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96-33 Resolution No. 96-33 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH THOMASON & ASSOCIATES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard B. Helwig, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Thomason & Associates for architectural design guidelines for Elgin's Landmarks and Historic Districts, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: February 14, 1996 Adopted: February 14, 1996 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk • AGREEMENT THIS AGREEMENT is made and entered into this 2 fh day of Fe loruay 1996, by and between the CITY of Elgin, Illinois, a municipal corporation, (hereinafter referredlo as "CITY") and Thomason& Associates, Preservation Planners, a Tennessee sole proprietorship , (hereinafter referred to as "CONSULTANT"). WHEREAS, CITY desires to engage the CONSULTANT to furnish certain professional services in connection with a PROJECT to prepare Architectural Design Guidelines for Elgin's Landmarks and Historic Districts (hereinafter referred to as the "PROJECT"); and WHEREAS, the CONSULTANT warrants and represents that it is in compliance with any and all Illinois statutes and local ordinances relating to professional registration and regulation and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, for and in consideration of the mutual promises and covenants contained herein, the sufficiency of which is hereby acknowledged, it is hereby agreed by and between the parties hereto that CITY does hereby retain CONSULTANT to act for and represent it in all professional matters involved in the PROJECT, subject to the following terms and conditions and stipulations, to-wit: I. SCOPE OF SERVICES All work hereunder shall be performed under the direction of the DIRECTOR of Code Administration and Neighborhood Affairs of CITY, hereinafter referred to as the "DIRECTOR", or the CITY staff designated by the DIRECTOR to act on his behalf. In general, CONSULTANT'S work shall include, but may not be limited to, the following major categories of professional activities: A. SCOPE OF SERVICES. Preparation of Design Review Guidelines for the Elgin Historic District, the proposed Spring/Douglas Historic District, and CITY of Elgin Landmarks. B. SCOPE OF WORK. CONSULTANT shall complete a Design Review Guideline Manual which shall address the existing Elgin Historic District, the proposed Spring/Douglas Historic District, and all CITY of Elgin Landmarks. This manual shall be prepared in coordination with the Elgin Heritage Commission and CITY. CONSULTANT shall conduct an analysis of the historic districts and landmarks prior to the formulation of the guidelines. This analysis shall include: 1. Recordation of general overall design characteristics of buildings and streetscapes. This will include an analysis of the various architectural designs predominant in the district and the components which are essential to their character; 2. Outlining positive and negative design characteristics that are predominant; and 3. Outlining basic physical and material condition problems within the district. CONSULTANT shall analyze and organize this data into guidelines addressing all design issues in Elgin that impact the character of the historic districts and landmarks. Issues and categories for the following design components shall be presented in the manual. These shall include, but will not be limited to, the following: REHABILITATION 1. Discussion of common building forms, textures, patterns, and architectural details. The historic districts in Elgin contain a wide variety of late 19th and early 20th century residential styles. These various building styles and forms shall be detailed in the manual and areas shall be identified which may have a predominant architectural type; 2. A review of predominant building materials in the districts. Included in this analysis shall be recommendations for preservation of historic materials such as original wood siding, brick, and stone. This discussion shall also include an overview of synthetic siding materials, their appropriateness and economic issues of their use; 3. A review of predominant porch forms present in the districts along with guidelines for their preservation. Design issues involving porches such as alterations, enclosures, screening, removal, etc. shall be presented; 4. An analysis of doors and windows found throughout the districts and their appropriateness for various architectural styles. Inappropriate window and door designs shall also be presented; 5. A discussion of original roof materials and appropriate replacement materials. This discussion shall include repair of chimneys and addition of dormers, skylights, roof solar panels, etc.; 6. A review of historic lighting fixtures and appropriate modern replacement fixtures; 7. An overview of appropriate paint colors for the various architectural styles in the districts. SITE AND SETTING 1. Identification of types and locations of historic outbuildings such as sheds and garages. Their predominant building forms, materials, and orientation to the main dwelling shall be discussed; -2- 2. A review of man-made landscaping features such as walkways, sidewalks, retaining walls, and fences. Their commonality and importance to the districts shall be reviewed; 3. A review of natural landscaping features such as trees, hedges, and yard space which define the districts and their significance; 4. Identification of public works issues such as appropriate replacement materials for sidewalks, curbing and street lights. NEW CONSTRUCTION 1. Identification of vacant lots and potential areas for new construction; 2. Parameters of appropriate infill including general building forms and proportions, height, roof shapes and pitch, setback and site placement, and orientation; 3. A discussion of appropriate locations, materials and scale for additions including issues regarding the construction of rear decks and lateral wings; 4. Specifics for appropriate building materials and acceptable dimensions for columns, siding, mortar joints, etc.; 5. Issues regarding "replicas" versus modern design. Are replicas of historic designs appropriate for the districts? DEMOLITION AND RELOCATION 1. When is demolition warranted and what is the role of economic hardship cases? What are the alternatives to demolition? 2. Salvage operations to benefit the districts in the event of demolition; 3. Appropriateness of relocating buildings within the districts; 4. Appropriateness of moving compatible buildings to locations within the districts. COMMERCIAL BUILDINGS 1. A discussion of traditional storefront designs and their use and appropriateness in the districts; 2. Rehabilitation issues regarding building materials and upper facade detailing; 3. Appropriate signs for commercial buildings. In addition to the narrative section of the guidelines, at least one hundred (100) illustrations shall be included for the manual. These illustrations shall be professionally drawn -3- with ample notations to depict guideline recommendations. The quality of the illustrations shall be equal to those in the design review guidelines examples submitted as part of this proposal. C. PUBLIC MEETINGS AND EDUCATION Specific public education and information efforts shall be as follows: CONSULTANT shall hold a series of formal and informal meetings with members of the Elgin Heritage Commission and, if appropriate, representatives of any appropriate districts. CONSULTANT shall conduct a minimum of two meetings with the Heritage Commission and district representatives. CONSULTANT shall hold two public meetings for district residents to discuss design guidelines, the review process, and the reasoning behind guideline requirements. CONSULTANT shall present slide presentations at each meeting to illustrate guideline issues in the districts. CONSULTANT shall also present examples of appropriate and inappropriate rehabilitation from other communities. One of these meetings shall be at the beginning of the PROJECT while the second will be held to discuss the draft recommendations of the manual. An emphasis of the public meetings is to discuss the economic benefits of historic district zoning. Several major studies were completed in 1994 and 1995 which compiled data on the effects of historic district zoning on property values and neighborhood stabilization across the country. The CONSULTANT shall present this information along with other available data. The preservation tax credit for income-producing properties can also be useful in Elgin's districts. The CONSULTANT shall explain how design guidelines provide information useful to contractors and property owners in the rehabilitation of such property. D. FINAL PRODUCT The final product for this PROJECT shall be one hundred (100) copies of the Design Review Guideline Manual. The manual shall be approximately 125 pages in length, on double- sided paper, and with spiral binding. Each new section shall start on the right hand page to allow reproduction of individual sections. The original mock-up or master of the manual shall also be presented to the CITY for additional copies as desired. computer formatted disks (IBM 3.5 inch) of the manual in WordPerfect 5.1 shall also accompany the manual. All photograph negatives, slides and original drawings shall become the property of CITY. The document shall include, but not be limited to, the following format and information: 1. Introduction 2. Table of Contents 3. Intent and Purpose a. Why preserve b. Why maintain c. Economic benefits of historic zoning -4- 4. A Brief History of Elgin a. History of the development and prosperity of the City b. The Elgin Historic District c. The Spring/Douglas Historic District (proposed) 5. The Elgin Heritage Commission and the CITY's Code Administration Department a. Certificate of Appropriateness b. Building Permits c. Code enforcement procedures 6. Architectural Styles and Building Types 7. Design Guidelines a. Overall approach and format b. The Secretary of the Interior's Standards for Rehabilitation 8. Guidelines for Rehabilitation and Restoration a. Architectural Details and Features b. Awnings c. Brickwork and Masonry (Investigating and matching historic mortars) d. Chimneys e. Decks f. Doors g. Fire Escapes h. Foundations I. Garages and Outbuildings j. Gutters and Down spouts k. Lighting 1. Paint and Paint Colors (An advisory section on color usage) architectural style and period representative samples Methods of investigating original paint (chronology) m. Porches/Porch Columns and Railings n. Roofs o. Satellite Dishes/Solar Panels/Vents p. Screens (screen doors, window screens, porch screening q. Security Doors and Windows r. Siding (lap siding, wall shingles) s. Skylights t. Staircases and Steps u. Storm Window and Door/Shutters v. Stucco w. Wood x. Windows -5- 9. Safety Issues a. Asbestos abatement b. Lead based paint abatement c. Chemicals for paint removal on masonry and wood siding d. Masonry cleaning 10. Energy conservation issues a. Insulation, advantages (insulation with vapor barrier) and disadvantages (blown-in insulation) b. Storm windows c. Weather stripping 11. Guidelines for New Construction a. Additions to Buildings Rear and lateral additions Roofline additions: Dormers/Skylights b. New Buildings Design Concepts for Infill Buildings New Garages and Outbuildings c. Entryways Entry Vestibules and Porches Handicap Access Awnings 12. Guidelines for Site and Setting a. Exterior Considerations Fences and Walls Site Lighting, Outdoor Furniture Pools, Fountains, Gazebos, Pergolas Mechanicals: air conditioners, Dumpsters Sidewalks, Driveways, Grade Changes 13. Guidelines for Graphics and Signage 14. Zoning Guidelines 15. Guidelines for Demolition 16. Guidelines for Moving Buildings 17. Appendices a. Secretary of the Interior's Standards for Rehabilitation b. Certificate of Appropriateness Application Form c. Chapter 3.75 of the Elgin Municipal Code -6- d. Title 20 of the Elgin Municipal Code e. Local, State and National Sources of Assistance 18. Glossary of Relevant Architectural Terms 19. Bibliography and Suggested Reading 20. Index E. ORGANIZATION AND MANAGEMENT 1. Staff Organization. PROJECT Principal shall be Philip Thomason, preservation planner and Principal of Thomason and Associates. Mr. Thomason shall be responsible for the preparation of the guidelines, presentations at public meetings, and overall PROJECT coordination. Graphics and design shall be produced by Jane Laub. 2. PROJECT Schedule. Initiation of the PROJECT shall begin within 28 days of a notice to proceed. On-site analysis, data collection, and public meetings shall take place during the months of March and April of 1996. A draft of the design guideline manual representing 80% PROJECT completion shall be prepared for review no later than May 31, 1996. Following receipt of all comments, the manual shall be placed in final form and submitted to CITY no later than July 15, 1996. 3. PROJECT Budget. CONSULTANT shall complete the above-described scope of work for a fee of$24,950.00 (Twenty-Four Thousand Nine Hundred Fifty Dollars). This fee includes all labor and expenses for the PROJECT as outlined in the accompanying Price Proposal, attached hereto and made a part hereof as Attachment "A"; 4. Conditions. The CONSULTANT agrees to comply with Title VI of the Civil Rights Acts of 1964 (P.L. 88-3520 and all requirements imposed by or pursuant to that title, to the end that, in accordance with Title VI of the Act and the Regulation, no person in the United States shall, on the ground of race, color or National origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity for which financial assistance has been granted from the Department of the Interior, National Park Service, and that he will immediately take any measures to effectuate this agreement. In addition to the above, the CONSULTANT agrees to comply with the Age Discrimination Act of 1975, U.S.C. 6101 et seq. that prohibits discrimination in hiring on the basis of age. The CONSULTANT is also in compliance with the Department Certification, 4 CFR, Part 12, Section 12.510 and is not presently disbarred, suspended, proposed for disbarment, declare ineligible, or voluntarily excluded from participation in any transaction by any federal department or agency. II. PROGRESS REPORTS Any and all progress reports shall be submitted by CONSULTANT to CITY as and when required. The final report of the CONSULTANT shall be submitted by CONSULTANT to CITY no later than July 15, 1996. -7- III. WORK PRODUCTS All work products prepared by the CONSULTANT pursuant hereto including, but not limited to, reports, designs, work drawings, studies, photographs, negatives, models and recommendations pertaining to the PROJECT shall become the property of CITY and shall be delivered to CITY upon request of the DIRECTOR provided, however, that CONSULTANT may retain copies of such work products for its records. Such work products are not intended or represented to be suitable for reuse by CITY on any other PROJECT, and such reuse shall be at the sole risk of CITY without liability or legal exposure to the CONSULTANT. IV. PAYMENTS TO THE CONSULTANT The total payments by CITY to CONSULTANT under this Agreement shall not exceed $24,950, unless this agreement is modified by a change order or amendment approved by the CITY. V. INVOICES The CONSULTANT shall submit invoices in a format approved by CITY. CONSULTANT shall make any records of work completed under this Agreement available at reasonable times during the Agreement period, and for a year after termination of this Agreement. VI. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof, CITY may terminate this Agreement at any time upon fifteen (15) days prior written notice to CONSULTANT. In the event that this Agreement is so terminated, CONSULTANT shall be paid for services actually performed and reimbursable expenses actually incurred prior to termination, except that reimbursement shall not exceed the task amounts set forth under Paragraph IV above. VII. TERM This Agreement shall become effective as of the date CONSULTANT is given a written Notice to Proceed following approval of CITY's corporate authorities and, unless terminated for cause or pursuant to Article VI foregoing, shall expire on the date the DIRECTOR determines in writing that all of the CONSULTANT'S work under this Agreement is completed. A determination of completion shall not constitute a waiver of any rights or claims which CITY may have or thereafter acquire with respect to any breach hereof by CONSULTANT. VIII. NOTICE OF CLAIM If CONSULTANT wishes to make a claim for additional compensation as a result of action taken by CITY, CONSULTANT shall give written notice of its claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in CONSULTANT'S fee shall be valid only to the extent -8- that such changes are included in writing, and signed by CITY and CONSULTANT. Regardless of the decision of the DIRECTOR relative to a claim submitted by CONSULTANT, all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. IX. 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. X. INDEMNIFICATION CONSULTANT shall indemnify and save harmless CITY, its officers and employees from and against any and all loss, liability and damages of whatever nature, including but not limited to Workmen's Compensation claims, in any way resulting from or arising out of negligent actions or omissions of CONSULTANT in connection herewith, including but not limited to negligent actions or omissions of employees or agents of the CONSULTANT arising out of the performance of professional services. XI. 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. XII. 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 CITY. -9- XIII. 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 CITY. XIV. DELEGATIONS AND SUBCONTRACTORS Any assignment, delegation or subcontracting shall be subject to all the terms, conditions and other provisions of this Agreement and CONSULTANT shall remain liable to CITY with respect to each and every item condition and other provision hereof to the same extent that CONSULTANT would have been obligated if it had done the work itself and no assignment, delegation or subcontract had been made. XV. NO CO-PARTNERSHIP OR AGENCY It is understood and agreed that nothing herein contained is intended or shall be construed to, in any respect, create or establish the relationship of co-partners between CITY and CONSULTANT, or as constitute CONSULTANT as the general representative or general agent of CITY for any purpose whatsoever or to constitute an employment relationship between the parties hereto. XVI. SEVERABILITY The terms of this agreement shall be severable. The parties intend and agree 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. XVII. 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 XVIII. 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. -10- • XIX. 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. Any and all actions brought pursuant to this Agreement shall be brought in this Circuit Court of Kane County, Illinois. XX. NEWS RELEASES CONSULTANT shall not issue any news releases without prior approval from the DIRECTOR, nor shall CONSULTANT make public proposals developed under this Agreement without prior written approval from the DIRECTOR prior to said documentation becoming matters of public record. XXI. COOPERATION WITH OTHER CONSULTANTS The CONSULTANT shall cooperate with any other CONSULTANTS in CITY's employ or any work associated with the PROJECT. XXII. INTERFERENCE WITH PUBLIC CONTRACTING: P.A. 85-1295 CONSULTANT certifies hereby that it is not barred from bidding on this contract as a result of violations of either Section 33E-3 or Section 33E-4 of the Illinois Criminal Code. XXIII. SEXUAL HARASSMENT As a condition of this contract, the CONSULTANT 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 (copy attached). A copy of the policies must be provided to the Department of Human Rights upon request. P.A. 87-1257. XXIV. WRITTEN COMMUNICATIONS All recommendations and other communications by CONSULTANT to the DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. DIRECTOR may also require other recommendations and communications by CONSULTANT be made or confirmed in writing. -11- XXV. NOTICES All notices, reports anc: 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 CITY: Sarosh B. Saher Historic Preservation Specialist CITY of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 B. As to CONSULTANT: PHILIP J.M. THOMASON, Principal Thomason and Associates, Preservation Planners P.O. Box 121225 Nashville. Tennessee 37212 IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced to writing in this statement. CITY OF ELGIN CONSULTANT BY 1 ' �� BY Richard B. Helwig Philip J.M. Tho' ason City Manager Principal Attest: frt-C...u-p- Dolonna Mecum, City Clerk -12- ATTACHMENT "A" PRICE PROPOSAL DESIGN REVIEW GUIDELINE MANUAL ELGIN, ILLINOIS THOMASON AND ASSOCIATES PRESERVATION PLANNERS NASHVILLE, TENNESSEE LABOR Project Principal 250 hrs @ $50 hr = $12,500.00 Project Assistant 250 hrs @ $30 hr = $7,500.00 Total Project Labor = $20,000.00 EXPENSES Airfare 5 trips @ $230 = $1,150.00 Rental Car 5 trips @ $150 = $750.00 Lodging/Per diem 15 @ $90 = $1,350.00 Photography Film and film processing = $200.00 Copies 100 copies (Approx. 100 pages/spiral binding/double sided/cover stock = $1,500.00 Total Project Expenses $4,950.00 TOTAL PROJECT COST $24,950.00 (Note: Hourly rate includes per hour fee, overhead, and profit) Committee of the Whole Meeting January 10, 1996 Page 3 Discussion Regarding Proposed Expansion of Gilberts Facility Planning Area City Manager Helwig reviewed the City' s serious concerns regarding the above proposal. A resolution will be presented at tonight's Council meeting for adoption by the City Council . Request of Mattie Jones for Modification of Ordinance G89-95 Amending Liquor Code to Permit Class A Liquor License at 15 North State Street Pursuant to the request of Allen Anderson, Attorney for Mattie Jones, Councilman Walters made motion, seconded by Councilman Gavin, to table consideration of this request to the January 24, 1996, meeting. Yeas : Councilmembers Gavin, Gilliam, Walters, Schock, Yearman and Mayor Kelly. Nays: None. Award of Contract for Architectural Design Guidelines for Landmarks and Historic Districts A discussion was held concerning having the aforementioned guidelines translated and published in Spanish. Staff suggested that the proposal submitted by Thomason and Associates be accepted at this time, so that work can begin. Various options will be explored to have the guidelines translated into Spanish. Councilwoman Yearman made a motion, seconded by Councilman Schock, to approve the recommendation to accept the proposal submitted by Thomason and Associates to prepare architectural design guidelines for Elgin' s landmarks and historic districts for $24 ,950 . 00, subject to the condition that no product be disbursed to the public until it is also available in Spanish. Yeas : Councilmembers Gavin, Gilliam, Walters, Schock, Yearman and Mayor Kelly. Nays: None. Intergovernmental Agreement with Fox River Water Reclamation District (FRWRD) for Transfer of Sewer (Citizens Utility Company) Councilman Walters made a motion, seconded by Councilman Gavin, to approve the aforementioned Intergovernmental Agreement with FRWRD. Yeas : Councilmembers Gavin, Gilliam, Walters, Schock, Yearman and Mayor Kelly. Nays: None. Parks and Recreation Board Youth Representative Status Councilwoman Yearman made a motion, seconded by Councilman Walters, to approve changing the status of the Parks and Recreation Board youth representation to two youth representatives sharing a nonvoting position. • • II • n 1::: ri. ��t =�-� Agenda Item No. .;,,b,--..,Az.. %1iit a-a6D F!� January 4, 1996 TO: Mayor and Members of City Council FROM: Richard B. Helwig, City Manager SUBJECT: Bid Award for Architectural Guidelines for Elgin' s Landmarks and Historic Districts PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider awarding a bid for preparing architectural design guidelines for Elgin's landmarks and historic districts . BACKGROUND As part of the 1995 Community Development Block Grant program (CDBG) , $30,000 was allocated for the development of architectural design guidelines for Elgin's landmarks and historic districts . Requests for proposals were sent out to over 85 firms specializing in historic preservation projects. Seventeen proposals (appendix 1) were received for the preparation of architectural design guidelines . The process of review required proposals to be submitted in two parts - the narrative (part A) and the fee (part B) . The narrative (part A) included information on the scope of services, the professional firm's qualifications, examples of previous work related to the project and bidder utilization forms required by the City. The fee (part B) was required to be submitted in a separate sealed packet and would not be opened until the narratives (part A) of the project were reviewed and the firms ranked in order of preference. The Design Guidelines Review Subcommittee of the Elgin Heritage Commission and the City's Historic Preservation Specialist reviewed and ranked the top five proposals based on the Criteria for selection of firms as outlined in the Request ew for Proposals . The fee packets (part B) of the five top ranking proposals were then opened. Architectural Design Guidelines January 4, 1996 Page 2 The five top ranked proposals with their fee bids are as follows : Firm Fee 1 . Thomason & Associates $ 24,950 . 00 P.O. Box 121225 Nashville TN 37212 (615) 385-4960 2 . Judith Kitchen $ 30,000 .00 619 South Third Street Columbus, OH 43206 (614) 461-4814 3 . Bauer Latoza Studio $ 27, 625 . 00 1006 South Michigan Avenue Suite 602 Chicago, IL 60605 (312) 986-1000 4 . Johnson Lasky Architects $ 29,650 . 00 22 West Monroe Street Chicago, IL 60603 ( 312) 357-1221 5 . Kathryn Quinn Architects $ 29,500 .00 222 West Ontario Chicago, IL 60610 ( 312) 337-4977 COMMUNITY GROUPS/INTERESTED PARTIES CONTACTED The Elgin Heritage Commission' s Guidelines Review Subcommittee reviewed the submitted proposals and made a recommendation to select the firm of Thomason and Associates based on their scope of services, the experience of the firm in working with similar projects together with examples of previous projects, and the level of interaction through public meetings and educational workshops that the firm proposes with the Commission and the community during the project. The Elgin Heritage Commission requested the inclusion of safety issues, a discussion on paint color, energy conservation and recommendations on masonry repointing within the existing scope of services at no additional cost. These issues were discussed and agreed upon by the selected firm. The firm is also looking into handling the translation of the document into Spanish if sufficient dollars are available. low The references provided by the top selected firms were also contacted by the City' s Historic Preservation Specialist and were found to be adequate. Architectural Design Guidelines January 4, 1996 Page 3 FINANCIAL IMPACT The project is being funded by the Community Development Block Grant program, Account No. 230-0000-791 .30-99, Project No. 154107, and has a CDBG fiscal year budget of $30,000 . The program requires that the project be completed by May 31, 1996 . LEGAL IMPACT None. RECOMMENDATION It is recommended that the City Council accept the bid submitted by Thomason and Associates for $24,950 . 00 for preparing architectural design guidelines for Elgin' s landmarks and historic districts . Respectfully submitted, a; iLe.---- Clay . Pearson, Director Code. Administration and Ne4ghborhood airs 1 KQJ\ \ . . . r:i _s.7 R e K. Dahlstrom P nning Director Richard B. Helwig City Manager eft few Appendix 1 ARCHITECTURAL DESIGN GUIDELINES FOR ELGIN' S LANDMARKS AND HISTORIC DISTRICTS Proposals Received: December 1, 1995 (in no particular order) 1 . Thomason & Associates P.O. Box 121225 Nashville TN 37212 ( 615) 385-4960 2 . Melvin Skvarla Charles E. Gregersen, Architect, Ltd 11433 South St. Lawrence Avenue Chicago, IL 60628 ( 312) 468-5231 3 . Alice Shuler, AIA The Dearborn Associates of Chicago 1915 West Division Street Chicago, IL 60622 (312) 276-4700 . 4 . Walker C. Johnson Johnson Lasky Architects 22 West Monroe Street Chicago, IL 60603 (312) 357-1221 5 . Judith Kitchen 619 South Third Street Columbus, OH 43206 ( 614) 461-4814 6 . Joanne Bauer Bauer Latoza Studio 1006 South Michigan Avenue Suite 602 Chicago, IL 60605 ( 312) 986-1000 7 . Peter R. Meijer, AIA Cityworks Planning Group, Inc 2025 West Potomac Street Chicago, IL 60622 (312 ) 342-1181 8 . Philip Hamp, AIA Vinci Hamp Architects, Inc. 1147 West Ohio Street Chicago, IL 60622 ( 312) 733-7744 to• 9 . Victoria Granacki Historic Certification Consultants 1105 West Chicago Avenue Suite 201 Chicago, IL 60622 10 . Gary L. Olsen, AIA Olsen+Associates 115 West Church Street Champaign, IL 61820 (217) 359-3453 11. Charles Kirchner & Associates 107 West Cook Street Springfield, IL 62704 (217) 789-1330 12 . Rick Gilmore Gilmore Architects 319 Meier Street Dundee, IL 60118 (708) 428-2455 13 . Gary W. Anderson Gary W. Anderson & Associates, Inc. 333 East State Street Rockford, IL 61104 (815) 963-1900 14 . William B. Coney William B. Coney & Associates 1410 Chicago Avenue Suite #308 Evanston, IL 60201 (708) 475-8415 15 . Linda F. Grubb, AIA Linda F. Grubb & Associates 102 North Cook Barrington, IL 60010 (708) 381-6939 16 . Kathryn Quinn Kathryn Quinn Architects 222 West Ontario Chicago, IL 60610 ( 312 ) 337-4977 17 . Michael A. Lambert ARRIS Architects+Planners PC 601 North DesPlaines Street Plainfield, IL 60544 (815) 436-8133. Architectural Design Guidelines: The following is a schedule for review of proposals received for Architectural Design Guidelines . November 1, 1995 Distribute RFP to prospective. Distribution based on list provided by the Illinois Historic Preservation Agency. November 15, 1995 Publication of legal notice of RFP in the local newspaper (Daily Courier News) December 1, 1995 Deadline for submission of proposals December 11, 1995 General meeting of the Elgin Heritage Commission: formal review and selection proposals . Negotiations with consultants to also be carried out at this time, if necessary. December 18, 1995 Additional Commission meeting to be held rok if necessary to continue review of proposals . December 29, 1995 Deadline for submission of memo to City Council COW with Commissions recommendation on the final chosen consultant. January 10, 1996 City Council Committee Of the Whole meeting January 11, 1996 Selected consultant notified May 31, 1996 CDBG program deadline for completion of project