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Home My WebLink About08-19 Resolution No. 08-19 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH CHARLES H. SCHRADER AND ASSOCIATES, INC. FOR GRANT ADMINISTRATION SERVICES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Olufemi Folarin,City Manager,and Diane Robertson,City Clerk,be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Charles H. Schrader and Associates,Inc.for grant administration services,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock, Mayor Presented: February 13, 2008 Adopted: February 13, 2008 Omnibus Vote: Yeas: 7 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk Charles H. Schrader and Associates, Inc. and The City of Elgin THIS AGREEMENT is made and entered into on this day of by and between the City of Elgin, Illinois, a municipal corporation, (hereinafter referred to as "City") and Charles H. Schrader& Associates, Inc., an Illinois corporation (hereinafter referred to as "Schrader"). WHEREAS, the City deems it to be in its best interests to secure a grant administration service to research availability of and administer grants received from various sources; and WHEREAS, Charles H. Schrader & Associates, Inc. is a provider of grant administration services and is willing and able to provide such administration services through the terms provided herein. NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby mutually acknowledged, the parties hereto agree as follows: 1. City shall pay Schrader the sum of$12,000 on or before December 31, 2008. 2. Schrader shall, at the discretion and request of City's Parks and Recreation Director, research, investigate, advise and attempt to obtain grant funding on behalf of City from whatever sources may be applicable. 3. Schrader shall consult regarding potential grants that meet the City's needs, application processes, grant requirements and deadlines, and any other necessary information required with City's Parks and Recreation Director upon reasonable request, and shall advise said director in writing not less than once each ninety(90) days. 4. Schrader shall be reimbursed for expenses only upon written approval by the City Council of Elgin, Illinois. Such written approval shall be obtained prior to the accrual of any such expenses. City shall not be required to pay Schrader for any expenses incurred without such prior written approval. 5. The terms of this agreement shall be severable. In the event that any of the terms of this agreement shall be deemed to be void or otherwise unenforceable, the remainder of this agreement shall remain in full force and effect. 6. This agreement shall be subject to and governed by the laws of the State of Illinois. Venue for the resolution of any disputes, claims or controversies shall be in the Circuit Court of Kane County, Illinois. 7. This agreement shall not be construed so as to create a partnership,joint venture agency, or employment relationship between the parties hereto. 8. This contract shall terminate on December 31, 2008. At the conclusion of this contract the City shall have an option to award an annual contract extension for the following year, 2008, to this agreement. The determination to exercise the aforementioned option by City shall be made at the City's sole discretion. In the event City does not exercise such option on or before January 31, 2008, this agreement shall terminate. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first written above. CHARLES H. SCHRADER& ASSOCIATES, CITY OF ELGIN, INC., .∎ Illinois Corps•on a Municipal Corporation BY: A! ��1 BY: � ,.. � _ Laura S. Ross, ;resit ent Olufemi ' •tarin, Ci Manager ATTEST: , , \ Diane—Robertson, Ci Clerk E L ° January 18, 2008 G TO: Mayor and Members of the City Council N FROM: Olufemi Folarin, City Manager RECREATIONAL LEISURE ANIS C.UI:FURAL OVVOR TUNIiIES Randy Reopelle, Parks and Recreation Director F<)R AL` IYIZEN SUBJECT: Grant Administration Services PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider awarding a contract for grant administration services to Charles H. Schrader and Associates. RECOMMENDATION It is recommended that the City Council approve a new contract for 2008 grant administration services to Charles H. Schrader and Associates in the amount of$12,000. BACKGROUND The Parks and Recreation Department has been contracting grant administration services since 1993. In 2002, a Request for Proposals was released and an award was made to Charles H. Schrader and Associates (Charles H. Schrader). Charles H. Schrader was selected as the top firm to coordinate the Parks and Recreation Department's grant applications because of their comprehensive scope of services to research grants, prepare applications, represent the City throughout the granting process, and follow-up with granting agencies and state legislative committees. Additionally, Charles H. Schrader displayed the most historical success in securing Parks and Recreation specific grants as projected in the Parks and Recreation Department's Comprehensive Master Plan. This firm has been contracted with the City since 1993 to research and administer grant applications for the Parks and Recreation Department. The firm has been instrumental in obtaining the following grants: 1994 IDNR Soccer Complex Project: $400,000 1996 Wing Park Interage Grant: $158,000 1997 IDNR C2000 Eagle Heights Project: $35,000 1998 IDNR OSLAD Trout Park Project: $200,000 1999 IDNR Downtown Bike Trail Link: $200,000 2000 IDNR C2000 Wing Park/Tyler Creek Restoration $40,000 2001 IDNR Hawthorne Hill Park Project: $400,000 2002 IDNR Trinity Terrace Park Project: $104,000 Grant Administration Services January 18, 2008 Page 2 2003 Mulberry Grove Park Development: $223,200 2004 Elgin Shores Park Development $400,000 2005 IDNR Regional Park Acquisition $750,000 2006 IDNR OSLAD Prairie Park(Casa Linde site) Development $311,000 The cost for this annual service is $12,000. Charles H. Schrader has worked with staff to develop a five-year grant application plan, based on the Parks and Recreation Department Master Plan. Projects to be reviewed for the 2008 grant process include the Regional Park, the Gail Borden/City of Elgin Cooperative Environmental Education Project and Princeton West Park. Charles H. Schrader has also been instrumental in getting IDNR approval on grant extensions as needed. The previous contract for 2006 with Charles H. Schrader included a clause that states "the city reserves the right to award an annual contract extension for each of the following years, not to exceed 2 years (2007 and 2008)to the current contract." COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None FINANCIAL IMPACT The cost for the annual service from Charles H. Schrader and Associates is $12,000. There are sufficient funds budgeted ($40,000) and available ($39,435) in the Parks and Recreation Fund, account number 296-5001-761.30-99, Miscellaneous Professional Services, to pay for this contract. LEGAL IMPACT None ALTERNATIVES 1. The Council may choose to approve the new contract for 2008 grant administration services to Charles H. Schrader and Associates in the amount of$12,000. 2. The Council may choose not to approve the new contract for 2008 grant administration services to Charles H. Schrader and Associates in the amount of$12,000. Respectfully submitted for Council consideration. rr Attachment