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HomeMy WebLinkAbout14-172 Resolution No. 14-172 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH B & F CONSTRUCTION CODE SERVICES, INC. FOR INSPECTION SERVICES REGARDING THE ADMINISTRATION AND ENFORCEMENT OF THE CITY OF ELGIN'S VACANT RESIDENTIAL BUILDINGS ORDINANCE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interest of the city; and BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Sean R. Stegall, City Manager, and Kimberly A. Dewis, City Clerk, be and are hereby authorized and directed to execute an Agreement on behalf of the City of Elgin with B & F Construction Code Services, Inc. for inspection services and other services regarding the administration and enforcement of the City of Elgin's vacant residential buildings ordinance, a copy of which is attached hereto and made a part hereof by reference. s/David J. Kaptain David J. Kaptain, Mayor Presented: December 3, 2014 Adopted: December 3, 2014 Omnibus Vote: Yeas: 9 Nays: 0 Attest: s/Kimberly Dewis Kimberly Dewis, City Clerk AGREEMENT THIS AGREEMENT is made and entered into this 3rd day of December, 2014, by and between the CITY OF ELGIN,an Illinois municipal corporation(hereinafter referred to as"CITY") and B & F Construction Code Services, Inc., an Illinois corporation (hereinafter referred to as "CONTRACTOR"). WHEREAS,the CITY desires to engage the CONTRACTOR to furnish certain inspection services and other services in connection with the CITY's administration and enforcement of its vacant residential buildings ordinance, as set forth in Chapter 16.42 of the Elgin Municipal Code, 1976, as amended (hereinafter referred to as the "PROJECT"); and WHEREAS, the CONTRACTOR represents that it is in compliance with Illinois Statutes relating to registration and training of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW,THEREFORE,it is hereby agreed by and between the CITY and the CONTRACTOR that the CITY does hereby retain the CONTRACTOR for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledged to perform the services relating to the PROJECT as described herein,subject to the following terms and conditions and stipulations, to-wit: I. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Community Development Director of the CITY or his designee, herein after referred to as the "DIRECTOR". B. The CONTRACTOR shall provide the services to the CITY relating to the PROJECT and the administration and enforcement of the CITY's vacant residential buildings ordinances provided in Chapter 16.42 of the Elgin Municipal Code, 1976, as amended, as set forth in the Scope of Services attached hereto and made a part hereof as Exhibit A. 2. PROGRESS REPORTS A project schedule for the PROJECT is attached hereto and made a part hereof as Exhibit B. On or before the seventh(7th) day of each month, the CONTRACTOR shall submit to the DIRECTOR a Progress Report. Said Report shall consist of a brief narrative that describes the progress of the PROJECT against the project schedule (Exhibit B) and identifies any pending,unresolved, and/or outstanding issues, especially as they may related to continued implementation of the PROJECT or advancing the purposes of Chapter 16.42. Said evaluation shall also include a report regarding Workload Indicators as required within the Scope of Services (Exhibit A, Section A.17.). 3. WORK PRODUCT All work product prepared by the CONTRACTOR pursuant hereto including,but not limited to,reports,citations,notes,plans,designs,calculations,work drawings,studies,photographs, models and recommendations shall be the property of the CITY and shall be delivered to the CITY upon request of the DIRECTOR; provided, however, that the CONTRACTOR may retain copies of such work product for its records. CONTRACTOR's execution of this Agreement shall constitute CONTRACTOR's conveyance and assignment of all right,title and interest, including but not limited to any copyright interest, by the CONTRACTOR to the CITY of all such work product prepared by the CONTRACTOR pursuant to this Agreement. The CITY shall have the right either on its own or through such other consultants as determined by the CITY to utilize and/or amend such work product. Any such amendment to such work product shall be at the sole risk of the CITY. 4. PAYMENTS TO THE CONTRACTOR A. For services provided by the CONTRACTOR to the CITY pursuant to this Agreement, the CITY shall pay the CONTRACTOR as follows: (i) $94.00 for each vacant building registration fee received by the CITY from a registered vacant building pursuant to Elgin Municipal Code Section 16.42.060A 1. (ii) $23 5.00 for each inspection conducted on a vacant building pursuant to Elgin Municipal Code Section 16.42.060A2. Such inspection fee to be paid to the CONSULTANT shall provide the compensation for work related to both the initial inspection and the periodic re-inspections, as necessary, until code compliance is achieved. (iii) $70.00 per hour for court time in excess of eight (8) hours per month. B. The CITY shall make periodic payments to the CONTRACTOR based upon actual progress within thirty (30) days after receiving proof of an invoice. 5. INVOICES A. No more than once per month,the CONTRACTOR shall submit invoices in a format approved by the CITY. Progress Reports (2 above) shall be included with all payment requests. B. The CONTRACTOR shall maintain records showing actual time devoted and cost incurred. The CONTRACTOR shall permit the DIRECTOR or any other authorized representative of the CITY to inspect and audit all data and records of the CONTRACTOR for work done under this Agreement. The CONTRACTOR shall make these records available at reasonable times during the Agreement period and for one (1) year after termination of this Agreement. - 2 - 6. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time upon fifteen(15)days prior written notice to the CONTRACTOR.In the event that this Agreement is so terminated, the CONTRACTOR shall be paid for services actually performed prior to termination in accordance with the amounts set forth under Paragraph 4 above. 7. TERM This Agreement shall become effective as of the entry into and execution of this Agreement by the CONTRACTOR and the CITY and, unless terminated for cause, or pursuant to paragraph 6, shall continue through December 31, 2016. The CITY, at its option, may also extend this Agreement on the same terms and conditions for an additional one(1)year term from January 1,2017,through December 31,2017,by providing the CONSULTANT written notice thereof on or before November 1, 2016. 8. NATURE OF SERVICES It is agreed and understood that the undertakings of the CONTRACTOR on behalf of the CITY pursuant to this Agreement are general services only and that no special duties or obligations to third parties are intended or shall be deemed or construed to be created by this Agreement. It is further agreed and understood that this Agreement is not intended nor shall be construed to alter, limit or constitute a waiver of any civil immunities afforded the CITY and/or its employees pursuant to the Local Governmental Tort Immunity Act at 745 ILCS 10/1-101,et seq., as amended,or as otherwise provided by law,it being agreed that all of the civil immunities as set forth in such Act,as amended,or as otherwise provided by law, shall fully apply to any claims asserted or which might be asserted against the CITY and/or its employees as a result of the services to be provided by the CONTRACTOR pursuant to this Agreement, as a result of this Agreement or otherwise. 9. 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. Notwithstanding the foregoing,or anything else to the contrary in this Agreement, with the sole exception of an action to recover the monies the CITY has agreed to pay to the CONTRACTOR pursuant to Paragraph 4 hereof, no action shall be commenced by the CONTRACTOR against the CITY for monetary damages. CONTRACTOR hereby further waives any and all claims to interest on money claimed to be due pursuant to this Agreement,and waives any and all such rights to interest which it claims - 3 - it may otherwise be entitled pursuant to law, including, but not limited to, the Local Government Prompt Payment Act, as amended, (50 ILCS 50111, et seq.) or the Illinois Interest Act,as amended(815 ILCS 205/1,et seq.). The parties hereto further agree that any action by the CONTRACTOR arising out of this AGREEMENT must be filed within one(1) year of the date the alleged cause of action arose or the same will be time-barred. 10. INDEMNIFICATION To the fullest extent permitted by law, CONTRACTOR agrees to and shall indemnify, defend and hold harmless the CITY,its officers,employees,agents,boards and commissions from and against any and all claims,suits,judgments,costs,attorneys fees,damages or other relief,including,but not limited to,workers' compensation claims,in any way resulting from or arising out of negligent actions or omissions of the CONTRACTOR in connection herewith,including negligence or omissions of employees or agents of the CONTRACTOR arising out of the performance of this Agreement. In the event of any action against the CITY,its officers,employees,agents,boards or commissions,covered by the foregoing duty to indemnify,defend and hold harmless such action shall be defended by legal counsel of the CITY's choosing. The provisions of this paragraph shall survive any expiration,completion and/or termination of this Agreement. 11. 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. 12. INSURANCE A. Comprehensive Liability. The CONTRACTOR shall provide,pay for and maintain in effect, during the term of this Agreement, a policy of comprehensive general liability insurance with limits of at least$1,000,000 aggregate for bodily injury and $1,000,000 aggregate for property damage. The CONTRACTOR shall deliver to the DIRECTOR a Certificate of Insurance naming the CITY as additional insured. The policy shall not be modified or terminated without thirty(30) days prior written notice to the DIRECTOR. The Certificate of Insurance shall include the contractual obligation assumed by the CONTRACTOR under Paragraph 10 entitled "Indemnification". This insurance shall be primary and non-contributory to any other insurance or self- insurance programs afforded to the CITY. There shall be no endorsement or modification of this insurance to make it excess over other available insurance. - 4 - B. Comprehensive Automobile Liability. Comprehensive Automobile Liability Insurance covering all owned,non-owned and hired motor vehicles with limits of not less than $500,000 per occurrence for bodily injury and/or property damage. C. Combined Single Limit Policy. The requirements for insurance coverage for the general liability and auto exposures may be met with a combined single limit of $1,000,000 per occurrence subject to a$1,000,000 aggregate. D. Professional Liability. The CONTRACTOR shall carry CONTRACTOR's Professional Liability Insurance covering claims resulting from error, omissions or negligent acts with a combined single limit of not less than$1,000,000 per claim.A Certificate of Insurance shall be submitted to the DIRECTOR as evidence of insurance protection. The policy shall not be modified or terminated without thirty (30) days prior written notice to the DIRECTOR. 13. MONITORING OF CONTRACTOR VEHICLES CONTRACTOR agrees to permit the CITY to monitor the CONTRACTOR's vehicles used in connection with providing the inspection and other services to the CITY pursuant to this Agreement. In connection therewith, the CONTRACTOR shall permit the CITY, through the CITY's agents,to install Global Positioning Satellite("GPS")monitoring devices on the CONTRACTOR's vehicles to be utilized by the CONTRACTOR and its employees in connection with providing the services to the CITY pursuant to this Agreement. It is further agreed and understood that the CITY may use any such GPS data for any and all purposes as determined by the CITY, including, but not limited to, to monitor and evaluate CONTRACTOR's performance of this Agreement and that CONTRACTOR, on behalf of itself, its officers, employees and agents, expressly agrees to same. 14. 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, 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. - 5 - 15. 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, which the CITY may withhold in its sole discretion. 16. DELEGATIONS AND SUBCONTRACTORS Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and other provisions of this Agreement and the CONTRACTOR shall remain liable to the CITY with respect to each and every item,condition and other provision hereof to the same extent that the CONTRACTOR would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. Any proposed subcontractor shall require the CITY's advanced written approval. 17. 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. It is agreed and understood that the CONTRACTOR is serving in the status as an independent contractor of the CITY. 18. SEVERABILITY The parties intend and agreed that, if any paragraph, sub-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. 19. 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. 20. 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 or in a duly executed amendment hereof, or change order as herein provided. - 6 - 21. 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. 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. 22. NEWS RELEASES The CONTRACTOR may not issue any news releases without prior approval from the DIRECTOR, nor will the CONTRACTOR make public statements relating to this Agreement without prior written approval from the DIRECTOR prior to said matters becoming matters of public record. 23. COOPERATION WITH OTHER CONTRACTORS The CONTRACTOR shall cooperate with any other contractors in the CITY's employ or persons or any work associated with the PROJECT. 24. INTERFERENCE WITH PUBLIC CONTRACTING The CONTRACTOR 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 or federal statute regarding bid rigging. 25. SEXUAL HARASSMENT As a condition of this contract, the CONTRACTOR 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. - 7 - A copy of the policies shall be provided by CONTRACTOR to the Department of Human Rights upon request 775 ILCS 5/2-105. 26. SUBSTANCE ABUSE PROGRAM. As a condition of this agreement, CONTRACTOR shall have in place a written substance abuse prevention program which meets or exceeds the program requirements in the Substance Abuse Prevention Public Works Project Act at 820 ILCS 265/1 et seq. A copy of such policy shall be provided to the City's Assistant City Manager prior to the entry into and execution of this agreement. 27. WRITTEN COMMUNICATIONS All recommendations and other communications by the CONTRACTOR to the DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The DIRECTOR may also require other recommendations and communications by the CONTRACTOR be made or confirmed in writing. 28. 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 the CITY: Marc Mylott, Community Development Director City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 With a copy to: William A. Cogley, Corporation Counsel City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to the CONTRACTOR: Wanda Piccolo, CEO and Owner B & F Construction Code Services, Inc. 2420 Vantage Drive Elgin, Illinois 60124 - 8 - 29. SCREENING OF CONTRACTOR'S EMPLOYEES CONTRACTOR's inspectors assigned to the PROJECT pursuant to this AGREEMENT shall,prior to performing services hereunder,undergo a criminal history background check and drug screening examinations in the manner performed on new employees of the CITY. CONTRACTOR and its employees shall sign the necessary forms to allow the CITY to perform such criminal history background checks and drug screening examinations. The CITY reserves the right to reject any proposed inspectors of the CONTRACTOR based on the results of such criminal history background checks and drug screening examinations. 30. COMPLIANCE WITH LAWS Notwithstanding any other provision of this AGREEMENT it is expressly agreed and understood that in connection with the performance of this AGREEMENT that the CONTRACTOR shall comply with all applicable federal, state,city and other requirements of law,including,but not limited to,any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees. Without limiting the foregoing, CONTRACTOR hereby certifies, represents and warrants to the CITY that all CONTRACTOR's employees and/or agents who will be providing products and/or services with respect to this AGREEMENT shall be legal residents of the United States. CONTRACTOR shall also at its expense secure all permits and licenses,pay all charges and fees and give all notices necessary and incident to the due and lawful prosecution of the work, and/or the products and/or services to be provided for in this AGREEMENT. The CITY shall have the right to audit any records in the possession or control of the CONTRACTOR to determine CONTRACTOR's compliance with the provisions of this paragraph. In the event the CITY proceeds with such an audit the CONTRACTOR shall make available to the CITY the CONTRACTOR's relevant records at no cost to the CITY. CONTRACTOR shall pay any and all costs associated with any such audit. [SIGNATURE PAGE FOLLOWS] - 9 - IN WITNESS WHEREOF,the parties hereto have entered into and executed this agreement effective as of the date and year first written above. CITY OF ELG By: r� Sean Stegall, City Man r Attest &"&' City Clerk CONTRACTOR: B A S7 R vC1l oi-J C0,011 SWIU E S By: J JaAly Name/Print: G✓ tx Z 1"r Title: V i U - P cIS tog' 3 I- fAcode admin\pm division\vacant building ordinance\consultant agreement 2015-b f technical code services.doc - 10 - EXHIBIT A SCOPE OF SERVICES A.1. When used within this Exhibit A,and as established by Chapter 16.42 of the Elgin Municipal Code, 1976, as amended, the words below shall have the meaning immediately following said word. Where these words appear within this Exhibit A, they appear in all uppercase letters. A.1.1. BUILDING: Any residential structure, or portion thereof, containing one or more dwelling units used or intended to be used for human habitation. A.1.2. OWNER: Any person, agent, operator, firm, or corporation having a legal or equitable interest in a property; or recorded in the official records of the State, county,or municipality as holding title to the property;or otherwise having control of the property,including the guardian of the estate of any such person,and the executor or administrator of the estate of such person if ordered to take possession of real property by a court. A.1.3. VACANT BUILDING: A building or portion of a building which is: A.1.3.1. Unoccupied and unsecured; or, A.1.3.2. Unoccupied and secured by boarding or other similar means for more than thirty(30) days; or, A.1.3.3. Unoccupied and a dangerous structure; or, A.1.3.4. Unoccupied as a result of having been declared unsafe for occupancy by the Director pursuant to applicable provisions of the Elgin Municipal Code, 1976, as amended; or, A.1.3.5. Unoccupied and having multiple violations of the Elgin Municipal Code, 1976, as amended; or, A.1.3.6. Unoccupied and the building or its premises have been the site of unlawful activity at any time while unoccupied,or at any time during the previous six (6) months whether occupied or not; or, A.1.3.7. Unoccupied as a result of having been condemned or declared unsafe for occupancy by the Director and unlawfully occupied; or, A.1.3.8. Unoccupied for over sixty (60) days and during which time the Director has issued an order to correct public nuisance conditions and the same have not been corrected in a code compliant manner; or, A.1.3.9. Unoccupied and the subject of either pending mortgage foreclosure proceedings or mortgage foreclosure proceedings that have been completed within the past two(2)years and the building has not since been reoccupied. A.1.3.10. Unoccupied for over one year. A.1.3.11. But not including unoccupied buildings which are undergoing construction, renovation, or rehabilitation and which are in compliance with all applicable ordinances, codes, legislation, and regulations,and for which construction,renovation or rehabilitation is proceeding diligently to completion. A.2. CONTRACTOR shall determine which BUILDINGS are VACANT BUILDINGS and establish and implement a methodology approved by the DIRECTOR that regularly reviews BUILDINGS to quickly and effectively identify and process BUILDINGS as they become VACANT BUILDINGS. A.2.1. In the form of a report to the DIRECTOR, CONTRACTOR shall provide its initial determination of VACANT BUILDINGS within 90 days of the date the contract is awarded (hereinafter referred to as the "resulting contract'). A.2.2. CONTRACTOR shall be responsible, at its cost, for making any necessary contractual and financial arrangements with third-party data providers if CONTRACTOR suggests that such data is integral to determining VACANT BUILDINGS. A.2.3. When available, the City shall provide data to CONTRACTOR, provided CONTRACTOR signs a release acknowledging that it will use the data for the sole purpose of providing these determinations. A.2.4. When requested, the City shall provide written consent and/or verification of the request to other public agencies for the purpose of securing data whose sole purpose is providing these determinations. A.3. CONTRACTOR shall identify and notify OWNERS of VACANT BUILDINGS to register with the CITY. CONTRACTOR shall enter OWNER information into City code enforcement software. A.4. CONTRACTOR shall advise the City as to which OWNERS the City shall invoice for registration services. A.S. CONTRACTOR shall provide documentation rebutting appeals of VACANT BUILDING determinations, if any, to the City Manager or his or her designee. A.6. CONTRACTOR shall review,draft proposed modifications,and submit recommendations to DIRECTOR with respect to the approval and/or disapproval of appropriate plans of action - 12 - for the repair, abatement of public nuisances, and on-going maintenance of each VACANT BUILDING (hereinafter referred to as "Vacant Building Plans"). A.7. CONTRACTOR shall provide documentation rebutting appeals of modified "Vacant Building Plans", if any, to the City Manager or his or her designee. A.8. CONTRACTOR shall verify and maintain records of conformance with insurance requirements for VACANT BUILDINGS. A.9. CONTRACTOR shall schedule and conduct exterior and interior inspections of VACANT BUILDINGS. A.9.1. CONTRACTOR shall be responsible for contacting OWNERS and scheduling, conducting, and recording (on paper and electronically) inspections of VACANT BUILDINGS. A.9.2. CONTRACTOR shall conduct inspections in accordance with City Code and the applicable International Property Maintenance Code (including its referenced standards) as adopted and amended from time to time by the City of Elgin, all of which is hereinafter termed "applicable codes". A.9.3. CONTRACTOR shall provide the training necessary to ensure that all inspectors have sufficient knowledge of the "applicable codes" and current methods of inspection. A.9.4. CONTRACTOR must provide transportation for its employees and furnish the necessary tools and equipment for use in conducting routine inspections of VACANT BUILDINGS, which includes but may not be limited to the following: A.9.4.1. A flashlight with a nonconductive case for inspecting building systems in locations where sufficient natural or artificial light is not available. A.9.4.2. A nonconductive safety hat. A.9.4.3. Safety shoes. A.9.4.4. A digital camera with the date and time stamp feature engaged. A.9.4.5. A copy of the applicable ordinances and regulations of the City of Elgin. A.9.4.6. Any other equipment necessary to carry out properly and safely the functions and duties described within this Request for Proposals. A.9.5. CONTRACTOR shall advise the City as to which OWNERS the City shall invoice for inspection services. - 13 - A.9.6. CONTRACTOR may observe all City of Elgin holidays, and all work under this Exhibit A shall be performed during regular working hours of regular working days of the City of Elgin Government, unless otherwise ordered by DIRECTOR. A.M. CONTRACTOR, at its option, and with the consent of the OWNER, may work on Federal, State, or City holidays or hours other than regular working hours, if such work is at no additional cost to the City of Elgin and/or OWNERS. A.9.8. CONTRACTOR shall provide to each OWNER a written report of the results of the initial inspection within thirty (30) days of conducting said inspection. This initial inspection report shall include all items required to be abated or corrected by the OWNER. Said report shall include a reasonable date by which code compliance shall be achieved and specify that, on this reasonable date and at a reasonable time, the firm shall conduct a re-inspection. A.9.9. CONTRACTOR shall re-inspect VACANT BUILDINGS until code compliance is achieved. If compliance is not achieved at the first re-inspection, CONTRACTOR shall provide an updated inspection report to the OWNER on-the-spot,which report shall note the outstanding issue(s)and a date and time for re-inspection. Subsequent re-inspections shall be scheduled reasonably in relation to the work necessary to achieve compliance; however, no re-inspection shall be scheduled for more than thirty (30) days beyond the date when written documentation is provided to the OWNER. CONTRACTOR shall continue to schedule and conduct periodic re- inspections until code compliance is achieved. Once CONTRACTOR has inspected the VACANT BUILDING and visually verified that compliance has been achieved, CONTRACTOR shall: A.9.9.1. Within one(1)business day of the inspection,make necessary marks upon paper and electronically such that the City may issue a real estate transfer stamp; and A.9.9.2. Within three (3) business days of the inspection, mail or otherwise make available to the OWNER a Certificate of Code Compliance for Vacant Buildings. A.9.I O.After the second re-inspection,and where CONTRACTOR finds that an OWNER is either not responding to inspection reports or not working diligently to achieve compliance,CONTRACTOR shall notify DIRECTOR of same,advising the City of the necessity to pursue an enforcement action, either through the City of Elgin Administrative Adjudicator or the Cook or Kane County Circuit Court judge. A.9.11.All inspections,workmanship, and/or equipment shall be subject to examination by DIRECTOR at any and all times during the course of the work related to this Exhibit A and at any and all places where CONTRACTOR is conducting said work. DIRECTOR shall have the right to reject insufficient, incomplete, erroneous, or - 14 - otherwise defective inspections or reports and require resubmission within five (5) working days at no cost to the OWNER or City. A.9.12.When requested by an OWNER,CONTRACTOR shall conduct an initial inspection within five(5)business days of the request. When a re-inspection is requested by an OWNER, CONTRACTOR shall conduct said inspection within three (3) business days. A.9.13.CONTRACTOR will not be asked to conduct inspections upon work which requires the prior issuance of a building or trades permit from the City of Elgin. Such inspections shall remain the responsibility of a City building inspector. A.10. CONTRACTOR shall conduct periodic re-inspections as necessary to ensure on-going compliance with"Vacant Building Plans". If CONTRACTOR has issued a Certificate of Compliance for Vacant Buildings, such inspections may be scheduled no more than forty- five (45) days apart. A.11. CONTRACTOR shall use all lawful means necessary to fully enforce the ordinance. A.11.LCONTRACTOR shall assist the City in the preparation and filing of necessary documents with the City of Elgin Administrative Adjudicator or the Cook or Kane County Circuit Court judge,as needed. Compensation shall be as established within Paragraph 4 of the Agreement to which this Exhibit A is attached. A.11.2.CONTRACTOR shall be well prepared when assisting the City with the prosecution of a matter before the City of Elgin Administrative Adjudicator or the Cook or Kane County Circuit Court judge. If required by the City, the firm shall attend hearings, prepare necessary exhibits,provide testimony,and conduct any necessary additional inspections related to a matter before the adjudicator or judge. Compensation shall be as established within Paragraph 4 of the Agreement to which this Exhibit A is attached. A.11.3.Upon the review and approval of the appropriate credentials,the City shall authorize employees of CONTRACTOR to have full force and effect as City of Elgin code enforcement officers. The City will reserve the right at any time to revoke such individual authorization or to otherwise order an employee of CONTRACTOR to cease work in relation to the ordinance. A.12. CONTRACTOR shall investigate all complaints and/or incidents relating to VACANT BUILDINGS. A.13. CONTRACTOR shall provide immediate contact to DIRECTOR. A.13.1.In an instance where DIRECTOR determines that the immediate services of CONTRACTOR are necessary because of an immediate threat to health, safety, or welfare, DIRECTOR shall be able to contact a CONTRACTOR supervisor by - 15 - telephone immediately, and CONTRACTOR shall provide an inspector within four (4) hours. A.13.2.DIRECTOR shall be able to contact CONTRACTOR inspectors by mobile phone from 7 a.m. to 6 p.m., Monday through Saturday. A.13.3.CONTRACTOR shall agree to meet with DIRECTOR at reasonable times and with reasonable notice. A.14. CONTRACTOR shall ensure real-time access to any and all information required by City departments and agencies,especially the Community Development Department and the City Clerk's Office. All records,data,and files created from the performance of duties outlined in this document are the property of the City of Elgin and shall be available to DIRECTOR at all times. A.15. CONTRACTOR shall provide other services or enact other practices that may be necessary to ensure the policy objectives of Chapter 16.42 of the Elgin Municipal Code, 1976, as amended, are met. A.16. CONTRACTOR shall create and provide all necessary forms and templates for letters, notices, signs, certificates, and other written communications. City staff shall review and approve all draft forms and templates prior to their use. City staff shall provide electronic seals, logos, and/or insignias such that written communications have the effect of a written communication on behalf of the City of Elgin. A.17. CONTRACTOR shall track and report figures regarding the workload indicators outlined within this subsection A.17. CONTRACTOR shall provide said figures within the monthly Progress Reports required within the Agreement to which this Exhibit A is attached. A.17.1.Number of new VACANT BUILDINGS identified, number of VACANT BUILDINGS occupied, and running total of all VACANT BUILDINGS. A.17.2.Number of appeals of VACANT BUILDINGS determinations received. A.17.3.Number of initial inspections conducted, including: A.17.3.1. Number of such inspections which passed or failed; A.17.3.2. Number of such inspections requested by an OWNER; and A.17.3.3. The longest and the average time required to conduct an OWNER- requested initial inspection. A.17.4.Number of re-inspections conducted, including: A.17.4.1. Number of such inspections which passed or failed; - 16 - A.17.4.2. Number of such inspections requested by an OWNER; and A.17.4.3. The longest and the average time required to conduct an OWNER- requested re-inspection. A.17.5.Number of"Vacant Building Plans"received, reviewed, and the results thereof A.17.6.Number of appeals of"Vacant Building Plan"determinations received. A.17.7.Number of Certificates of Compliance for Vacant Buildings issued. A.17.8.Number of periodic inspections of VACANT BUILDINGS for compliance with Certificate of Compliance for Vacant Buildings and associated "Vacant Building Plans"and the results thereof. Other like indicators as determined necessary to allow the City to monitor the effectiveness of the firm and Ordinance G54-10. - 17 - EXHIBIT B PROJECT SCHEDULE B.I. Determine Vacant Bldgs 90 days from Date of Contract(DOC) Establish Methodology to Identify Future Vacant Bldgs 45 days from DOC B.2. Notify Owners of Vacant Bldg Determination 7 days after B.I. Complete Notify City to Invoice Owners ($200) Initiate 15 days After Date of Notice of Determination Rebut Appeals of Vacant Bldg Determinations wi/5 days of Receipt of Appeal B.3. Process Registrations wi/10 days of Receipt of Registration Enter Registration Info wi/City System Verify & Maintain Insurance Requirements Schedule Exterior & Interior Inspection Notify City to Invoice Owners ($500) After Confirming Date/Time of Inspection B.4. Conduct Initial Inspection wi/approximately 14 days of Receipt of Registration Send Owner Written Report including Review, Modification (if necessary), and Approval of Vacant Bldg Plans wi/30 days of Initial Inspection Rebut Appeals of Vacant Bldg Plans wi/5 days of Receipt of Appeal B.S. Conduct Re-Inspection(s) As Necessary until Compliance, See Time Frames wi/Exhibit A B.6. Conduct Compliance Insepctions <Every 45 days after Compliance