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Home My WebLink About09-89 Resolution No. 09-89 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: April 8, 2009 Adopted: April 8, 2009 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Diane Robertson Diane Robertson, City Clerk Charles H. Schrader and Associates, Inc. and The City of Elgin 01009 THIS AGREEMENT is made and entered into on this 8�day of A Pn�.C, 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, 2009. 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, 2009. At the conclusion of this contract the City shall have an option to award an annual contract extension for each of the two following years, not to exceed 2 years (2010 and 2011) to this agreement. The determination to exercise the aforementioned option by City shall be made on an annual basis at the City's sole discretion. In the event City does not exercise such option on or before January 31, 2010 and 2011, respectively, 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., n Illinois Corporatf a Municipal Corporation BY: ✓ BY: %%WI% ` ■ Laura S. Ross, Pre ident Olufemi dlarin, . ity Manager \ ATTEST: Nil.- _ �� •..� Diane Robertson, ity Clerk E L ' March 12, 2009 N TO: Mayor and Members of the City Council MEGA ATIONAI.I.EISVHE AN()a.111IlJ HAI,lJY 1` ,H111N1114> i alH A11 a-If1TLNv FROM: Olufemi Folarin, City Manager Randy Reopelle, Parks and Recreation Director SUBJECT: Grant Administration Services PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to award 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 2009 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 and Associates 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, and represent the City throughout the granting process, follow-up with granting agencies, and state legislative committees. Additionally, Charles H. Schrader and Associates 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 2001 IDNR Hawthorne Hill Park Project: $ 400,000 2002 IDNR Trinity Terrace Park Project: $ 104,000 2003 Mulberry Grove Park Development: $ 223,200 Grant Administration Services March 12,2009 Page 2 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 Charles H. Schrader and Associates has been instrumental in obtaining needed extensions on some projects, as well as helping us to modify some projects. They have detailed knowledge of all of the City's past grants, which existing staff does not possess. Their fee of$12,000 has been the same for the past seven years. Staff has received proposals from other firms for these types of services, but their fees are based on a percentage of the grant awarded which would lead to a significantly higher fee. Finally, their staff has a great relationship with the IDNR's grant personnel. Given all of these factors, staff is recommending that the City once again award the grant administration contract to Charles H. Schrader and Associates. 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 ($39,231) in the Parks and Recreation Fund, account number 296-5001-761.30-99, Miscellaneous Professional Services, to pay for this contract. LEGAL IMPACT The proposed contract would require an exception to the procurement ordinance. Exceptions to the procurement ordinance require the approval of two-thirds of the members of the City Council then holding office upon a finding by the City Council that an exception is necessary and in the best interests of the City. ALTERNATIVES 1. The City Council may choose to approve the new contract for 2009 grant administration services to Charles H. Schrader and Associates in the amount of$12,000. 2. The City Council may choose not to approve the new contract for 2009 grant administration services to Charles H. Schrader and Associates in the amount of$12,000. Respectfully submitted for Council consideration. rr Attachment .��OF - City of Elgin Memorandum r� ?•'r 'III' _ Date: April 14, 2009 To: Randy Reopelle, Parks and Recreation Director From: Jennifer Quinton, Deputy City Clerk Subject: Resolution Nos. 09-89, Adopted at the April 8, 2009, Council Meeting Enclosed you will find the agreement listed below. Please distribute to the appropriate parties and if needed, retain a copy for your records. If you have any questions please feel free to contact our office 847-931-5660 and we will do our best to assist you. Thank you. • Agreement with Charles H. Shrader and Associates, Inc. for Grant Administration Services