97-196 Resolution No. 97-196
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
HISTORIC CERTIFICATION CONSULTANTS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Robert O. Malm, Interim 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 Historic Certification Consultants for a historical
architectural survey of the southeast neighborhood, a copy of
which is attached hereto and made a part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: July 23, 1997
Adopted: July 23, 1997
Omnibus Vote: Yeas 6 Nays 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this �Z day of G 1997, by and
between the CITY of Elgin, Illinois, a municipal corporation, (hereinafter re red to as "CITY")
and Historic Certification Consultants, a Chicago partnership, (hereinafter referred to as
"CONSULTANT").
WHEREAS, CITY desires to engage the CONSULTANT to furnish certain professional
services in connection with a PROJECT to complete a survey of Elgin's southeast neighborhood,
(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. Completion of an Architectural/Historical Survey of
Elgin's Southeast neighborhood, an area containing approximately 450 structures bounded
by May Street on the South, Villa Street on the North, South Liberty Street on the East and
the Wellington Avenue on the West. The information compiled in the survey shall be used
by the CITY in the preparation of neighborhood preservation plans, rehabilitation
guidelines for individual buildings, and community development projects. PROJECT shall
be completed in coordination with the CITY and the Elgin Heritage Commission.
B. SCOPE OF WORK. The following activities will be carried out by
CONSULTANT:
1. Project Coordination:
CONSULTANT shall meet with CITY to discuss the PROJECT schedule
and survey objectives. Items reviewed will be the proposed survey form, and
organization of data for the final report which.will include printed inventory forms,
photographs, and computerized data. Approval will also be sought for the schedule
and proposed activities prior to commencing work.
2. First Public Meeting:
An initial meeting will be held with the Elgin Heritage Commission and
CITY to introduce the PROJECT and PROJECT staff to the Commission and the
public. CONSULTANT will use visual displays to illustrate the goals and approach
to the PROJECT for citizens of Elgin. Public questions and comments will be
addressed.
3. Background Research:
CONSULTANT will review the historical and architectural contexts of the
neighborhood by looking into the history of Elgin and of the specific area. A link
will be established between the'various sub-areas and how they influenced the
adjacent areas. CONSULTANT will look for important local or regional architects
and their work with which tp compare the significant architectural buildings found.
For this research the Elgin Historical Museum, the Elgin Public Museum , Gail
Borden Public Library, and CITY of Elgin's municipal records will be consulted.
4. Field Survey:
CONSULTANT will inventory and photographs all principal and accessory
structures in the approximately 40 block area and enter the data onto the survey
form. Each form will include three black and white photographs of the principal
structure. Where there is an accessory structure, it will be included in one of the
side photographs of the principal structure, and one color slide of the principal
facade of each property. For any unusually large property, additional photographs
will be taken as necessary to adequately document the exterior appearance.
5. Site Specific Research:
Necessary research will be conducted to assist in evaluating individual
historic properties and in defining historic district boundaries. This research will
focus on sub areas within the larger area that retain a distinctive character,
particularly residential districts. CONSULTANT will investigate the history of a
selection of individual properties that may be eligible for the national Register of
Historic Places. This will include significant persons, designers/architects and
important events that are associated with the historic property.
6. Data Entry:
All field data will be entered into CONSULTANT'S database program and
copies printed of all information. Photographs will be attached to each form and all
forms assembled into binders as required. A diskette(s)will be provided to the
CITY of Elgin which will include all computerized information. A map will
indicate all significant structures and potential district boundaries.
7. Survey Report:
The survey report will be prepared which will include summary text
describing the significance of identified structures in the PROJECT area, together
with a complete list of all structures by address indicating their status as significant,
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contributing, or non-contributing. Recommendations will be made for any
individual or district nominations. The report will be in conformance to the Illinois
historic Preservation Agency's Certified Local Government Grant program
guidelines. Draft copies of the report will be submitted to the CITY for its review
prior to the completion of the PROJECT.
8. Final Public Meeting:
The final public meeting before the CITY and the Elgin Heritage
Commission will include a presentation of the draft survey findings by Partner
Victoria Granacki. The presentation will focus on newly identified historic
properties and any potential historic districts. The Commission will then have time_
to review the report and submit any comments to CONSULTANT before the final
report and survey are completed. An outline of the script and slides from this
presentation will be provided to the CITY for future use.
9. Final Packaging:
All required work products, as specified in the proposals, will be submitted
to the CITY of Elgin in final form. The final products will include: survey forms
with photographs attached of surveyed properties, computer discs (with data
recommended to be in Paradox, or compatible software), original field survey
forms, survey maps, all negatives, and the final, updated survey report. All project
materials, include contact sheets, negatives, and film catalog sheets, will be
properly packaged for storage. CONSULTANT will also provide a copy of the
survey to the Illinois Historic Preservation Agency.
E. ORGANIZATION AND MANAGEMENT
1. Staff Organization. PROJECT coordinators shall be Victoria Granacki,
preservation planner and Susan Benjamin, architectural historian, partners in the firm of Historic
Certification Consultants. Ms. Granacki will act as the primary CONSULTANT spokesperson at
public meetings and presentations and will regularly report on the progress of the PROJECT to the
CITY. Jennifer R. Kenney, architectural historian will assist in surveying as required, and will
have primary responsibility for all research required to substantiate construction dates and other
relevant information. She will enter all data in a computerized survey database and organize the
final product.
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 October and December of 1997. A draft of the summary report representing 80%
PROJECT completion shall be prepared for review no later than November 28, 1997. Following
receipt of all comments, the report and inventory forms shall be placed in final form and submitted
to CITY no later than January 30, 1998.
• 3. PROJECT Budget. CONSULTANT shall complete the above-described scope of
work for a fee of$12,500 (Twelve Thousand Five Hundred 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";
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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 January 30, 1998.
III. WORK PRODUCTS
All work products prepared by the CONSULTANT pursuant hereto including, but not
limited to, reports, 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
$12,500.00, 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
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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 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
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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.
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. SEVERABILTTY
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
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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.
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
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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.
XXV. 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 CITY:
SAROSH B. SANER
Historic Preservation Specialist
CITY of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to CONSULTANT:
VICTORIA GRANACKI, Partner
Historic Certification Consultants
1105 West Chicago Avenue
Suite 201
Chicago, Illinois 60622
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 e ' ► GIN CONSULTANT
BY „�: . w BY V I6ee, t (rf ��I
Rob, O. Malm Victoria Granacki
Interim City Manager Partner, Historic Certification Consultants
Attest:
A
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Dolonna Mecum, Ci Clerk
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HISTORIC CERTIFICATION CONSULTANTS
Suite 201, 1 105 West Chicago Avenue, Chicago, Illinois 60622
Susan Benjamin (847) 432.1865. Victoria Granacki (312) 421-1131
Proposal for
Architectural/Historical Survey for
a Potential Historic District
City of Elgin, Illinois
May 23, 1996
B. Fee
Total labor $9,900
Total materials $2,600
Total fee $12,500
LABOR
Principal Associate Task
4 2 Meetings (2)
5 Develop form
10 50 Research
6 30 Photograph buildings
90 Survey
80 Organizing, sorting, attaching photos and
assembling binders
40 26 Writing report and revisions
5 2 Preparing slide show and presentation
15 Packaging final materials
65 300
HISTORIC CERTIFICATION CONSULTANTS
Suite 201, 1105 West Chicago Avenue, Chicago, Illinois 60622
Susan Benjamin (847) 432-1865. Victoria Granacki (312) 421-1131
Total principals 65 hours @ $60 = $ 3,900
Total assistants 300 hours @ $20 = $ 6000
Total labor $ 9,900
MATERIALS:
$1512 1350 black and white photos: 45 rolls
@ $5.94 film cost per roll
@ $27.66 processing 2 sets of prints per roll
$256 450 color slides: 15 rolls
@ $9.34 film cost per roll
@ $7.76 processing per roll
$53 14 2", 3-ring binders @ $3.80 each
$114 900 sheet protectors
2 boxes transparent sleeves (for negatives and slides)
$40 2 reams heavy weight paper; glue
$625 $25 per day x 25 days
$2600 Total materials
Page 6 Project Number:17-97-126.606
312 •4-ZI - 12gc
HISTORIC PRESERVATION FUND
GRANTS-IN-AID PROGRAM
SPECIAL CONDITIONS B: INTENSIVE SURVEY GRANTS
1. All survey information gathered into data collections must be compatible with the State survey
data. This means, in essence, that inventory forms must have an attached photograph and
locational information at a minimum.
2. Prior to the commencement of the survey, the State Historic Preservation Office must be given
the opportunity to review and approve a timetable of tasks to be completed, the methodology, the
inventory form format, and the resumes of the individuals involved.
3. Completion reports must contain the following information:
a. An assessment of the degree of success achieved by the project.
b. A complete description of the project components and survey methodology.
c. A description of all promotional and publicity activities involved in the project. This should
include copies of all newspaper articles, handouts, news releases, etc.
d. At least three copies of any publications including brochures, guidebooks, newsletters,
planning documents, videotapes, or any other items prepared for distribution or
implementation as local policy. In the case of large documents, such as comprehensive plans
with a limited press run, one copy will suffice unless otherwise requested by the State Historic
Preservation Officer(SHPO).
e. A discussion of the problems that were encountered in the implementation of the project.
f. A description of the historic context of the survey area (minimum - 8 pages). The context
explains the important themes of history and physical patterns in the development of the
specific survey area with a description of the various characteristics that give the area its
identity, including architectural styles, materials, building types, street patterns, topography,
and land use.
g. Copies of the completed inventory forms with original photographs(2.5 x 3 or 3.5 x 5 inch
black and whited attached. A blank copy of the inventory form is also required.
h. A map of the community indicating which area(s) of the community were surveyed. It is
recommended that the map record specific information on the location of individual properties.
i. A tabulation of the results, including the number of acres surveyed, the number of properties
investigated (including post-World War II properties), and the number of properties more than
50 years old included in the data collection. There must be an evaluation of the potential for
individual property or historic district for National Register designation.
j. A short description of previous surveys undertaken in the community by federal, state, or local
governments, or private agencies, organizations or individuals.
Page 7 Project Number:17-97-126.606
k. It is understood that an intensive survey will not gather all of the descriptive, contextual, and
ownership information on every historic property in the survey area. "Data gaps" are
expected, and a discussion of what information (i.e., chain of title, architectural plans, etc.) is
missing from the current and any previous surveys, and suggestions about how the information
might be gathered in the future is required.
I. A bibliography of sources consulted.
m.Resumes for the principal investigator, chief administrator for the project, and any paid
employees engaged in the actual survey work.
n. If the survey is completed by a consultant, attach a copy of the Request for Proposals and/or
Scope of Work.
o. If available, a copy of the local plan, or portion thereof, that takes historic preservation
concerns into account.
p. Fiscal report:
i. Final work-cost breakdown(Actual vs. Planned).
Item Budgeted Actual Cost Difference
Amount
TOTAL
ii. Donor (individual, government, etc.), Source(private funds, state funds, etc.), Kind
(volunteer time, cash, etc.), and amount of other federal or non-federal funds applied
during the project period.
Donor Source Kind Budgeted Actual Difference
Amount Cost
TOTAL
° f ti4 —City of Elgin
Agenda Item No.
rho, il
July 1, 1997
TO: Mayor and Members of City Council
FROM: Robert O. Malm, Interim City Manager
SUBJECT: Award of Professional Services Contract for
Historical Architectural Survey of the
Southeast Neighborhood
•
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider
awarding a professional services contract for conducting a
Historical/Architectural Survey of the southeast neighborhood.
BACKGROUND
The City has conducted building surveys of established
neighborhoods . Under the guidance of the Heritage Commission, a
(Pb- plan has been undertaken to continue these architectural
reviews . A survey of the southeast quadrant of the City has
been proposed to assess approximately 510 structures in the
area, prepare an inventory of architectural features, document
current condition and denote any changes to the structures over
time. The required fieldwork involves three black and white
photographs of each principal structure taken from the public
right of way. This information will be provided to the City in
the form of a computerized data base as well as hard copy. A
summary report on the on the findings of the survey will include
the architectural and historic context of the neighborhood.
The information obtained from the survey will be used for
neighborhood development plans, rehabilitation guidelines for
individual buildings, and broader community based projects.
The area proposed to be surveyed has currently been nominated as
the Elgin National Watch Historic District. The State grant
enabling this project to proceed was secured earlier this year
after the district designation process was well underway.
To complete the survey, the City of Elgin has been awarded a
grant on February 7, 1997, from the Illinois Historic
Preservation Agency ( IHPA) in the amount of $7,500 as part of
the Certified Local Government Grant Program. ' The Elgin
""` Heritage Commission has allocated an amount of $5,000 from their
annual budget for the required local share for the project. The
City will make initial payments and be reimbursed by the IHPA
after completion of the project. The IHPA has reimbursed the
•
Southeast Neighborhood Survey - Bid Award
July 1, 1997
Page 2
timely manner on previous projects of this nature. A map of the
neighborhood is attached (Attachment A) .
Contractor Selection
Requests for proposals were sent out to over 85 firms
specializing in preservation planning and survey projects . The
Requests for Proposals included information on the total scope of
the project including the maximum funding available for the
project.
Five proposals (appendix 1) were received for the completion of
the project. 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. This process is in
keeping with the City of Elgin procurement ordinance.
The Survey Review Subcommittee of the Elgin Heritage Commission
and the City' s historic preservation specialist reviewed and
ranked the top four proposals based on the criteria for selection
of firms as outlined in the Request for Proposals. One was
eliminated as it did not meet the project requirements .
The fee packets (part B) of the four top ranking proposals were
then opened.
The four top ranked proposals with their fee bids are as follows:
Firm Fee
1 . Historic Certification Consultants $12,500. 00
2 . Rathburn Associates $12,499 . 12
3 . Heritage Research, Ltd. $12,499 . 00
4 . Wiss, Janney, Elstner Associates, Inc $16,420 .00
Bidders were aware of the total amount available for the project
and thus likely proposed to do the project to keep within the
available funds.
COMMUNITY GROUPS/INTERESTED PARTIES CONTACTED
The Elgin Heritage Commission' s Survey Review Subcommittee
reviewed the submitted proposals and made a recommendation to
select the firm of Historic Certification Consultants . The
recommendation is based on their scope of services, the format of
the finished document in a computerized database, experience of
Southeast Neighborhood Survey - Bid Award
July 1, 1997
'` Page 3
t the firm' s designated project team in similar projects, and
examples of their previous projects . The firm was recently
contacted by the City to complete an architectural survey of the
northeast neighborhood.
'The references provided by the top selected firms were also
contacted by the City' s Historic Preservation Specialist and
found to be adequate.
(041,.... FINANCIAL IMPACT
The total cost of the project is $12,500. The project is being
funded partially by the Certified Local Grant Program
administered by the Illinois Historical Preservation Agency with
a reimbursement in the amount of $7,500 . The local share of
$5,000 will be provided by the Elgin Heritage Commission from
their budget of $18, 000 (Account number 010-1902-709 . 80-04 ) . The
City project is proposed to be completed no later than January
30, 1998.
LEGAL IMPACT
ALTERNATIVES
rhk
The alternatives for this memorandum include:
1 . Award the contract
2 . Decline to award the contract
RECOMMENDATION
It is recommended that the City Council accept the contract
submitted by Historic Certification Consultants for $12,500 for
completing the Historical/Architectural Survey of the Southeast
neighborhood.
Respectfully submitted,
AC ay Pearson, Director
Code Administration and
Neighborhood Affairs
, i /
'o. -rt + . Malm
Interim City Manager