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HomeMy WebLinkAbout05-40 Resolution No. 05-40 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH GRANACKI HISTORIC CONSULTANTS FOR THE NORTHWEST AREA ARCHITECTURAL SURVEY BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin, Acting 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 Granacki Historic Consultants for the northwest area architectural survey and inventory of properties,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: February 23, 2005 Adopted: February 23, 2005 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT THIS AGREEMENT is made and entered into this,,b1 o day of FE rc, , 2005,by and between the CITY of Elgin, Illinois, a municipal corporation, (hereinafter referred to as "CITY") and Granacki Historic Consultants, an Illinois professional firm (hereinafter referred to as "CONSULTANT"). WHEREAS, the CITY desires to engage the CONSULTANT to furnish certain professional services in connection with a PROJECT to complete a survey of Elgin's Northwest Area(hereinafter referred to as the "PROJECT"); and WHEREAS, the CONSULTANT warrants and represents that it is in compliance with any and all Illinois statutes and local ordinances relating to professional registration and regulation and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledged, it is hereby agreed by and between the parties hereto that CITY does hereby retain the CONSULTANT to act for and represent it in all professional matters involved in the PROJECT, subject to the following terms and conditions and stipulations, to-wit: I. SCOPE OF SERVICES All work hereunder shall be performed under the direction of the Community Development Director of the CITY, hereinafter referred to as the "DIRECTOR", or the CITY staff designated by the DIRECTOR to act on his behalf. In general, CONSULTANT'S work shall include, but may not be limited to, the following major categories of professional activities: A. SCOPE OF SERVICES. Completion of an Architectural/Historical Survey of Elgin's Northwest Area, containing approximately 586 structures bounded by Oakley Avenue on the North, McClure and Leonard Avenues on the East, West Chicago Street on the South and Edison and Wing Park Boulevard on the west. Components of the project shall be completed as follows: 1. Provide comprehensive information on every structure included within the subject area to identify the whole,parts thereof, or individual structures for listing in the National Register of Historic Places, and as locally designated landmarks or historic districts. The information compiled in the survey shall be used by the CITY in the preparation of neighborhood preservation plans, rehabilitation guidelines for individual buildings, and community development projects. PROJECT shall be completed in coordination with the CITY, the Elgin Heritage Commission and in accordance with the various rules and regulations stipulated by the Illinois Historic Preservation Agency's Certified Local Government Grant program. —1— B. SCOPE OF WORK. The following activities will be carried out by the CONSULTANT: 1. Project Coordination: CONSULTANT'S staff will meet with the Elgin Heritage Commission and/or designated staff to discuss the project schedule and survey objectives. CONSULTANT will finalize the database and survey form, and verify the scope of work. CONSULTANT will seek approval of the schedule and proposed activities from the city of Elgin prior to commencing work. 2. Historic Research and Preparation of the Database: CONSULTANT will do building permit research at the Elgin municipal offices, review local construction publications, look at early maps and any other information that will be helpful in understanding the time line of development in the area. CONSULTANT will enter any building specific information into the computerized database before going out in the field to survey. 3. Field Survey and Photography: CONSULTANT will inventory all principal and accessory structures in the survey area and enter the data directly into the computerized database survey form in the field. Judgments based on experience will be made on site as to architectural style, construction date, significant features, alteration dates, integrity, and significance ratings. CONSULTANT will take three black and white photographs of the principal structure which shows the front and two sides, and one black and white photograph of any secondary structure. CONSULTANT will also take one color digital image of each principal structure. Photographs will be taken when there are fewest leaves on the trees, and no snow, between February and April. 4. Preparation of Inventory Forms: All field data in our database program will be cross-checked for accuracy in the office. Relevant historic information for individual buildings will be added. Each form will be printed and photographs attached. Copies of forms will be sent to the city of Elgin and the Illinois Historic Preservation Agency for review. Any comments or corrections will be incorporated and two sets of new forms printed as required. 5. Evaluation of Findings: CONSULTANT will review all findings and evaluate the potential significance of the area and the structures within to the history and development of Elgin. CONSULTANT will recommend whether any individual buildings have the potential for designation to the National Register of Historic Places or designation as individual local landmarks. CONSULTANT will recommend whether the area may be eligible for designation as a National Register historic district. CONSULTANT will also determine if the area is appropriate for designation as a local historic district. An executive summary of this evaluation will be prepared and submitted for review to the Elgin Heritage Commission and the IHPA before proceeding with the full summary report. —2— 6. Summary Report: A full summary report will be prepared. It will include an historical overview of the area surveyed, a discussion of architectural styles represented by buildings in the area, and a complete inventory listing of all structures by address indicating, among other things, their architectural style, construction date, and status as significant, contributing, or non-contributing. A map will indicate all significant structures. Draft copies of the report will be submitted to the Heritage Commission and the Illinois Historic Preservation Agency for its review prior to the completion of the project. This report will also be made available to the public for at least a 30 day review period. All comments by the Commission and the IHPA will be considered for incorporation into the final report as well as any received by the general public that are appropriate for inclusion. 7: Final project and packaging: All required work products as specified in the proposal,will be submitted to the City of Elgin. The final products will include: two sets of binders with inventory forms and photographs attached of surveyed properties; one set of computer disks in Microsoft Access for the database and in Acrobat for the report; CD-Rom disks(s) with digital images, one binder with negatives and slides; one bound copy and one unbound copy of the summary report for reproduction. E. ORGANIZATION AND MANAGEMENT 1. Staff Organization. PROJECT coordinators shall be Victoria Granacki, preservation planner,principal in the firm of Granacki Historic Consultants. Ms. Granacki will act as the primary CONSULTANT spokesperson at public meetings and presentations and will regularly report on the progress of the PROJECT to the CITY. Jennifer R. Kenney, architectural historian will be the principal surveyor and photographer. She will conduct all research as required to determine historic significance and assist in writing the summary report. Lara Ramsey will assist in survey and research work in cooperation with Ms. Kenney. Under the direction of Ms. Kenny, she will have responsibility for the computerized database, GIS mapping, and the organization and compilation of the survey forms,photographs and the negatives in binders. 2. PROJECT Schedule. Initiation of the PROJECT shall begin within 28 days of a notice to proceed. A draft of the summary report representing 80%PROJECT completion shall be prepared for review no later than March 30, 2005. Following receipt of all comments, the report and inventory forms shall be placed in final form and submitted to CITY no later than July 31, 2005. 3. PROJECT Budget. CONSULTANT shall complete the above-described scope of work for a fee of$26,370.00 (Twenty-Six Thousand Three Hundred and Seventy Dollars). This fee includes all labor and expenses for the PROJECT as outlined in the accompanying Price Proposal, attached hereto and made a part hereof as Attachment "A"; II. PROGRESS REPORTS Any and all progress reports shall be submitted by CONSULTANT to CITY as and when required. Monthly progress reports of work completed shall be submitted to the CITY in order to facilitate preparation of status reports required by the Illinois Historic —3— Preservation Agency. Information in monthly reports shall include the various costs and expenses incurred, including but not limited to expenses for materials and staff time. The final report of the CONSULTANT shall be submitted by CONSULTANT to CITY no later than July 31, 2005. III. WORK PRODUCTS All work products prepared by the CONSULTANT pursuant hereto including, but not limited to, reports, studies, photographs, negatives, models and recommendations pertaining to the PROJECT shall become the property of CITY and shall be delivered to CITY upon request of the DIRECTOR provided, however, that CONSULTANT may retain copies of such work products for its records. Such work products are not intended or represented to be suitable for reuse by CITY on any other PROJECT, and such reuse shall be at the sole risk of CITY. IV. PAYMENTS TO THE CONSULTANT The total payments by CITY to CONSULTANT under this Agreement shall not exceed $26,370.00, unless this agreement is modified by a change order or amendment approved by the CITY. V. INVOICES The CONSULTANT shall submit invoices in a format approved by CITY. CONSULTANT shall make any records of work completed under this Agreement available at reasonable times during the Agreement period, and for a year after termination of this Agreement. VI. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, CITY may terminate this Agreement at any time upon fifteen (15) days prior written notice to CONSULTANT. In the event that this Agreement is so terminated, CONSULTANT shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not exceed the amounts set forth under Paragraph IV above. VII. TERM This Agreement shall become effective as of the date CONSULTANT is given a written Notice to Proceed following approval of CITY's corporate authorities and, unless terminated for cause or pursuant to Article VI foregoing, shall expire on the date the DIRECTOR determines in writing that all of the CONSULTANT'S work under this Agreement is completed. A determination of completion shall not constitute a waiver of any rights or claims which CITY may have or thereafter acquire with respect to any breach hereof by CONSULTANT. —4— VIII. NOTICE OF CLAIM If CONSULTANT wishes to make a claim for additional compensation as a result of action taken by CITY, CONSULTANT shall give written notice of its claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in CONSULTANT'S fee shall be valid only to the extent that such changes are included in writing, and signed by CITY and CONSULTANT. Regardless of the decision of the DIRECTOR relative to a claim submitted by CONSULTANT, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. IX. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation or breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party,by reason of any default, fails within fifteen(15) days after notice thereof by the other party to comply with the conditions of the Agreement, the other party may terminate this Agreement. X. INDEMNIFICATION CONSULTANT shall indemnify and save harmless CITY, its officers and employees from and against any and all loss, liability and damages of whatever nature, including but not limited to Workmen's Compensation claims, in any way resulting from or arising out of negligent actions or omissions of CONSULTANT in connection herewith, including but not limited to negligent actions or omissions of employees or agents of the CONSULTANT arising out of the performance of professional services or arising out of this agreement with CONSULTANT or any third party against CITY. XI. NO PERSONAL LIABILITY No official, DIRECTOR, officer, agent or employee of the CITY shall be charged personally or held contractually liable under any term or provision of this Agreement or because of their execution, approval or attempted execution of this Agreement. XII. 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 —5— , sex,race, color, creed,national origin, 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 CITY. XIII. 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 CITY. XIV. DELEGATIONS AND SUBCONTRACTORS Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and other provisions of this Agreement and CONSULTANT shall remain liable to CITY with respect to each and every item condition and other provision hereof to the same extent that CONSULTANT would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. XV. NO CO-PARTNERSHIP OR AGENCY It is understood and agreed that nothing herein contained is intended or shall be construed to, in any respect, create or establish the relationship of co-partners between CITY and CONSULTANT, or as constitute CONSULTANT as the general representative or general agent of CITY for any purpose whatsoever or to constitute an employment relationship between the parties hereto. XVI. SEVERABILITY The terms of this agreement shall be severable. The parties intend and agree that, if any paragraph, subcommittee-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. XVII. 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. XVIII. 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 —6— representations or warranties shall be binding upon the other party unless expressed in writing herein or in a duly executed amendment hereof, or change order as herein provided. XIX. APPLICABLE LAW This Agreement shall be deemed to have been made in, and shall be construed in accordance with the laws of the State of Illinois. Any and all actions brought pursuant to this Agreement shall be brought in this Circuit Court of Kane County, Illinois. XX. NEWS RELEASES CONSULTANT shall not issue any news releases without prior approval from the DIRECTOR, nor shall CONSULTANT make public proposals developed under this Agreement without prior written approval from the DIRECTOR prior to said documentation becoming matters of public record. XXI. COOPERATION WITH OTHER CONSULTANTS The CONSULTANT shall cooperate with any other CONSULTANTS in CITY's employ or any work associated with the PROJECT. XXII. INTERFERENCE WITH PUBLIC CONTRACTING CONSULTANT certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33E et seq. or any similar state of federal statute regarding bid rigging. XXIII. SEXUAL HARASSMENT As a condition of this contract, the CONSULTANT shall have written sexual harassment policies that include, at a minimum, the following information: A. the illegality of sexual harassment; B. the definition of sexual harassment under state law; C. a description of sexual harassment, utilizing examples; D. the vendor's internal complaint process including penalties; E. the legal recourse, investigative and complaint process available through the Illinois Department of Human Rights, and the Illinois Human Rights Commission; F. directions on how to contact the department and commission; G. protection against retaliation as provided by Section 6-101 of the Human Rights Act. A copy of the policies must be provided to the Department of Human Rights upon request. 775 ILCS 5/2-105. —7— XXIV. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS CONSULTANT shall comply with all applicable federal, state and local laws. 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 the CITY. XXV. WRITTEN COMMUNICATIONS All recommendations and other communications by CONSULTANT to the DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. DIRECTOR may also require other recommendations and communications by CONSULTANT be made or confirmed in writing. XXVI. NOTICES All notices, reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: A. As to CITY: SAROSH B. SANER Urban Design&Preservation Specialist CITY of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to CONSULTANT: VICTORIA GRANACKI, Principal Granacki Historic Consultants 1105 West Chicago Avenue Suite 201 Chicago, Illinois 60622 IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced to writing in this statement. CITY OF ELGIN CONSULTANT BY ti,`.. BY (A I / Olufemi Fo Victoria Granacki City i •: Principal, Granacki Historic Consultants Attest: Dolonna Mecum, City Clerk —8— , ATTACHMENT A • 7 FEE Granacki Historic Consultants Proposal for Architectural/Historical Survey of ElgIn's Northwest Neighborhood October 26, 2004 Total labor $23,860 Total materials $2,510 Total fee $26,370 LABOR: • Principal Surveyor Assistant Task NC Meetings(2) 32 32 Research 60 Photograph buildings 32 144 Survey 100 Organizing,sorting,attaching photos and assembling binders 24 40 Review forms 80 50 20 Writing report and revisions 40 Packaging final materials 104 1 154 396 1 • Total principals 104 hours @$75= $7800 Total surveyor 154 hours @$40= $6160 Total assistant 396 hours @$25= $9900 Total labor $23,860 MATERIALS_ $1500 2100 black and white photos:60 rolls @$25.00 film cost and processing per roll,2 sets of prints $110 20 2",3-ring binders;sheet protectors;transparent sleeves $900 $30 per day x 30 days $2510 Total materials • ■C 4ofE4 City of Elgin Agenda Item No. E January 21, 2005 G V . TO: Mayor and Members of the City Council QUALITY HOUSING FROM: Olufemi Folarin, Acting City Manager Sarosh Saher, Urban Design & Presery ion Specialist SUBJECT: Northwest Area Architectural Survey and Inventory Selection of Consultant—Granacki Historic Consultants PURPOSE The purpose of this memorandum is to provide the Mayor and Members of the City Council with information to consider the selection of Granacki Historic Consultants to complete the survey and inventory of properties in the City's Northwest Area. RECOMMENDATION It is recommended that the City Council approve the recommendation of staff and the Elgin Heritage Commission to enter into an agreement with Granacki Historic Consultants to complete the survey and inventory of properties in the City's Northwest Area at a cost of$26,370.00. BACKGROUND In September 2004, the Elgin City Council authorized staff to enter into an agreement between the Illinois Historic Preservation Agency (IHPA) and the City of Elgin to obtain a $17,022.00 grant to complete an architectural survey and inventory of properties in the Northwest Neighborhood. The City has regularly conducted building inventories and surveys of older established neighborhoods. Since 1972, ten surveys have been completed in various neighborhoods under the guidance of the Elgin Heritage Commission. Of these, eight have been funded through grants obtained from the Certified Local Government (CLG) Grant program administered by the Illinois Historic Preservation Agency (IHPA). The Heritage Commission has undertaken a plan to continue these architectural inventories as part of a comprehensive effort to inventory the city's older established neighborhoods. The plan has also been made a part of the Citywide Comprehensive Plan currently being prepared. The survey and inventory of the Northwest Area will assess approximately 586 structures (36 rblocks) in the area, prepare an inventory of architectural features, document current condition and denote any changes to the structures over time. The required fieldwork involves taking three black and white photographs of each principal structure from the public right-of-way. This r Northwest Area Survey and Inventory January 21, 2005 Page 2 information will be provided to the City in the form of a computerized data base as well as hard copy. A summary report on the findings of the survey will include the architectural and historic context of the neighborhood. The total cost of the project is $28,370.00. The grant to the City of Elgin from the state historic preservation office is in the amount of$17,022.00 (approx. 60%). The local share from the City of Elgin will be $11,348.00 (approx 40%). Of the local share, $2,000 is required to consist of in- kind staff time to administer the project. The in-house administration of the program will be carried out by the Urban Design& Preservation Specialist. Contractor Selection Requests for proposals were sent out to 14 firms in the Northeast Illinois region specializing in preservation planning and survey projects. The Requests for Proposals included information on the total scope of the project and the maximum funding available for the project. The total cost of survey work is fixed due to the City's participation in the Certified Local Government (CLG) Grant from the Illinois Historic Preservation Agency (IHPA). Four proposals were received for the completion of the project. The process of review required proposals to be submitted in two parts - the narrative (Part A) and the fee (Part B). The narrative (Part A) included information on the scope of services, the professional firm's qualifications, examples of previous work related to the project, and bidder utilization forms required by the City. The fee (Part B) was required to be submitted in a separate sealed packet and would not be opened until the narratives (Part A) of the project were reviewed and the firms ranked in order of preference. This process is in keeping with the City of Elgin procurement ordinance. The Criteria for selection that were used to select the consultant are as follows: 1. The level of knowledge and experience of the staff that the professional firm or consultant assigns and commits to the project. This should include the educational background and experience of the assigned team. Points: 0- 20 2. The record of specialized experience of the professional firm and project team as demonstrated by performance on similar projects. Submission of examples of these projects is recommended, and will be reviewed during the process of evaluation. Points: 0- 20 3. The degree to which the professional consultant's scope of services addresses the project's objective. Points: 0- 40 4. The professional consultant's demonstrated familiarity with the local architecture and history. Points: 0 -20 rook Northwest Area Survey and Inventory January 21, 2005 Page 3 The Elgin Heritage Commission and the City's Urban Design & Preservation Specialist reviewed and ranked the four proposals based on the above criteria for selection of firms as outlined in the Request for Proposals. Firm Points Scored 1. Granacki Historic Consultants 85 2. McGuire Igleski &Associates 75 3. WJE Associates, Inc. 62 4. Altusworks, Inc 59 The selection of Granacki Historic Consultants was based on their scope of services, the format of the finished document in a computerized database, experience of the firm's designated project team in similar projects, and examples of their previous projects. The firm was recently under contract by the City to complete architectural surveys of the Southwest area, Lord's Park area, Northeast and Southeast neighborhoods in Elgin. The fee packet (part B) of the proposal from the top ranked consultant, Granacki Historic Consultants, was then opened. The fee proposal came in at $26,370.00. Since the consultant was aware of the total amount available for the project the fee proposal was set to do the project to keep within the available funds. A list of the remaining proposals and their fees are listed in the appendix to this document. As authorized by the Elgin City Council in September of this year, an agreement was undertaken between the City of Elgin and IHPA to participate in the CLG grant program. The IHPA will pay an amount of$17,022, amounting to approximately 60% and the City will match the grant in an amount of$11,348, pproximately 40%. The City will pay the entire project cost up front and then be reimbursed by the IHPA after completion of the project, anticipated in July 2005. The IHPA has reimbursed the City in a timely manner on several previous projects of this nature. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED The project is included in the Elgin Heritage Commission's long term plan to survey older established neighborhoods in the city. Members of the Commission reviewed the submitted proposals at their scheduled meeting on November 2, 2004, and made a recommendation to select the firm of Granacki Historic Consultants. 90,„ IMPACT The IHPA grant would total $17,022 and require $11,348 in matching funds from the City. The City will bear the total cost of survey work at $28,370 prior to reimbursement from the State preservation office. The consultants fee of$26,370 will be paid out of the 2005 Budget of the rElgin Heritage Commission, Account Number 275-0000-791.80-46, project number 039620. A balance of $43,090.00 is currently available. The remaining $2,000 (staff time) will be funded , J ow Northwest Area Survey and Inventory January 21, 2005 Page 4 from the General Fund, Planning Department Administration Full Time Salaries, account number 010-1501-715.01-01. The rant from IHPA will total $17,022 and is anticipated to be received in July, 2005. GAL IMPACT The City of Elgin will need to enter into an agreement with Granacki Historic Consultants. ALTERNATIVES 1. Approve the recommendation of staff and the Elgin Heritage Commission to enter into an agreement with Granacki Historic Consultants to complete the survey and inventory of properties in the City's Northwest Area at a cost of$26,370.00. 2. Reject recommendation of staff and Elgin Heritage Commission to select Granacki Historic Consultants to survey the Northwest Area neighborhood. Respectfully Submitted for Council consideration. SBS Attachments rik