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HomeMy WebLinkAbout97-270 Resolution No. 97-270 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH DAHLQUIST AND LUTZOW ARCHITECTS, LTD. (Community Crisis Center) BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Robert O. Malm, Interim City Manager, be and is hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Dahlquist and Lutzow Architects, Ltd. for remodeling of the Community Crisis Center, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: December 3, 1997 Adopted: December 3, 1997 Omnibus Vote: Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT This Agreement made and entered into this %M day of 14.1k.e Q.w•��- , 1997 , by and between the City of Elgin, an Illinois municipal corporation, (hereinafter referred to as the "City" ) and Dahlquist and Lutzow Architects, Ltd. , an Illinois corporation, (hereinafter referred to as "Architects" ) . WITNESSETH WHEREAS, the City of Elgin has issued a Request for Proposals identified as #97-081 pursuant to the Federal Community Development Block Grant Program to provide for building renovation for a health clinic for the Community Crisis Center located at 37 S. Geneva Street, Elgin, Illinois, a copy of such proposal being attached hereto as Exhibit 1 (hereinafter referred to as the "Request for Proposals" ) ; and WHEREAS, the Architects have submitted a proposal for the requested work at the Community Crisis Center pursuant to Architect' s proposal dated September 10, 1997 , a copy of which is attached hereto as Exhibit 2 (hereinafter referred to as "Architect ' s Proposal" ) ; and WHEREAS, after evaluating various proposals for the subject building renovation work for the Community Crisis Center the City has determined that the Architect ' s Proposal attached hereto as Exhibit 2 should be accepted and that the Architects should proceed with the requested work pursuant to the terms and conditions of this agreement. NOW, THEREFORE, for and in consideration of the mutual agreements set forth herein and in the attached Request for Proposals and Architect' s Proposal, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows : 1 . That the foregoing recitals are incorporated into this agreement in their entirety. 2 . That the Architects are hereby retained by the City of Elgin to perform architectural services consisting of building renovation for a health clinic at the Community Crisis Center at 37 S . Geneva Street, Elgin, Illinois . The terms of and compensation for the Architect' s services shall be as set forth in the attached Request for Proposals and Architect' s Proposal attached hereto as Exhibits 1 and 2 . 3 . That this agreement constitutes the entire agreement between the parties hereto and may not be amended without the express written agreement executed by the parties hereto. IN WITNESS WHEREOF the parties have executed and entered into this agreement on the date and year first written above. CI X-OF LG DAHLQUIST AND LUTZOW ARCHITECTS LTD. By 1"-- By // ‘/ C t anager Its VZ.45Lp / Attest: Attest: City Clerk .s CITY OF ELGIN REQUEST FOR PROPOSALS #97-081 I. Purpose Of Request Proposals are invited from qualified firms interested in developing plans and specifications and conducting construction monitoring for the following renovation project. The bidding and award of bid for this project will be done by the City- of Elgin Purchasing Department. The requested plans and specifications and construction monitoring is for the following project: The Community Crisis Center, 37 S . Geneva Street, Elgin, Illinois . Project: Building Renovation for Health Clinic. II . Background All of the proposed .work is funded through the federal Community Development Block Grant Program. _ The Community Crisis Center operates an off site Health Clinic (currently located at 6 N. State Street, Elgin, Illinois) . The Health Clinic will be relocated to unused basement space at the Community Crisis Center, 37 S . Geneva Street in order to decrease overhead cost, more efficiently use staff and volunteers, and increase the square footage of the clinic . The Health Clinic provides primary medical care for people who are not covered by insurance and are unable to pay for their care. The renovation project will convert approximately 1,390 square feet of unused basement space that will include revisions to existing floors, walls, ceiling, windows and entrances . Plumbing, electrical, telephone, and the division of floor space to include waiting and screening areas, an ADA accessible public rest room, three exam rooms and storage space will be added. The Health Clinic must be ADA accessible. The basement has in place a fire alarm, security alarm and sprinkler system; several windows allow natural lighting and there is a separate entrance to the Crisis Center' s north parking lot area. The Community Crisis Center is listed as a significant structure on the Illinois Historic Structures Survey and is located in the Elgin Historic District. Plans and specifications shall meet the requirements of the Illinois Historic Preservation Agency. Plans and specifications will be reviewed and approved by the Agency prior to the bidding of the project. Exhibit 1 • • All exterior changes to the structures on the property shall conform to the Elgin Design Guideline Manual and shall be approved by a Certificate of Appropriateness (COA) , prior to construction. For any site visits contact: Community Crisis Center Ms . Lisa Sampson 37 S . Geneva Street Elgin, Illinois 60120 ( 847 ) 697-2380 III. Project Budget Health Clinic Renovation $100,000 . 00 Note: The above project budget includes all costs associated with the project (plans, specifications, bid advertisement and construction) . IV. Scope of Work The selected firm is expected to prepare plans and specifications for the subject work items . The plans and specifications developed must be in compliance with all building, fire and other applicable codes and ordinances of the City of Elgin as well as federal and state regulations . The scope of work for this request is as follows : 1 . Inspection of the existing building. A written assessment of the existing conditions . 2 . Development of plans and specifications accompanied by a cost estimate of the work proposed. Draft plans and specifications shall be submitted to the City of Elgin for review and comment prior to submission of final • plans and specifications . In general, city review of the draft material should not exceed two weeks . 3 . Provision of 15 copies of the final plans and specifications for the purposes of bidding the work. 4 . The City of Elgin will conduct the bidding of the proposed work including advertising, solicitation and bid award. 5 . Review of the bid proposals submitted to the City of Elgin accompanied by a recommendation for bid award. 2 nr-nnnnn /n,7mr,vm /nnnnrn ❑r• /nnDn O /DTm CL'T //'r'ur'Q7 (1Q • 6 . Construction monitoring of the awarded construction work to assure compliance with the plans and specifications and acceptability of work performance. Review and approval of requested payouts - prior to submission to the City of Elgin for payment. Approval of final work and final payment. V. Proposal Requirements For the work to be undertaken - provide the following information in the proposal : 1 . Personnel to -be involved in the development of the plans and specifications and construction monitoring of the project. 2 . Provide a separate architectural/engineering cost for the project to be undertaken. The costs shall be firm, fixed costs including any and all expenses ( including any reimbursable costs) . 3 . Provide a time schedule for completion of the project documents . 4 . Additional Services : Identify any additional needed services that should be provided by the City of Elgin or the Community Crisis Center. Identify any additional services that will be needed through a separate contract in order to provide the end product. 5 . Site Inspection: Bidders shall inform themselves of the condition of the site and applicable City and State laws , obstacles to be encountered and all other relevant matter concerning the work to be performed. The City shall not be obligated in any way by reason of any matter or thing, concerning that which such bidder might have so informed of themselves prior to the bidding. 6 . Insurance: The architect/engineer shall furnish a Certificate of Insurance indeminfying and saving harmless the City of Elgin. The insurance coverages shall not be less than the amounts stipulated below: City of Elgin and Community Crisis Center shall also be named as an "Additional Insured" on said Certificate . Workman' s Compensation Statutory Comprehensive General Liability and Property Damage $1, 000 ,000 . • RFP4204/PZTEXT/4000CD .BG/CDBG. 96/PJT. SEL/CCHC42 . 04 7 . Qualifications/References Your proposal shall include the following: a. Qualifications of Project Personnel . b. Listing of previous similar projects . c . List of all sub-consultants who would be working on this project. d. References (including names, addresses & telephone numbers) . 8 . Summary All parties interested in bidding should contact the Community Crisis Center,_ Ms . Lisa Sampson, 37 S . Geneva Street, Elgin, IL 60120, (847)- 697-2380 for any site visits . All bids are due in the Purchasing Office on or before 11 : 00 A.M. on September 10, 1997 . For futher information contact Veronica Bell at (847) 931-5910 . VI . Proposal Submission 1 . Proposals must be received on or before 11 : 00 A.M. on September 10, 1997 . All proposals shall be submitted to : Mr. Michael Sarro Purchasing Director City of Elgin 150 Dexter Court Elgin, IL 60120 Telephone: (847) 931-5607 Fax: (847) 931-6075 2 . Provide three copies of the submitted proposal . 3 . The City of Elgin reserves the right to accept or reject, either in whole or in part, any and all submittals in response to this request, with or without cause, and to waive informalities in any submittals which are in the best interest of the City. 4 . The City of Elgin is not liable for any cost incurred prior to the execution of a written agreement, contract or purchase order. 5 . City Ownership of Contract Products . All products produced in response to the contract resulting from this request will be the sole property of the City of Elgin and the Community Crisis Center. This includes 4 RFP4204/PZTEXT/4000CD.BG/CDBG. 96/PJT.SEL/CCHC42 . 04 all plans, specifications and reproducible copy(s) of plans/drawings prepared for the proposed work. 6 . The City reserves the right to contact any reference or any client listed in the documents . VI . Evaluation of Proposals Project proposals will be evaluated by the City of Elgin — based upon the following criteria: 1 . Adequacy and completeness of the proposal with regard to the information specified in the Request. 2 . The availability of the firm' s staff to work on the project. 3 . Previous background and experience relevant to the project to be undertaken. 4 . Estimated time to complete the plans and specifications for the project. 5 . Demonstrated ability to work with governmental inspectors , plan examiners and other officials . 6 . Cost for the preparation of plans and specifications and construction monitoring. 5 raroa/naip7m vm/4nnnrn . pc/rnPc . 95fpJT. SEL/CCHC42 . 04 • DAHLQUIST and LUTZOW architects, ltd. September 10, 1997 Mr. Michael Sarro Purchasing Director City of Elgin 150 Dexter Ct. Elgin, IL 60120 Re: Community Crisis Center Proposal City of Elgin Dear Michael: We are pleased to submit our proposal for the Health Clinic located at the Community Crisis Center. The proposal covers design services for interior and exterior remodeling of Waiting and Screening Rooms, Offices, Exam Rooms and Storage Areas. Under the Center's Ms. Lisa Sampson's direction, we will use the existing designated rooms for accessible Conference and Toilet Facilities. We propose to furnish all Architectural and Engineering Services for an Assessment of Existing Facilities, Construction Documents (Plans and Specs), Bidding and Negotiations, and Construction Administration for a cost of$10,500. This includes reimbursable costs for 15 sets of Bid Documents as directed in the Proposal. We will use as key staff on this project Bruce Dahiquist, Partner, and myself, John Roberson as Project Architect. We both have been very active in Preservation and social issues in the Elgin Area over many years. We propose a time frame of four to six weeks for completion of the Contract Documents, additional services would include testing for lead in paint and another survey for asbestos other than that previously removed from piping. Please see the attached Certificate of Insurance form for our liability amounts. If accepted, we would certainly provide a copy with the City of Elgin and the Community Crisis Center listed as additional insured. We look forward to working with you on this project. Please call if you have any questions. Sincerely, John W. Roberson, AIA enclosures WCC Exhibit 2 WAPROP-9TELGIMCLIMC.WPD 462 N. McLean Boulevard, Elgin, Illinois 60123 847-742-4063 FAX 847-742-9734 10 Calendar Court, La Grange, Illinois 60525 708-354-3488 f FAX 708-354-0024 CITY OF ELGIN, ILLINOIS • AFFIRMATIVE ACTION/CERTIFICATION REQUIREMENTS Please submit the completed and signed forms along with your proposal . No proposal will be accepted without this information. A. To assure compliance with the City of Elgin' s Affirmative Action Ordinance, all contractors and vendors, herein referred to as "bidders" , are requested to submit the following information: 1 . Workforce Analysis using the enclosed Bidder' s Employee Utilization form. 2 . Provide the information required by Item #3 on the employee utilization form if the answer to Question 2 on the form is "yes" . . LAST BID CONTRACT PREDATES FORM 3 . Provide a written commitment outlining the steps that the ' bidder plans to take in the area .of recruitment and- promotion of minorities and females to assure equal employment opportunity. (A copy of the bidder's affirmative action plan may be submitted in lieu of this requirement. ) SEE ATTACHED PLANS B. The undersigned certifies that the offerer is not delinquent in the payment of any ' tax administered by the Illinois Department -of Revenue unless there is a pending proceeding contesting the tax. C . The undersigned certifies that the offerer is not barred from offering on this solicitation as a result of a conviction for the violation of State law prohibiting bid-rigging or bid rotating. D . The successful Bidder agrees that upon acceptance by the City, the executed Invitation to Bid along with all instructions , conditions, and specifications attached thereto constitute a binding contract which may be enforced by the City. Signature/Title 7L5hver rr Company Name DAHLQUIST & LUTZO ARCHITECTS LTD. Address 462 N. MCLEAN BLVD. ELGIN, IL. 60123 Phone Number 847/ 742-4063 FEIN No . 36-3621627 tell. 4/20/94 BIIIiiii S jjy_pLoyiii j . tifiLizArflo_\ FcRv 1 This report is required by the City of Elgin and shall be submitted before the contract can be awarded. . Chapter 3.12.1000 Affirmative Action — City Contracts 1. Name and Address_ of Bidder Description of Project DAHLQUIST & LUTZOW, ARCHITECTS, LTD. COMMUNITY CRISIS CFNIFR 4A7 N. MCLEAN BLVD. OFFICE REMODELING / HFAITH fFNTER ELGIN, IL 60123 American• . To tat .. JOB CATGORIS Employees Blacks Hispanics Asians Indian Other er Miaority FP-+a1 e CAE GORES Y F Y F Y I Y F Y F Y F % % ? 0 0 PRTNCTPAL o n • VICE PRESIDENTS 2 . PROJECT MANAGERS 2 n n PROJECT ARCHITECT 7 1 - n 1 INTERN ARCHITECTS 7 3 0 3 SECRETARfAL 0 3 _ - 3 3 TOTALS 27 . 3 7 f.. e d it cs.1 �d ilk ? otx No. Ikte aced ,<,.. 1 e� 1 4 ?l 10eNi-r 847/742-4063 9/10/97 - - 2. Have iou ever been awarded a. bid by the City Oof Elgin? fx l YES 1 1 the G n. IS the answer to #2 is yes, please submit a copy of Employee Utilization Form that was sub mtled with co you Iasi successful bid along with a f�1Zly oo p y of this form- '.LAST CONTRACT PREDATES FORM der- 4. If the statistical, u data provided above shows n utilization of minority and/or female, please submit, according to the guideline provided in. the attached doaurnent, 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. Rev. 6/15/92 EMPLOYMENT POLICIES EOUAL EMPLOYMENT OPPORTUNITIES • It is the policy of Dahlquist&Lutzow Architects, Ltd. (the "Company") to afford Equal Employment Opportunities regardless of race, religion, color, national origin, or sex. Further, all applicable laws relating to age, marital status, and disability discrimination will be strictly adhered to. This policy of Equal Employment applies to all aspects of the employment relationship. SEXUAL HARASSMENT It is the policy of the Company to maintain a work environment free of unlawful discrimination for all employees. Sexual harassment is unacceptable conduct which violates this policy. Sexual harassment encompasses a wide range of unwanted, sexually directed behavior, and has been defined in the following manner: "Unwelcome sexual advances, requests for sexual favors, and other verbal or physical . conduct of a sexual nature constitute sexual harassment 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 an individual is used as the basis for employment decisions affecting such individual; or (3) such conduct has the purpose or effect of unreasonable interference ► with an individual's work performance or creating an intimidating, hostile or offensive working environment." Sexual harassment applies to the conduct of a supervisor toward a subordinate, an employee • toward another employee, a non-employee toward an employee, or an employee toward an applicant for employment. Sexual harassment can apply to conduct outside the workplace as well as on the work site. Employees who wish to register a complaint may do so through any appropriate member of management. r Allegations of sexual harassment will be investigated thoroughly. The facts will determine the response to each allegation. Substantiated acts of sexual harassment will be met with ► appropriate disciplinary action up to and including termination. All information regarding any specific incident will be kept confidential within the necessary boundaries of the fac-finding process, and no reprisals against the employee reporting the allegation of sexual harassment will be tolerated. 4 . AGREEMENT �l,, This Agreement made and entered into this Y��Z day of , 1997, by and between the City of Elgin, an Illinois municipal corporation, (hereinafter referred to as the "City" ) and Dahlquist and Lutzow Architects, Ltd. , an Illinois corporation, (hereinafter referred to as "Architects" ) . WITNESSETH WHEREAS, the City of Elgin has issued a Request for Proposals identified as #97-081 pursuant to the Federal Community Development Block Grant Program to provide for building renovation for a health clinic for the Community Crisis Center located at 37 S . Geneva Street, Elgin, Illinois, a copy of such proposal being attached hereto as Exhibit 1 (hereinafter referred to as the "Request for Proposals" ) ; and WHEREAS, the Architects have submitted a proposal for the requested work at the Community Crisis Center pursuant to Architect ' s proposal dated September 10, 1997 , a copy of which is attached hereto as Exhibit 2 (hereinafter referred to as "Architect ' s Proposal" ) ; and WHEREAS, after evaluating various proposals for the subject building renovation work for the Community Crisis Center the City has determined that the Architect ' s Proposal attached hereto as Exhibit 2 should be accepted and that the Architects should proceed with the requested work pursuant to the terms and conditions of this agreement. NOW, THEREFORE, for and in consideration of the mutual agreements set forth herein and in the attached Request for Proposals and Architect' s Proposal, and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows : 1 . That the foregoing recitals are incorporated into this agreement in their entirety. 2 . That the Architects are hereby retained by the City of Elgin to perform architectural services consisting of building renovation for a health clinic at the Community Crisis Center at 37 S . Geneva Street, Elgin, Illinois . The terms of and compensation for the Architect' s services shall be as set forth in the attached Request for Proposals and Architect' s Proposal attached hereto as Exhibits 1 and 2 . 3 . That this agreement constitutes the entire agreement between the parties hereto and may not be amended without the express written agreement executed by the parties hereto. IN WITNESS WHEREOF the parties have executed and entered into this agreement on the date and year first written above. CITY OFrEL IN DAHLQUIST AND LUTZOW ARCHITECTS, LTD. By By Ci Manager Its Attest: Attest: City Clerk • 1 CITY OF ELGIN REQUEST FOR PROPOSALS #97-081 I. Purpose Of Request Proposals are invited from qualified firms interested in developing plans and specifications and conducting construction monitoring for the following renovation project. The bidding and award of bid for this project will be done by the City- of Elgin Purchasing Department. The requested plans and specifications and construction monitoring is for the following project: The Community Crisis Center, 37 S . Geneva Street, Elgin, Illinois . Project: Building Renovation for Health Clinic. II. Background All of the proposed work is funded through the federal Community Development Block Grant Program. - The Community Crisis Center operates an off site Health Clinic (currently located at 6 N. State Street, Elgin, Illinois) . The Health Clinic will be relocated to unused basement space at the Community Crisis Center, 37 S . Geneva Street in order to decrease overhead cost, more efficiently use staff and volunteers, and increase the square footage of the clinic . The Health Clinic provides primary medical care for people who are not covered by insurance and are unable to pay for their care. The renovation project will convert approximately 1,390 square feet of unused basement space that will include revisions to existing floors , walls, ceiling, windows and entrances . Plumbing, electrical, telephone, and the division of floor space to include waiting and screening areas, an ADA accessible public rest room, three exam rooms and storage space will be added. The Health Clinic must be ADA accessible. The basement has in place a fire alarm, security alarm and sprinkler system; several windows allow natural lighting and there is a separate entrance to the Crisis Center' s north parking lot area. The Community Crisis Center is listed as a significant structure on the Illinois Historic Structures Survey and is located in the Elgin Historic District. Plans and specifications shall meet the requirements of the Illinois Historic Preservation Agency. Plans and specifications will be reviewed and approved by the Agency prior to the bidding of the project. Exhibit 1 • All exterior changes to the structures on the property shall conform to the Elgin Design Guideline Manual and shall be approved by a Certificate of Appropriateness (COA) , prior to construction. • - For any site visits contact: Community Crisis Center Ms . Lisa Sampson 37 S . Geneva Street Elgin, Illinois 60120 ( 847 ) 697-2380 III . Project Budget Health Clinic Renovation $100,000 . 00 Note: The above project budget includes all costs associated with the project (plans, specifications, bid advertisement and construction) . IV. Scope of Work The selected firm is expected to prepare plans and specifications for the subject work items . The plans and specifications developed must be in compliance with all building, fire and other applicable codes and ordinances of the City of Elgin as well as federal and state regulations . The scope of work for this request is as follows : 1 . Inspection of the existing building. A written assessment of the existing conditions . 2 . Development of plans and specifications accompanied by a cost estimate of the work proposed. Draft plans and specifications shall be submitted to the City of Elgin for review and comment prior to submission of final • plans and specifications . In general, city review of the draft material should not exceed two weeks . 3 . Provision of 15 copies of the final plans and specifications for the purposes of bidding the work. 4 . The City of Elgin will conduct the bidding of the proposed work including advertising, solicitation and bid award. 5 . Review of the bid proposals submitted to the City of Elgin accompanied by a recommendation for bid award. 2 • 6 . Construction monitoring of the awarded construction work to assure compliance with the plans and specifications and acceptability of work performance. Review and approval of requested payouts . prior to submission to the City of Elgin for payment. Approval of final work and final payment. V. Proposal Requirements For the work to be undertaken ' provide the following information in the proposal: 1 . Personnel to -be involved in the development of the plans and specifications and construction monitoring of the project. 2 . Provide a separate architectural/engineering cost for the J ro 'ect to be undertaken. The costs shall be firm, project fixed costs including any and all expenses (including any reimbursable costs) . 3 . Provide a time schedule for completion of the project documents . 4 . Additional Services : Identify any additional needed services that should be provided by the City of Elgin or the Community Crisis Center. Identify any additional services that will be needed through a separate contract in order to provide the end product. 5 . Site Inspection: Bidders shall inform themselves of the condition of the site and applicable City and State laws , obstacles to be encountered and all other relevant matter concerning pe rformed.to work be The City shall not be obligated in any way by reason of any matter or thing, concerning that which such bidder might have so informed of themselves prior to the bidding. 6 . Insurance: The architect/engineer shall furnish a Certificate of Insurance indeminfying and saving harmless the City of Elgin. The insurance coverages shall not be less than the amounts stipulated below: City of Elgin and Community Crisis Center shall also be named as an "Additional Insured" on said Certificate. Workman' s Compensation Statutory Comprehensive General Liability and Property Damage $1,000, 000 . • RFP4204/PZTEXT/4000CD .BG/CDBG. 96/PJT. SEL/CCHC42 . 04 7 . Qualifications/References Your proposal shall include the following: a. Qualifications of Project Personnel . b. Listing of previous similar projects . c. List of all sub-consultants who would be working on this project. d. References (including names, addresses & telephone numbers) . 8 . Summary - All parties interested in bidding should contact the Community Crisi-s Center, Ms . Lisa Sampson, 37 S . Geneva Street, Elgin, IL 60120, (847)- 697-2380 for any site visits . All bids are due in the Purchasing Office on or before 11: 00 A.M. on September 10, 1997 . For futher information contact Veronica Bell at ( 847) 931-5910 . VI . Proposal Submission 1 . Proposals must be received on or before 11 : 00 A.M. on September 10, 1997 . All proposals shall be submitted to: Mr. Michael Sarro Purchasing Director City of Elgin 150 Dexter Court Elgin, IL 60120 Telephone: (847) 931-5607 Fax: (847 ) 931-6075 2 . Provide three copies of the submitted proposal . 3 . The City of Elgin reserves the right to accept or reject, either in whole or in part, any and all submittals in response to this request, with or without cause, and to waive informalities in any submittals which are in the best interest of the City. 4 . The City of Elgin is not liable for any cost incurred prior to the execution of a written agreement, contract or purchase order. 5 . City Ownership of Contract Products . All products produced in response to the contract resulting from this request will be the sole property of the City of Elgin and the Community Crisis Center. This includes 4 RFP4204/PZTEXT/4000CD .BG/CDBG. 96/PJT.SEL/CCHC42 . 04 all plans , specifications and reproducible copy(s) of plans/drawings prepared for the proposed work. 6 . The City reserves the right to contact any reference or any client listed in the documents . VI. Evaluation of Proposals Project proposals will be evaluated by the City of Elgin — based upon the following criteria: 1 . Adequacy and completeness of the proposal with regard to the information specified in the Request. 2 . The availability of the firm' s staff to work on the project. 3 . Previous background and experience relevant to the project to be undertaken. 4 . Estimated time to complete the plans and specifications for the project. 5 . Demonstrated ability to work with governmental inspectors , plan examiners and other officials . 6 . Cost for the preparation of plans and specifications and construction monitoring. • yrn4inn /D7mvvmiannnrn Rr/rnRr . 4F /v,TT. 5FL/CCHC42 . 04 • DAHLQUIST and LUTZOW architects, ltd. September 10, 1997 Mr. Michael Sarro Purchasing Director City of Elgin 150 Dexter Ct. Elgin, IL 60120 Re: Community Crisis Center Proposal City of Elgin • Dear N ichael: We are pleased to submit our proposal for the Health Clinic located at the Community Crisis Center. The proposal covers design services for interior and exterior remodeling of Waiting and Screening Rooms, Offices, Exam Rooms and Storage Areas. Under the Center's Ms. Lisa Sampson's direction, we will use the existing designated rooms for accessible Conference and Toilet Facilities. We propose to furnish all Architectural and Engineering Services for an Assessment of Existing Facilities, Construction Documents (Plans and Specs), Bidding and Negotiations, and Construction Administration for a cost of$10,500. This includes reimbursable costs for 15 sets of Bid Documents as directed in the Proposal. We will use as key staff on this project Bruce Dahlquist, Partner, and myself, John Roberson as Project Architect. We both have been very active in Preservation and social issues in the Elgin Area over many years. We propose a time frame of four to six weeks for completion of the Contract Documents, additional services would include testing for lead in paint and another survey for asbestos other than that previously removed from piping. Please see the attached Certificate of Insurance form for our liability amounts. If accepted, we would certainly provide a copy with the City of Elgin and the Community Crisis Center listed as additional insured. We look forward to working with you on this project. Please call if you have any questions. Sincerely, LA-). John W. Roberson, MA enclosures WCC Exhibit 2 W 1P R0 PATE LG IN\CLIN1C.WPD 462 N. McLean Boulevard, Elgin, Illinois 60123 847-742-4063 - FAX 847-742-9734 10 Calendar Court, La Grange, Illinois 60525 N. 708-354-3488 FAX 708-354-0024 CITY OF ELGIN, ILLINOIS • AFFIRMATIVE ACTION/CERTIFICATION REQUIREMENTS • • Please submit the completed and signed forms along with your proposal . No proposal will be accepted without this information. A. To assure compliance with the City of Elgin' s Affirmative Action Ordinance, all contractors and vendors, herein referred to as "bidders" , are requested to submit the following information: 1 . Workforce Analysis using the enclosed Bidder' s Employee Utilization form. 2 . Provide the information required by Item 43 on the employee utilization form if the answer to Question 2 on the form is "yes" . . LAST BID CONTRACT PREDATES FORM 3 . Provide a written commitment outlining the steps that the ' bidder plans to take in the area .of recruitment an& promotion of minorities and females to assure equal employment opportunity. (A copy of the bidder's affirmative action plan may be submitted in lieu of this requirement. ) SEE ATTACHED PLANS B . The undersigned certifies that the offerer is not delinquent in the payment of any ' tax administered by the Illinois Department —of Revenue unless there is a pending proceeding contesting the tax. • C . The undersigned certifies that the offerer is not barred from offering on this solicitation as a result of a conviction for the violation of State law prohibiting bid-rigging or bid rotating. • _ D. The successful Bidder agrees that upon acceptance by the City, the executed Invitation to Bid along with all instructions , conditions, and specifications attached thereto constitute a binding contract which may be enforced by the City. Signature/Title /",Ce5/0yvr Company Name DAHLQUIST & LUTZ° ARCHITECTS LTD. Address 462 N. MCLEAN BLVD. ELGIN, IL. 60123 Phone Number 847/ 742-4063 FEIN No . 36-3621627 tev. 4/20/94 • . . Bi]-3-4:_iii, s 7jy_pLoy .-2,71_, • trfiLizArflo\- Fc'iv This report is required by the City of Elgin and shall be submitted before the contract can be awarded. Chapter 3.12.1000 Affirmative Action — City Contracts 1. Name and Address. of Bidder Description of Project DAHLQUIST & LUTZOW, ARCHITECTS, LTD. COMMUNITY CRISIS CFN_IFR 4A7 N. MCLEAN BLVD. OFFICE REMODELING / HFAlTH ('ENTER ELGIN, IL 60123 Total American JOBCATGOR-I Employees Blacks Hispanics A_siaas Indian Other +Hinority Female D J IF Y F XI' Y F Y F Y F 1 1 PRTNCIPAI ? . 0 0 , VICE PRESIDENTS 2 0 f • PROJECT MANAGERS 2 0 0 PROJECT ARCHITECT 7 1 _ f] 1 INTERN ARCHITECTS 7 3 Y 0 3 SECRETARIAL 0 3 - 3 3 i ; ' I _ T OTALS 27 3 7 tire c cs1 �d Zile ?cI& Flo. t to 42ed e 1 d 1 // 4� e r il0�f 847/742-4063 9/10/97 2. Hav• ;ou ever been awarded a. bid. by the City of Elgin? G' [x I YES j I NO the D. If the answer to #2 is yes, please subrnit a copy Employee Utilization Form that was submitted l d i your last successful bid along -with a fi c lly p of this form_ '.LAST CONTRACT PREDATES FORM 4. If the statistical. data provided above shows tinder— utilization of minority and/or female, ple-ass submit, according to the guideline provided in the attached document, a written cornmitaieat to provide equal employment opportunity. NOTE: In the event that a contractor or vendor, etc. fails to comply with the fair •rnploymeat 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. Rev. 6/15/92 • EMPLOYMENT POLICIES EOUAL EMPLOYMENT OPPORTUNITIES It is the policy of Dahlquist &Lutzow Architects, Ltd. (the "Company") to afford Equal Employment Opportunities regardless of race, religion, color, national origin, or sex. Further, all applicable laws relating to age, marital status, and disability discrimination will be strictly adhered to. This policy of Equal Employment applies to all aspects of the employment relationship. SEXUAL HARASSMENT It is the policy of the Company to maintain a work environment free of unlawful discrimination for all employees. Sexual harassment is unacceptable conduct which violates this policy. Sexual harassment encompasses a wide range of unwanted, sexually directed behavior, and has been defined in the following manner: "Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment 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 an individual is used as the basis for employment decisions affecting such individual; or (3) such conduct has the purpose or effect of unreasonable interference with an individual's work performance or creating an intimidating, hostile or offensive working environment." Sexual harassment applies to the conduct of a supervisor toward a subordinate, an employee toward another employee, a non-employee toward an employee, or an employee toward an applicant for employment. Sexual harassment can apply to conduct outside the workplace as well as on the work site. Employees who wish to register a complaint may do so through any appropriate member of management. Allegations of sexual harassment will be investigated thoroughly. The facts will determine the response to each allegation. Substantiated acts of sexual harassment will be met with appropriate disciplinary action'up to and including termination. All information regarding any specific incident will be kept confidential within the necessary boundaries of the fac-finding process, and no reprisals against the employee reporting the allegation of sexual harassment will be tolerated. 4