic: all persons of Mexican, Puerto Rican, Cuban, Central South,.;: merican, or
other Spanish culture or origin, regardless of race
Asian American: all persons having origins in the Far East, Southeast Asia, the India_';
subcontinent, or the Pacific Islands
American Indian: all persons having origins in any of the original peoples of North
America and who maintain cultural identification through tribal
.
4q( OFEj
City of Elgin, Illinois
;
4,1 Sexual Harassment ---- Policies and Programs
..Ps
0 ,
-1tliti)Or
Every party to any contract with the City of Elgin and every bidder is required to have, and to
effectively distribute, written sexual harassment policies that include, at a minimum, the
following information:
(I) the illegality of sexual harassment
(II) the definition of sexual harassment under state law
(III) a description of sexual harassment, utilizing examples.
(IV) the vendor's internal complaint process including penalties
(V) the legal recourse, investiganve and complaint process available through the Illinois Department
of Human Rights, and the Illinois Hunan Rights Commission
(VI) directions on how to contact the department and commi' ssion
(VII) protection against retaliation as provided by Section 6,-101 of the Human Rights Act
I hereby affirm that the organization which I represent has in place sexual harassment
policies which include the required information set forth above, and I hereby agree to
furnish the City of Elgin - Human Resources Department with a copy of these policies if
they so request.
Signature/Title C275A 6.4•1.10 . 4,C. fie.4.0.t.d.o.n.t
Company atrc14c.—//4-1-A-Dr•ft At 'ie .
Date
Sexual harassment is defined as follows:
"Sexual harassment" means any unwelcome sexual advances or requests for sexual favors or any conduct
of a sexual nature when (1) submission to such conduct is made either explicitly or implicitly a term or
condition of an individual 's employment, (2) submission to or rejection of such conduct by and individual
is used as a basis for employment decisions affecting such individual, or(3) such conduct has the purpose
or effect of substantially interfering with and individual's work performance or creating an intimidating,
hostile, or offensive working environment.
• Any questions by contracting parties or eligible bidders concerning compliance with these
requirements should be directed to the City of Elgin - Human Resources Department at (847)
931-5618.
I hereby agree fully indemnify and hold the City of Elgin harmless from any and all
liability, loss or damage including costs of defense or claim, demands, cost of judgement
against it arising from any sexual harassment complaint resulting from the act of any
member of my organization in the performance of this contract.
•
Signature/Title 627.1_,A, 4, Cc.
Company SelAe. Arai-vrep-, 141ccta
Date 4•1./Ar P—/
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IL : 30 SCHREISER ANDERSON [ D-S5S255775.) P52/(_;5
Elgin Rindraising Campaign&I PuWications
PROJECT UNDERSTANDING To suppon if-^pief7ir,!2!. 011 of :he RiverfrontICenter (-if/ Master
Plan, the ;•unoraisirg CornrrIrnee for the City of Elgin's Project
Management Team would like to develop an amenities-Paseo
fundraising :2-27c..raign for Festival Park and the Civic Campus, Tne
campaign wilt encourage corporations, busin•zsses, organizations
and incii.ividuais tosponsor these Important public imorovem.rts
trough the ci.z.zhase of tiles. pricks, medallions, bencnes, lignzs,
and other she !aatUres anc ZiMer:rtieS.
The City is Ir.okirig;:o hire a consultant to provide graphic design
services for related publications and fundraising materials.
PROJECT APPROACH Schreiber/Anders& A.ss.cciates, Inc. (SAA) has a track .te.cohtf
success wortng wren communities on fundraising initiatives or
nverfrcnt end center c.rty master plan projects. In addition to
assisting the Cities of Sheboygan and Beloit, Wsconsin with sec,-
cesul amenities-based fundraising campaigns, SAA has also
helped coordinetearid design a variety of publications to promote
master plan goals land initiatives and support broader community
awareness and fundraising efforts.
St=V-\''s approach fOr Elgin Is to provide design development servc-
es for both the cftys arnerties brochure and other key fundraising
support publications—in particular the kinds of materials needed to
• approach corporations and civic leaders for large-scale sponsor-
ship. Preliminary funding estimates for the Civic Campus project
foresee a need for 52,570.000 in public and corporate sponsorship
(appx. 22% of total project costs), while estimates for Festival Park
put public, privateand corporate sponsorship at $3,900,000 (45=/,
of total costs). A well-crafted package of support materials could
prove extreme'ry helpful to City officials and PMT representatives in
soliciting this crucial support.
SAA offers aI‘exible scope of services that can be implemented
concurrently and incrementally as these key projects move
through the design development stage. Our scope does not begin
with the amenities campaign—since many of the amenities will
need to be designed or selected before donation levels can be se:.
Instead, our scope begins by producing a general informational
and promotional piece that will serve as a kind of'folder to house
fundraising materials for major donors and sponsors.
?•^4!'
Schreiber;Anderson Assedatez.Irc
EXHIBIT 1
• 99-21 -.90 11 : 31 SCHRE I BER ANDERSON : D -5982557759 P93/95
Elgin Fundraising Campaign Publicationt "
SCOPE OF SERVICES Start-Up Meeting
The Project Manager (PM) anoomrni n Charge will atter a
Prittnceiepatol
meeting of the 'Fundraising C
photos, logos and siCcan;thernatic concepts, and to civeloo
oudget parameters and a timeline for publication production This
discussion wit include identifying passible donations for or.:2,rtss
and printing servic.es. The PM will facilitate the sei-cticn of a
matic concept and n1le for preliminary design deveicoment.
Phase 1: InformationaUPromotional Folder Design
Mare like a caster Pan that doubles as a folder, this piece wIl no
vide a focussed and richly illustrated summary of the Civic
Campus and Festival Park projects and their role in the long-term
success of ,E.;gin's Master plan. Printed on a heavy card stock, 1:5
folding interior panels can be used to house a cover letter, a fund-
raising brochure, a press release, or other promotional materials.
eased on ideas disCussed at the start-up meeting, the PM wil! pro-
vide a preliminary fOlder design for Committee review. The
Committee will provide tne PM with draft text covering key infor-
mation and promotional angles to be incorporated into this piece.
The PM will use this copy to provide five full-size, full-color mock-
ups to the Committee for review. (Five is the assumed quantity of
mock-ups throughout; one untrimmed, unfolded and unbound set
of color onginals will also be provided for each round of reviews.)
The PM will ;riccrpcirate Committee comments and suggestions into
the final folder design and present the final mock-up at a Committee
meeting that will inO2ude review of the final sponsorship brochure
designs (see Phase 2 below).
Optional Services: Print bidding and coordination
Strongly,recommende.d for this phase. The PM will solicit compe.ti-
' tive bids, recommend vendors, coordinate scanning and pre-press,
review and approe all oroes, and attend a press check. If this
option is not selected, the PM will provide a CD with a digital Me of
the folder design in Quark Xpress, along with the necessary type-
faces and any preSs-ready graphics, a mock-up of the folder
marked-up for theprinter, and any original artwork Or photos that
.
need to be scanned. Someone from the City or the Committee wiil
need to serve as the vendor contact person, review the proofs,
and attend the press check.
n;
Sdireiber Anderson,#sscc:Jtas. nc
• • •
. ..99-91 -09 11 : 31 5CHRE [ SE.? ANDERSON D -59,3255775,9
Elgin Fundraising Cainpaig' n I Putacations
Phase 2: Civic Campus, Festival Park Sponsorship Brochures
Concurrent with :he development of the fundraising/oromotionai
folder, the PM will develop designs for affordable, shor:-n.in
brochures /,1-2 coir printing; :c solicit privatelcorocrat- sponsor-
ship for:
• Festival Park, in particular the Playground and
Performance tage
• Civic Campus. in particular the Art Walk and Amonitheater
As wt h the folder,:the FM will submit preliminary designs lino
existing photos, artwor';, graphics, and logos, along with drart 7rc--
motional copy proiCed n.y the Committee. After preliminary
review and revisions, :ne fnal designs will be presented at a meet-
ing that will include discuss;ons of conceptual design formats ano
options for the amenities campaign brochure. A preferred opticn
for the amenities piece will cc sele-.-..ted at this meeting for furthe.f
development.
Optional Sarvta: Frnt coordination
It is our understanding that bidding will not be necessary for these
ore to two-color designs, as a likely donor of services has already
been identifed. Print coordination for this phase would consist of
scanning and pre-press, and the review and approval of all proofs.
Amenities Fundraising Brochure
The PM will coordinate with Hitchcock Design Group to assemble
existing emenif photos and drawings, outline estimated costs,
and provide this information to the Committee for review. The
Committee will establish the donation levels and amounts, and
provide drat/ promotional copy for preliminary design of the ameni-
ties fundraising brochure. Preliminary design will also include rec-
ommendations for paper. irks, folding and binding, based on the
preferred concept chosen at the previous meeting. Following pre.-
,
liminary Committee review, the PM will provide a nal mock-up for
Committee approval
Optional Service : Print bidding and coordination
The need for these services will depend on the number of inks,
tyoes of papers and printing techniques required by the chosen
design option. Sdrne options--ernbossing, for example, or the use
of tinted varnishes could reouire specialized prepress or on-
press review to achieve the night results.
oz •
3
34.7.1reiber Andel-son Assccates, Inc
S9-21 -90 11 : 32 5O?-fRE : EER ANDERSON ID-S9e255775(D P95/95
Elgin funckaising Campaign&Publications•
ESTIMATED FEES FOR SAA proposes a lumP-sum fee of 32.500 for the design senices
DESIGN SERVICES described above This incties related project expenses. Cropping
Phase 2 design services would decrease this lump-sum amount
by 51,000. The optioral print bidding and coordination services
would require an additional 3500 for phases 1 and 3, en add.rtoral
$200 for phase 2. or,a otai of 51200 (or all three phases. Total
costs for all the design and optional services described in this cro-
posal would come to 59,700.
Additional ser:ices requested by the Client such as logo develop-
ment, dral copy writing, additional meetings, or additional rounds
of proofs or revision's that are not included in this proposal will Pe
billed on a time-andlmateriais basis according to toe following fe-!
37(1 expense schedule,
Principal 3115.00/hr
Project Manager/Grapnic Cesigner 365.00I.nr
Senior Projecr.t ManagerUrdan Designer 380.COr
Engineer/Sr. CADO Operator $58.00/hr
Civil Engineer $53.0C/hr
CADOfTechnican 353.0C/hr
Landscape Arcnitect H 5.55.00ihr
Landscape Architect I $48.00/hr
'.2draftsperson $40.00Thr
Clerical/Administattve $-.40.00/hr
Intern 330.00/hr
Expenses
- Reproduction., teiepnone.
postage, shipping Cost plus 10%
- Mileage 5.37/mile
Payment for -zizrvices will be due 20 days from the date of invo:cas
to be issued on or about the first of each month.
.
4
f
SchreibtrArerscrl A4soc:z.t.,:s,
•
,�y OF Etc,
City of Elgin Agenda Item No. V
n0 v 4
1-• tia
4'4TEDFEB ! .,.E
-• ,v Y _ }
G
December 13, 2000 r,
1
N . ;
TO: Mayor and Members of the City Council
RIVER ASA RESOURCE
FROM: Joyce A. Parker, City Manager,
•
SUBJECT: Riverfront Fund-raising Marketing Materials
PURPOSE
The purpose of this memorandum is to present to the Mayor and
members of the City Council a recommendation from the Riverfront
Action Committee (RAC) to enter into an agreement with
Schreiber/Anderson Associates for the development of marketing
material related to fund-raising.
BACKGROUND
The Riverfront Action Committee was organized in August of 2000 and
has recently been recognized as a Not-For-Profit Corporation by the
State of Illinois Office of the Secretary of State. The stated
purpose of the committee is :
To promote, encourage and foster the development,
establishment and expansion of the riverfront in the City
of Elgin, Illinois, and for the promotion of social
welfare within the City of Elgin, Illinois by doing all
things necessary to improve, redevelop, revitalize, aid
and assist the City of Elgin, Illinois, to further the
common civic good and general welfare of the people of
the City of Elgin, Illinois and for any other lawful
purpose .
Members of the committee include:
Leo Nelson, Jack Shales, Marlene Shales, William Aguirre, Harry
Blizzard, Floyd Brown, Taffy Hoffer, Peggy Kirby, Bud Wilson, and
David Ziegler.
In order to assist the RAC in its efforts to promote the
development of the riverfront, it was determined by the committee
that appropriate marketing materials must be developed. Quotes were
solicited from two firms, both with experience in riverfront design
projects, marketing material development and knowledge of this
Elgin project .
r Riverfront Fund-raising Marketing Materials
December 13, 2000
Page 2
Firm Quote
1 . Schreiber/Anderson $8, 500
2 . Hitchcock Design $9, 600
It is the recommendation of staff and the RAC that a contract be
awarded to Schreiber/Anderson Associates .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None .
e�FINANCIAL IMPACT
)11/1
All of the budgeted 2000 monies alloc ted to this project have
either been spent or encumbered. Follwing the adoption of the
2001 budget, $4 . 3 million will be available in account number 275-
0000-791 . 92-32, project number 039518, for Riverfront/Civic Center
projects .
iimi.i2ii LEGAL IMPACT
An agreement will need to be prepared.
ALTERNATIVES
1 . Authorize agreement with Schreiber/Anderson.
2 . Authorize agreement with Hitchcock Design.
3 . Solicit additional proposals .
RECOMMENDATION
Staff recommends that the City enter into an agreement with
Schreiber/Anderson Associates for the development of riverfront
marketing material .
tfully47 submitt ,
Re
Joyce A. Parker
City Manager
RHM: sp
09-21-00 11 :30 SCHREIBER ANDERSON ID-6082557750 P02/05
Elgin Fundraising Campaign&Publications
PROJECT UNDERSTANDING To support implementdtion of the Riverfront/Center City Master
Plan, the Fundraising Committee for the City of Elgin's Project
Management Team would like to develop an amenities-based
fundraising campaign or Festival Park and the Civic Campus, The
campaign will encourage corporations, businesses, organizations
and individuals to sponsor these important public improvements
through the purchase Of tiles, bricks, medallions, benches, lights,
and other site features and amenities.
The City is looking to hire a consultant to provide graphic design
services for related publications and fundraising materials.
PROJECT APPROACH Schreiber/Anderson Associates, Inc. (SAA) has a track record of
success working with communities on fundraising initiatives for
riverfront and center city master plan projects. In addition to
assisting the Cities of Sheboygan and Beloit. Wisconsin with suc-
cessful amenities-based fundraising campaigns. SAA has also
helped coordinate and design a variety of publications to promote
master plan goals and initiatives and support broader community
awareness and fundraising efforts.
SAA's approach forElgin is to provide design development servic-
es for both the City's amenities brochure and other key fundraising
support publications--in particular the kinds of materials needed to
approach corporations and civic leaders for large-scale sponsor-
ship. Preliminary funding estimates for the Civic Campus project
foresee a need for$2,670,000 in public and corporate sponsorship
(appx. 22%of total project costs), while estimates for Festival Park
put public, private and corporate sponsorship at$3,900,000 (45%
of total costs). A wellTcrafted package of support materials could
prove extremely helpful to City officials and PMT representatives in
soliciting this crucial Support.
SAA offers a flexible scope of services that can be implemented
concurrently and incrementally as these key projects move
through the design development stage. Our scope does not begin
with the amenities c,ampaign—since many of the amenities will
need to be designed or selected before donation levels can be set.
Instead, our scope begins by producing a general informational
and promotional pletre that will serve as a kind of"folder"to house
fundraising materials for major donors and sponsors.
1
Schreiber Anderson Assocaters,Inc.
09-21-00 11 :31 SCHREIBER ANDERSON ID-6082557750 P03/05
Elgin Fundraising Campaign S.Publications
rib. --
SCOPE OF SERVICES Start-Up Meeting
The Project ManagerPM) and Principal in Charge will attend a
meeting of the Fund icing Committee to review existing graphics,
photos, logos and sl an/thematic concepts, and to develop
budget parameters a d a timeline for publication production. This
discussion will include] identifying possible donations for prepress
and printing services. The PM will facilitate the selection of a the-
matic concept and style for preliminary design development.
•
Phase 1: InformatiornaUPromotional Folder Design
More like a poster plan that doubles as a folder, this piece will pro-
vide a focussed and richly illustrated summary of the Civic
Campus and Festival',Park projects and their role In the long-term
success of Elgin's master plan. Printed on a heavy card stock, its
folding interior panels,can be used to house a cover letter, a fund-
raising brochure, a press release, or other promotional materials.
Based on ideas discussed at the start-up meeting, the PM will pro-
vide a preliminary foler design for Committee review. The
Committee will provid the PM with draft text covering key infor-
mation and promotional angles to be incorporated into this piece.
The PM will use this copy to provide five full-size, full-color mock-
r ups to the Committees for review. (Five is the assumed quantity of
mock-ups throughout one untrimmed, unfolded and unbound set
of color originals will throughout;
be provided for each round of reviews.)
The PM will incorporate Committee comments and suggestions into
the final folder design land present the final mock-up at a Committee
meeting that will include review of the final sponsorship brochure
designs(see Phase 2'below).
Optional Services:Ptint bidding and coordination
Strongly recommended for this phase. The PM Wilt solicit competi-
tive bids, recommend vendors, coordinate scanning and pre-press,
review and approve all proofs, and attend a press check. If this
option is not selecte , the PM will provide a CD with a digital file of
the folder design in uark Xpress, along with the necessary type-
faces and any pres ready graphics, a mock-up of the folder
marked-up for the p+iter, and any original artwork or photos that
need to be scanned, Someone from the City or the Committee will
need to serve as thevendor contact person, review the proofs,
and attend the press check.
r e.
Schreiber Anderson Assoldates,Inc.
' 09-21-00 11 : 31 SCHREIBER ANDERSON ID-6082557750 PO4/05
.
Elgin Fundraising Campaign&Publications
rib' : 1
Phase 2: Civic Campus, Festival Park Sponsorship Brochures
Concurrent with the evelopment of the fundraising/promotional
folder, the PM will develop designs for affordable, short-run
brochures (1-2 color printing) to solicit private/corporate sponsor-
ship for:
• Festival Park, in particular the Playground and
Performance Stage
• Civic Campus, ini particular the Art Walk and Amphitheater
As with the folder, the PM will submit preliminary designs utilizing
existing photos, artwbrk, graphics, and logos, along with draft pro-
motional copy provided by the Committee. After preliminary
review and revisions] the final designs will be presented at a meet-
ing that will include discussions of conceptual design formats and
options for the ameOies campaign brochure. A preferred option
for the amenities piece will be selected at this meeting for further
development.
Optional Service:Pr it coordination
It is our understanding that bidding will not be necessary for these
one to two-color des gns, as a likely donor of services has already
been identified. Prin coordination for this phase would consist of
scanning and pre-press, and the review and approval of all proofs.
Amenities Fundraising Brochure
The PM will coordin4te with Hitchcock Design Group to assemble
existing amenity pho os and drawings, outline estimated costs,
and provide this information to the Committee for review. The
Committee will establish the donation levels and amounts, and
provide draft promotional copy for preliminary design of the ameni-
ties fundraising brochure. Preliminary design will also include rec-
ommendations for paper, inks, folding and binding, based on the
preferred concept chosen at the previous meeting. Following pre-
liminary Committee ieview, the PM will provide a final mock-up for
Committee approval,
Optional Services:1pnt bidding and coordination
The need for these .services will depend on the number of inks,
types of papers and'printing techniques required by the chosen
design option. Some options—embossing, for example, or the use
of tinted varnishesould require specialized prepress or on-
press review to achieve the right results.
r
"_i 3
I
Schreiber Anderson Assdciates, Inc.
- 09-21-00 11 : 32 SCHREIBER ANDERSON ID-6082557750 P05/05
Elgin Fundraising Campaign 8 Publications
r
SAA proposes a lump-Sum fee of$8,500 for the design services
ESTIMATED FEES FOR p p p g
DESIGN SERVICES described above. This includes related project expenses. Dropping
Phase 2 design servics would decrease this lump-sum amount
by$1,000. The option I print bidding and coordination services
would require an addit onal $500 for phases 1 and 3, an additional
$200 for phase 2, or a total of$1200 for all three phases. Total
costs for all the design)and optional services described in this pro-
posal would come to $9.700.
Additional services reuested by the Client such as logo develop-
ment, draft copy writin , additional meetings, or additional rounds
of proofs or revisions t at are not included in this proposal will be
billed on a time-and-materials basis according to the following fee
and expense schedule:
Principal 1 $115.00/hr
Project Manager/Graphic Designer $65.00/hr
Senior Project Manag r/Urban Designer $80.00/hr
Engineer/Sr. CADD Operator $58.00/hr
Civil Engineer I $53.00/hr
CADD/Technician $53.00/hr
Landscape Architect II $55.00/hr
Landscape Architect I' $48.00/hr
Draftsperson 1 $40.00/hr
(IP‘ Clerical/Administrative $40.00/hr
Intern $30.00/hr
Expenses
- Reproduction, telephone.
. postage, shippiig Cost plus 10%
- Mileage $.37/mile
Payment for services will be due 20 days from the date of invoices
to be issued on or about the first of each month.
(Ph. -;77:;.-•
Schreiber Anderson Associates,Inc.
. .
RayK8o||er ' L�O82gUOK8uUecdoc pa
•
, -
!
1
lec•\oi)
!.• ' ' 1'/ `' August 29. 2000
Mr. Ray Moller, Director of Economic Development
City of Elgin
150 Dexter Court
Elgin. |L60|2O
RE: Proposal for preparation of Riverfront Marketing Brochure
Dear Ray:
�
`
Many thanks to you and the Elgin Riverfront Action Committee for as king Hitchcock Design Group to
submit a proposal to design this marketing brochure. We are experienced in preparing collateral for other
riverfront communities and we understand the importance and value of this type of informative literature.
Aw:U'dedgncd marketing piece will be an important factor in the success of the Riverfront Enitiative.
To that end, we plan on teaming with a consultant that will prqvide their graphic design expertise and
production cost estimation services to ensure that the end product has the desired impact required by such
an important marketing and fund raising brochure. I will nnuo&gr the work. under the supervision of Rick
Hitchcock.
Please review the following proposal and feel free to Rive Rick Hitchcock or me a call wit h any question
or comments. We look forward to working with you on this j , We know the committee is anxious
to get started and we can begin this work immediutc|y, in ooud,faith, while the contractual details are
being finalized.
Sincerely,
Hitchcock Design Group
Dave Frigo �
/.cxi*/.:n..m`500's 0324 c/w"LH 032900`w/=a�
„.. _ . .
• Ray Moller- Ltr 082900 Moller.doc
row
Senior Associate
cc: Rick Hitchcock, Hitchcock Design Group
•
Ray Moller- Scope 082900 Brochure.docPae 1
("6
Basic Sen•ices
Program
We will conduct a kick-oft meeting w ith you and the Elgin Ri%iertront Action Committee to
identifying:
a. goals and objecti\es
b. standards and criteria
c. schedule
d. budget
e. participants
t: communication
g. invoicing and payment
h. other administrative considerations
Scope
We propose the following process for the development of the brochure:
I. HDG, in conjunction with our graphic design consultant, will prepare an 8" square, 4-color, 4-
panel and 2-sided accordion folded brochure. NDG will be responsible for preparation of
the text and images. (While this format is not etjched in stone, we have used it in the past,
and it is a good point of departure for the designi.)
?. HDG will meet with the Committee four times, to receive input, review progress and present the
final brochure.
3. A full mock-up will be presented for the Committee's approval, with up to three revision of
layout, text or images. The proposal also includes three color proof of the brochure.
4. The production printing costs can not be accurately estimated at this time. An estimate will be
provided with paper stock, quantities, inks, etc.based on the final approved design.
Fees
\Ve propose the following fees for Items I through 3 59,600.00
Other Project Expenses:
Incidental expenses, such as travel to Elgin, additionally required graphics or photography. other
graphic products not outlined above,or additional requested services will be billed at our
standard rates.
General Project Administration
\Ve will manage the performance of our own work throlughout the tern[ of the Agreement by
communicating with you and our team members. coordinating staff'Mork, scheduling review
meetings, and maintaining appropriate project files.
Ray Moller - Scope 082900 Brochure.doc F
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Additional Services
\Ve may pro\ide additional ser'ices that are not included in the Basic Services, such as, but not
limited to:
revisions to previously-completed and approved phases of the Basic Services.
?. the services of additional consultants,
3. presentations to other parties not specified in the Basic Services,
4. detailed quantity estimates and/or construction cost opinions using data or formats other
than our own,
5. detailed written summaries of our work or our recommendations.
6. services rendered after the time limitation set forth in this contract.
7. services required due to the discovery of concealed conditions, actions of others,or other
circumstances beyond our control.
8, services required to restart the project if you suspend our work at your convenience for
more than 90 days during the performance of our services.
Authorization
If circumstances arise during our performance of the Basic Services which we believe require
additional services, we will promptly notify you about the nature, extent and probable additional
cost of the additional services, and perform only such additional services following your(verbal)
written authorization.
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Ray Moller- Rate 2000.doc
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2000 Billing Rates
Hitchcock Design Group
Project Leadership S 130.00/hr.
Project Management 590.00/hr.
Project Planning S80.00/hr.
Project Design S75.00/hr.
Construction Observation S65.00/hr.
Project Documentation 50.00/hr.
Project Support S50.00/hr.
Project Consultants Cost _ 15%
Project Delivery Services Cost _ 15%
Project Travel S.35/Mile
Project Reproduction (In-House)
Blueline S.52 Sq. Ft.
Mylar S2.00 Sq. Ft.
B&W Photocopy S.I0 Each
Color Photocopy S1.00 Each
Project Reproduction (Outside Vendor) Cost - 15%