94-167 Resolution No. 94-167
RESOLUTION
ACCEPTING THE PROPOSAL OF DIXON ASSOCIATES, AIA/ARCHITECTS
FOR THE KNIGHTS OF COLUMBUS FACADE PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Richard B. Helwig, City Manager, be and is
hereby authorized and directed to accept the proposal on
behalf of the City of Elgin of Dixon Associates, AIA/Architects
for architectural services for the Knights of Columbus Facade
Project at 10 Villa Court, a copy of which is attached hereto
and made a part hereof by reference.
s/ George VanDeVoorde
George VanDeVoorde, Mayor
Presented: June 22, 1994
Adopted: June 22, 1994
Omnibus Vote: Yeas 7 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
•
in
Agenda I No.
June 1, 1994
TO: Mayor and Members of the City Council
FROM: Richard B. Helwig, City Manager
SUBJECT: Facade Improvement Program:
Request to Provide Architectural Services
PURPOSE
To request City Council approval of a proposal by Dixon Asso-
ciates to provide architectural services for a facade improve-
ment project.
BACKGROUND
In May, 1993, the Knights of Columbus had submitted an appli-
cation for participation in the City's Facade Improvement
Program for their property at 10 Villa Court. As in the case
of all applicants, discussions were held between the appli
cant, architects and staff on the scope of the project and
schedules. This was done with the expectation of a 1994
construction project. As it turned out, another project, for
which a program agreement had been signed, as well as other .
program costs, would account for the bulk of the $50,000
budget approved for the program. In order to maintain the
momentum and to assure the Knights of the City's commitment
to this worthwhile project, staff would like to proceed with
some of the architectural services in preparation for 1995
construction. All parties understand that continuation of
the project would be contingent upon 1995 funding.
Dixon Associates, the assigned architect, has submitted a
proposal (attached) for architectural services relative to
this project. Design development has been completed. Remain-
ing work includes preparing construction documents, bidding
and preparation of construction contracts and construction
services. The total cost of providing these services would
be fixed at $7,860, plus reimbursables. Funds are expected
to be available in 1994 to undertake the construction docu-
ment phase at a cost of $3,940. These costs are usually
r• approved with the program agreement between the City and the
applicant. However, since the City cannot contractually
commit to expending funds not available, the alternative
would be to contract for those services which could reason-
ably be funded.
Facade Improvement Program
June 1, 1994
Page 2
FINANCIAL IMPACT
The cost of the construction document phase would be fixed at
$3,940, plus reimbursables . These funds are budgeted under
account 350-0000-795-78.99.
LEGAL IMPACT
None.
RECOMMENDATION
It is recommended that the City Council approve entering into
an agreement with Dixon Associates to provide architectural
services, specifically preparation of construction documents,
for the Knights of Columbus facade project.
Respectfully submitted,
Richard B. Helwig
City Manager
amp
Attachment
DIXON ASSOCIATES, AIA/ARCHITECTS
202 West Main Street
St.Charles,Illinois 60174
708.377.9399
708.377.9388 fax
May 27, 1994
Ms. Deborah K. Nier
Assistant to the City Manager
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
RE: FACADE IMPROVEMENT PROGRAM
Knights of Columbus Building
10 Villa Court
Elgin, Illinois
Dear Ms. Nier:
We are pleased to provide a proposal for continued architectural
services for facade improvements for the Knights of Columbus
Building at 10 Villa Court in Elgin, Illinois. Following is an
outline of services which would be provided for the project:
DESIGN DEVELOPMENT (completed)
CONSTRUCTION DOC KENTS
Based on the approved Design Development drawings, Dixon
Associates will develop working drawings and specifications
required for the construction of the project. Drawings will be
prepared as required for permits and construction.
BIDDING/CONSTRUCTION CONTRACTS
Dixon Associates will assist in obtaining bids or negotiated
proposals for permits, bidding and construction and assist in
awarding and preparing contracts for construction.
e
{
Knights of Columbus Building
10 Villa Court
May 27, 1994
Page 2
SERVICES DURING CONSTRUCTION
Services during construction will be based on the construction
drawings and specifications (Construction Documents) prepared
by Dixon Associates. The services involve "contract
administration" and include:
1. Interpreting the Construction Documents and any changes
made thereto.
2. Establishing the standards of acceptability of work
performed by the contractors.
3. Judging the performance of the contractors, i.e. , the
degree of conformity and progress of the Project as
constructed, compared to that of the Project as planned.
4. Issuing certificates authorizing payment to the
contractor on account of work performed and materials
supplied.
S. In addition to regular inspections at the job site, a
special inspection will be made to determine the Date of
Substantial Completion of the work and issuance of AIA
Document G704, Certificate of Substantial Completion.
6. Informing the Owner of the status of the project relative
to the above points.
During the Construction Phase, several documents are of concern
to the Architect. These construction documents become part of
the Project record. These documents will be used by Dixon
Associates for the adm-inistration cf t*:e cnnstrvction contract
and are listed below with their corresponding American Institute
of Architects numbers:
1. Certificate of Insurance (G705) or equivalent
2. Shop Drawings and Schedules (G712)
3. Field Reports (G711)
4. Change Orders (G701)
5. Field Orders (G708)
6. Applications and Certificates for Payment (G702, G703)
7 . Waivers, Receipts of Other Vouchers (G706A)
8. Certificate of Substantial Completion (G704)
Knights of Columbus Building
10 Villa Court
May 27, 1994
Page 3
Dixon Associates shall be the Owner's representative during the
Construction Phase and shall advise and consult with the Owner
as required. Instructions to the Contractor shall be forwarded
through the Architect. The Architect shall visit the site at
intervals appropriate to the stage of construction to determine
if the progress and quality of the work is proceeding in
accordance with the Contract Documents. On the basis of such
on-site observations, the Architect shall keep you informed of
the uroaress and au:F�lity of the work and shall endeavor to guard
you against defects and deficiencies in the work of the
contractors.
In percentages, the outline of services is as follows:
DESIGN DEVELOPMENT 20% completed
CONSTRUCTION DOCUMENTS 40% $ 3,940
BIDDING/CONSTRUCTION CONTRACTS 15% $ 1,470
SERVICES DURING CONSTRUCTION 25% $ 2,450
100% $ 7,860
We propose to provide the services through project completion
at a fixed fee of $7,860, plus reimbursable expenses.
Reimbursable expense shall include the following and will be
billed at cost:
1. Cost of reproduction of reports and drawings.
2. Photographic prints for the documentation of existing
conditions.
3. Cost of site survey, if required.
We hope that this proposal meets with your approval and look
forward to commencing with this project upon your direction.
If you have any questions or require additional information,
please contact me at your convenience.
Sincerely,
�Wz) v
Mark D. VanKerkhoff, AIA
DIXON ASSOCIATES, AIA/ARCHITECTS
MDV/mv
El �•n
Agenda Item No.
September 1, 1993
TO: Mayor and Members of the City Council
FROM: Larry L. Rice, City Manager
SUBJECT: Facade Improvement Program for 115 East
Highland Avenue at 22, 24 Douglas Avenue
PURPOSE
To present for consideration an agreement for participa-
tion in the Facade Improvement Program for the properties at
115 East Highland Avenue and 22, 24 Douglas Avenue. This
project would involve major rehabilitation of storefronts and
repairs to the rear of the building. The estimated project
cost is $102,000. The maximum rebate allowed for this
project would be $72,525 . It is anticipated that the project
will be phased over two years . A presentation of this
project was made at the August 25 Committee of the Whole
meeting.
FINANCIAL IMPACT
The maximum rebate allowed would be $72,525 .
RECOMMENDATION
It is rec nded that the City Council approve the
Facade Improveme A nt with Ms . Judy Hines.
Larry Rice, Qi4kS7 anager
LLR:amp