98-114 Resolution No. 98-114
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
SUTTER AND SCHROEDER ARCHITECTS, LTD. FOR THE YWCA
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, 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 Sutter
and Schroeder Architects, Ltd. for architectural/engineering
services for the YWCA facility improvements , a copy of which is
attached hereto and made a part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: May 13, 1998
Adopted: May 13, 1998
Omnibus Vote: Yeas 5 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
This Agreement made and entered into this /3,79C day
of , 1998, by and between the City of
Elgin, an llinois municipal corporation, (hereinafter referred
to as the "City") and Sutter and Schroeder Architects, Ltd. , an
Illinois corporation, (hereinafter referred to as
"Architects") .
WITNESSETH
WHEREAS, the City of Elgin has issued a Request for
Proposals identified as #98-017 pursuant to the Federal
Community Development Block Grant Program to provide for
development of plans and specifications, and conducting
construction monitoring for a facility improvement project for
the YWCA of Elgin located at 220 East Chicago 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 YWCA of Elgin pursuant to Architect's
proposal dated March 24, 1998, a copy of which is attached
hereto as Exhibit 2 (hereinafter referred to as "Architect's
Proposal") . The terms and scope of work for the architect
services shall be set forth in the attached request for
proposals and architect's proposal attached hereto and made a
part hereof as Exhibits 1 and 2. Compensation for the
architect's services shall be the total amount not to exceed
$18,800; and
WHEREAS, after evaluating various proposals for the
subject facility improvements for the YWCA of Elgin, 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
facility improvements for the YWCA of Elgin at 220 East Chicago
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 OF ELGIN SUTTER AND SCHROEDER
ARCHITE D. /
f "
BY 4,6- UCH QV� _ BY �(( ►-
Cit/N- =4.gar Its President
Attest: Atte t:
I/Vt%L. _ MyLti-A_34.
City Clerk
•
.0 of f(C
,,. Agenda Item No. i/
� City of Elgin g
°ililLU����
April 9, 1998
TO: ' Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Proposal Award for Architectural/Engineering
Services, YWCA of Elgin-Facility Improvements
PURPOSE
This memorandum transmits information for the Mayor and
members of the City Council to consider a contract award for
architectural/engineering services for the facility improve-
ments to the YWCA of Elgin to be funded with 1997 Community
Development Block Grant (CDBG) funds.
BACKGROUND
The amended 1997 CDBG program provided funding in the amount
of $25, 000 for architectural/engineering services for the
facility improvements to the YWCA of Elgin. A Request for
Proposal (RFP) for architectural/engineering services was
distributed on February 9, 1998 .
Three proposals for architectural/engineering services were
received on March 24, 1998 . A proposal review committee
comprised of a representative from the YWCA of Elgin; and City
staff from Code Administration, the Parks Department, and the
Planning Department met to review proposals on April 7, 1998 .
The proposals were reviewed in detail according to the crite-
ria for evaluation contained in the RFP. The areas of de-
tailed review included the firm' s staff availability; the
firm' s experience on similar type projects; estimated time for
completion of the plans, specifications, and bid packages;
demonstrated ability to work with governmental officials; and
cost of services . Of the three firms that submitted propos-
als, the consensus of the review committee was to recommend
award of the contract to Sutter & Schroeder Architects, who
also submitted the lowest cost of services (reference the
Attached Criteria for Evaluation) .
Ranking of the three firms ' proposals by the review committee
were as follows :
#1 Sutter & Schroeder Architects
#2 Williams Associates Architects
#3 Muterspaugh and Associates
Architectural/Engineering Services Award
April 9 , 1998
Page 2
fek References of Sutter & Schroeder were checked and found to be
satisfactory. The $18, 800 cost for completing the project
plans, specifications and construction monitoring represents
75 percent of the total amount budgeted for
architectural/engineering services . It is anticipated the
plans and bid documents will be completed by June, with start
of construction in September.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
YWCA of Elgin.
r\ FINANCIAL IMPACT
(ilAJ
The fee submitted by Sutter & Schroeder Architects totals
$18, 800 . The architectural services contract would be charged
to Account Number 230-000-791 . 30-99 (Miscellaneous Profession-
al Services : Budget = $25, 000) and Project Number 154306 (YWCA
Facility Improvements) . Sufficient CDBG funds are available
to enter into this agreement .
ftLEGAL IMPACT
None .
ALTERNATIVES
rik
Not to award the contract to Sutter & Schroeder.
RECOMMENDATION
The recommendation is that the Mayor and members of the City
Council award the contract for architectural/engineering
services for the YWCA Facility Improvements to Sutter &
Schroeder Architects in the amount of $18, 800 .
Res.ectfully submitted,
dill - a, laQ4_____
J/ce ' . Parker
ty Manager
VRB/vb
emb.
n
CRITERIA FOR EVALUATION
ARCHITECTURAL SERVICES
YWCA FACILITY IMPROVEMENTS
APRIL 7, 1998
Review Committee: Don Skelton, YWCA of Elgin; Monica Meyers, Parks Director, Parks and Recreation Department;
Steve Silva, Plan Examiner, Code Administration; Pat Andrews, Senior Planner, Planning Department; and Veronica
Bell, Associate Planner, Planning Department.
Proposals were ranked by number; 10 being the highest score and 1 being the lowest score. The mean scores
were used to determine the total score rated by the review committee on each proposal.
CRITERIA FOR EVALUATION
Proposal Submitted By: Sutter & Schroeder Williams Associates Muterspaugh &
Architects Architects Associates
Staff Availability: 8 9 8
Experience Similar Projects 9 9 5
Estimated Time Line 10 8 9
Ability with Gov'tl Officials 8 9 6
Cost of Services 10 6 7
Review Committee Total Rank: , 45 41 35
(Total available points-50) Ranked #1 Ranked #2 Ranked #3
The Review Committee will recommend to City Council that the Award of Architectural/Engineering Services be
awarded to Sutter & Schroeder Architects in the amount of $18,800.
""1)
I -
TABLULATION OF BIDS
CITY OF ELGIN Sutter&Schroeder Williams Associates Muterspaugh&Assoc
Architects,Ltd Architects Ltd Architects/Planners
Invitation No:RFP#98-017 131 East Park Avenue 210 North Hale One South Virginia St
Date of Opening: 3/24/98 Libertyville,IL 60048 Wheaton,IL 60187 Crystal Lake,IL 60014
Department: Planning/CDBG
Item # } Description AMOUNT AMOUNT AMOUNT AMOUNT
1 Architectural Engineering
Services for YWCA
Facility Improvements
220 E Chicago St.
Fee 18,800.00 25,000.00 22,500.00
Reimbursible Expenses included included Not to exceed 2,500.00
•
TOTAL $18 800.00 $25 000.00 $25 000.00