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99-173 Resolution No. 99-173 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH HISTORIC CERTIFICATION CONSULTANTS FOR A SURVEY OF THE SPRING-DOUGLAS CORRIDOR 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 Historic Certification Consultants for a historical/architec- tural survey of the Spring-Douglas corridor, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: June 23 , 1999 Adopted: June 23 , 1999 Omnibus Vote : Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT / ��pp THIS AGREEMENT is made and entered into this b(` day of , 1999, by and between the CITY of Elgin, Illinois, a municipal corporation, (hereinafte of ed to as "CITY") and Historic Certification Consultants, an Illinois partnership, (hereinafter referred to as "CONSULTANT"). WHEREAS, the CITY desires to engage the CONSULTANT to furnish certain professional services in connection with a PROJECT to complete a proposal of the Spring- Douglas Historic District for a National Register Nomination, (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 the 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 Community Development Manager, 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. CONSULTANT staff will meet with CITY and Elgin Heritage Commission to discuss project schedule and objectives. CONSULTANT will seek approval of schedule and proposed activities prior to commencing work. B. SCOPE OF WORK. The following activities will be carried out by the CONSULTANT: 1. Preliminary Work with the Existing Survey of the Spring-Douglas Corridor: CONSULTANT shall review all 286 survey forms in the 1995 survey to verify existing architectural styles and dates. Any corrections on the forms will be done by hand, and photocopies of the corrected forms will be sent to the Illinois Historic Preservation Agency for their records. The significance ratings for all buildings will be updated using established criteria to distinguish significant buildings from contributing buildings. It is understood that this distinction is for the use of the City of Elgin in administering its preservation programs, not for the National Register nomination. These ratings will be provided to the Elgin Heritage Commission separately. PROJECT shall be completed in coordination with the CITY, the Elgin Heritage Commission and in accordance with the various rules and regulations stipulated by the Illinois Historic Preservation Agency's (IHPA)National Register program. 2. Create a Database The most important data from the 1995 survey will be entered into a computerized database which is compatible with similar databases that CONSULTANT has previously prepared for Elgin neighborhood surveys. Database fields shall include address, date of construction, architectural style, condition, and alterations. 3. Supplementary Research: CONSULTANT will conduct additional primary research beyond that which was included in the 1995 survey report. It is expected to include at least the following: A. Verify construction dates for significant buildings where public records are available. B. Prepare a subdivision map and development trend analysis. C. Conduct a thorough Sanborn map analysis over key years, beginning in 1887. D. Conduct additional extensive research on who the residents were in the significant houses during the period of historic significance. CONSULTANT shall use city directories for 1900 and 1020 to supplement the 1995 survey report which used only 1911 and 1940. E. Conduct additional research to see if architects can be determined for significant buildings. CONSULTANT will consult the Elgin Daily Courier, house tour booklets, plaque applications, and other sources that may be found. 4. Preparation of the National Register Nomination: CONSULTANT will write a complete nomination to the National Register according to the application requirements of the Illinois Historic Preservation Agency and the U.S. Department of the Interior which includes the following: A. A complete description of the neighborhood(Section 7)using information from the existing Spring-Douglas Corridor report and other information CONSULTANT has collected. B. An historic context for the neighborhood as it relates to the surrounding area. The historic information gathered for CONSULTANT's Northeast Neighborhood report will be used. C. A full description of architectural styles which elaborates on the general characteristics of each style and how individual buildings in the Spring-Douglas Historic District area reflect those characteristics. -2- D. A justification as to why Spring and Douglas streets are notable as more architecturally significant than surrounding streets. E. Conclusions as to why Spring-Douglas Historic District is significant enough to be eligible for listing on the National Register. 5. Submit the Nomination to the Illinois Historic Preservation Agency: A first draft copy of the complete nomination will be submitted to the Elgin Heritage Commission for its review prior to submission to the Illinois Historic Preservation Agency. When this draft is acceptable to the City of Elgin, it will be sent for review to the National Register Coordinator. All comments by the IHPA staff will be considered and changes made for the final nomination. 6. Present the Nomination to the Illinois Historic Sites Advisory Council (IHSAC): CONSULTANT will submit the final nomination to the I H PA and prepare a slide presentation for the meeting of the IHSAC and be prepared to answer any questions regarding the eligibility of the neighborhood. 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 the project as required, and will have primary responsibility for all research required to update the existing survey of the Spring-Douglas Corridor. 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. A draft of the nomination shall be prepared for review by the Elgin Heritage Commission no later than September 6, 1999. Following receipt of all comments from the Elgin Heritage Commission,the draft nomination shall be transmitted to the Illinois Historic Preservation Agency no later than October 6, 1999. Revisions to the draft document shall be carried out between October and December 1999, as directed by the IHPA. The formal presentation of the document and project shall be made before the Illinois Historic Sites Advisory Council (IHSAC) on December 10, 1999. 3. PROJECT Budget. CONSULTANT shall complete the above-described scope of work for a fee of$6,600.00 (Six Thousand Six 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"; II. PROGRESS REPORTS Any and all progress reports shall be submitted by CONSULTANT to CITY as and when required. Information in monthly reports shall include the various costs and expenses -3- a incurred, including but not limited to expenses for materials and staff time. 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 $6,600.00, 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 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 -4- 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. Or arising out of this agreement with CONSULTANT,which may be advanced or alleged by CONSULTANT or an third party against CITY. 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 -5- 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. 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. -6- 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 CONSULTANT certifies hereby that it is not barred from bidding on this contract as a result of a violation of 720 ILCS 5/33 et seq. or any similar state or federal statute regarding bid rigging. 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. A copy of the policies must be provided to the Department of Human Rights upon request. 775 ILCS 5/2-105. XXIV. COMPLIANCE WITH FEDERAL. STATE AND LOCAL LAWS CONSULTANT shall comply with all applicable federal, state and local laws. Failure to comply with this Section shall constitute a material breach of this agreement, and shall entitle CITY to terminate this agreement upon ten(10)days written notice without -7- penalty to the CITY. XXV. 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. XXVI. 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. SAHER 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 OF ELGIN CONSULTANT Y` BY I ! B a • Joy A. arker Victoria Granacki City Manager Partner, Historic Certification Consultants Attest: Dolonna Mecum, City Clerk -8- ( L)) � — City of Elgin Agenda Item No. ►!' oar . May 14 , 1999 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Award of Professional Services Contract for Nomination of the Spring-Douglas Historic District to the National Register of Historic Places 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 nominating the Spring-Douglas Historic District to the National Register of Historic Places. BACKGROUND rThe Spring-Douglas Historic District was designated as a local [. Elgin landmark historic district in February 1996 . Comprised of 286 structures, the district is significant in being representative of the transition in styles of the City' s 19th and early 20th century architecture. The district is primarily residential in nature, with buildings being described as having intact a high level of architectural and structural integrity. Two-thirds of the buildings were built in the 34-year period between 1886 and 1920 . The majority (243 of the 286 structures) included within the proposed district contribute to its architectural and historic significance . They were built during the period of significance (1850-1940) and retain sufficient historic integrity from the period. The architectural and historical survey completed in 1996 suggests that the district is eligible to be listed on the National Register of Historic Places due to its significant history and architecture . National Register listing represents a national recognition to an individual property or those within an historic district without any additional regulations. It also provides the opportunity for properties within the designated district to participate in the federal Rehabilitation Investment Tax Credit program, the state Property Tax Assessment Freeze program, and more recently, to be eligible to receive funds from the Transportation Enhancement Act (TEA-21) for larger capital enhancement projects like historic district street lighting, • Spring-Douglas Historic District May 14 , 1999 Page 2 district signage and the development of bike paths and trails . The Elgin Historic District, listed on the National Register in 1983 , successfully applied for and received funds to install historic street lights in 1995 . The North East Neighborhood Association (NENA) is currently preparing an application for funds to install historic street lights and signage in the historic district . Listing of the district on the National Register will further improve the chances of the project to be selected to receive funds. The application from NENA will most likely be brought before the City Council for discussion in October of this year for Year 2000 budget planning discussions. The application is expected to be submitted to the Illinois Department of Transportation for consideration in November 1999 . In addition to the Elgin Historic District, individual properties in Elgin listed on the National Register of Historic Places include : 1 . Elgin Academy, 350 Park Street (Oct 08, 1976) 2 . Gifford-Davidson House, 363-365 Prairie Street (May 31, 1980) 3 . First Universalist Church, 55 Villa (263 Du Page) (Nov 07, 1980) 4 . Ora Felton House 214 S . State Street (Aug 12 , 1982) 5 . The former Elgin Milk Condensing Company (Borden Building) Brook and Water Streets (Feb 14, 1985) r 6 . Fire Barn #5 533 St . Charles Road (Aug 05, 1991) 7 . Elgin National Watch Company Observatory 312 Watch Street (Aug 16 , 1994) 8 . Teeple Barn 1715 North Randall Road (Dec 10, 1979) 9 . Memorial Washington Reformed Presbyterian Church West Highland Avenue (Elgin vicinity) (Nov 19, 1980) Note : Dates of designation are in parentheses. Scope of the project The project essentially involves nominating the Spring-Douglas Historic District to the National Register of Historic Places and will include two main components as required by the Illinois Historic Preservation Office (IHPA) in Springfield. 1 . Update the survey of the Spring-Douglas Corridor. The existing 286 inventory forms will need to be reviewed, a significance rating provided for each structure, verify its architectural style, date of construction and alterations over the years . Supplementary research on the survey will also include obtaining dates of construction of the buildings, preparation of subdivision maps based on development trends, augmenting the existing historic information on each property using Sanborn maps and City Directories, and obtaining information on the architects and builders of significant structures using local rew newspapers like the Elgin Daily Courier. The IHPA has already reviewed the existing survey report and inventory ' Spring-Douglas Historic District May 14 , 1999 Page 3 forms and indicated the areas where additional information is required. Additionally, the updated information will also conform to the standard format established by the Heritage Commission to facilitate the review of rehabilitation grant proposals . 2 . Preparation of the National Register application. Information to be included will be a description of the historic context of the neighborhood from the existing survey report and supplemental research, together with a complete description of the architectural styles of the neighborhood. Finally, conclusions will be drawn on why the Spring-Douglas Historic District is significant to be eligible for listing on the National Register of Historic Places. The nomination will need to be submitted for review and comment to the IHPA in Springfield. On the recommendation of staff of the IHPA, the application will be presented to the Illinois Historic Sites Advisory Council (IHSAC) which will approve or deny the nomination. If approved, the documentation will be provided to the Keeper of the National Register in Washington D.C. to be listed. The selected consultant will prepare and present the nomination of the Spring-Douglas Historic District to the Illinois Historic Sites Advisory Council (IHSAC) at their earliest scheduled meeting. Contractor Selection Requests for proposals were sent out to around 30 firms specializing in historic preservation (Attachment A) . The Requests for Proposals included information on the total scope of the project, including the funding available for the project . Two proposals 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 National Register Review Subcommittee of the Elgin Heritage Commission and the City's Historic Preservation Specialist reviewed and ranked the two proposals based on the criteria for selection of firms, as outlined in the Request for Proposals . r • Spring-Douglas Historic District May 14, 1999 Page 4 eftm. The fee packets (part B) of the proposals were then opened. The ranked proposals with their fee bids are as follows : Firm Fee 1 . Historic Certification Consultants $6, 600 . 00 1105 West Chicago Avenue, Suite 201 Chicago IL 60622 2 . Charles Kirchner & Associates $4, 800 . 00 107 West Cook Road Springfield IL 62704 The firm Historic Certification Consultants had consulted with the IHPA on the scope of services of the project before submitting their proposal, and obtained information on the work needed to complete the project which has resulted in their higher bid. The criteria for selection of consultants has been included in as Attachment C. During the selection process, the firm of Charles Kirchner and Associates, was determined as inadequately responsive to the requirements of the Heritage Commission, the City of Elgin and the IHPA to complete the project . The firm did not include any information on updating the current survey of the Spring-Douglas Corridor (Component 1 of the project) , nor did it indicate any familiarity with the standard format used by the City to prepare eft. inventory forms and final reports on surveys. 66 COMMUNITY GROUPS/INTERESTED PARTIES CONTACTED The Elgin Heritage Commission' s National Register 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, experience of the firm' s designated project team in similar projects, and examples of their previous projects. The firm was recently contracted by the City to complete architectural surveys of the northeast and southeast neighborhoods. The references provided by the top selected firms were also contacted by the City' s Historic Preservation Specialist and found to be adequate. / FINANCIAL IMPACT The Elgin Heritage Commission has budgeted $6, 600 in its 1999 g budget, account number 010-0902-709 . 80-04, to pay for the project . LEGAL IMPACT None . Spring-Douglas Historic District May 14 , 1999 Page 5 RECOMMENDATION It is recommended that the City Council accept the contract submitted by Historic Certification Consultants for $6, 600 to complete the nomination to list the Spring-Douglas Historic District in the National Register of Historic Places . Aiectfully submitt , Jule A/ Parker City Manager rm. T, v - HISTORIC CER' II4ICATION CONSULTANTS r Suite 201, 1105 West Chicago Avenue,Chicago, Illinois 60622 Susan Benjamin(847)432-1865.Victoria Granacki(312)421-1131 Revised Fee Proposal for writing the nomination of the Spring-Douglas Historic District to the National Register of Historic Places City of Elgin, Illinois March 20, 1998 A. Primary Project to be submitted to the Heritage Commission for Review Total labor $6,280 Total materials $ 320 Total fee $6,600 LABOR: Principal Associate Task 6 Meetings (2) 31 Review existing survey forms 4 5 Research 38 Write nomination 20 15 Make revisions to nomination 3 Prepare slide show and presentation 6 Public hearing &meeting with IHSAC 77 51 • Total principals 77 hours @ $65 = $ 5,005 Total associate 51 hours @ $25 = $ 1,275 Total labor $ 6,280 1 MATERIALS: $55.08 48 black and white photos: 2 rolls @ $5.94 film cost per roll ® $21.60 processing per roll $17.10 36 color slides: 1 roll @ $9.34 film cost per roll @ $7.76 processing per roll $189.60 two 5x7 prints each of 24 photos @ $3.95 each $58 Travel to IHSAC meeting $320 Total materials 1 2 • 4- .11,x- - 5. Jo Anne Beard Susan Baldwin-Burian Barbara Buchbinder-Green 1505 West College 70 W Hubbard St,Suite 204 1026 Michigan Ave Ji> nville IL 62650 Chicago IL 60610-4621 Evanston IL 60202-1436 ' Robert Christie Mike Dixon Jane Eiseley Preservation Services Dixon Associates 3433 Richard St 1445 Hampshire 202 W Main St Madison WI 53714 Quincy IL 62301 St Charles IL 60174 Historic Certification Consultants Linda F Grubb&Associates,Architects David J Halpin 1105 West Chicago Ave, Suite 201 102 N. Cook Street, Suite 23 Cultural Resources Services Chicago IL 60622 Barrington IL 60010 P 0 Box 7104 Springfield, IL 62791 Hasbrouck Peterson Zimoch Nancy Hubbard Leslie H Kenyon Sirirattumrong Hubbard&Hubbard Kenyon and Associates,Architects 711 South Dearborn,Suite 201 1407 Elmwood St 735 N Knoxville Ave Chicago IL 60605 Wilmette IL 60091 Peoria IL 61602 A M Kinney Associates,Inc Michael A Lambert Rick Gilmore 801 Davis Street, 3rd Floor Arris Architect&Planners Gilmore Architects . Evanston IL 60201 601 N DesPlaines Street 319 Meier Street rb' Plainfield IL 60544 Dundee,IL 60118 Charles Philip Lewis Floyd Mansberger Anne McGuire,AIA 608 W Fayette Fever River Research Anne McGuire&Associates Effmgham IL 62401 P 0 Box 5234 1234 Sherman Ave,Room 109 Springfield IL 62705 Evanston IL 60202 Michael J McNerney Ernst A Nemeth Alice Novak American Resources Group Architectural Restoration Consultants ArchiSearch 127 N Washington 404 Tremont P 0 Box 565 Carbondale IL 62901 Lincoln IL 62656 Urbana IL 61801-0565 Rathbun Associates Raymond Terry Tatum Lachlan Blair Sandy Rock Research Center 718 West Melrose Street 506 W Illinois Street R R#1 Box 70 Chicago IL 60657 Urbana IL 61801-3928 Hollandale WI 53544 The Office of John Vinci, Inc John N Vogel Mr Gail White,AIA 1147 W Ohio Street Heritage Research Ltd White&Borgognoni Architects,PC Chicago IL 60622 N89 W 16785 Appleton Ave 127 N Washington Street Menomonee Falls WI 53051 Carbondale IL 62901 anney Elstner Associates,Inc Charles Kirchner&Associates Robert Christie 29 i,orth Wacker Drive, Suite 555 107 W Cook Rd Preservation Services Chicago IL 60606 Springfield,IL 62704 1445 Hampshire Quincy,IL 62301 TritcAtivt OJT" C/ page 8 V.PROCUREMENT OF PROFESSIONAL SERVICES The City of Elgin's Department of Code Administration and Neighborhood Affairs general method for the procurement of professional services is representative of the competitive proposal process whereby several proposals are reviewed for quality, but the fee is negotiated after the firm has been selected. The following process will be followed in the review and selection of a professional architectural or historic preservation consultant on this project. All proposals will be submitted in two (2)parts -Narrative and Fee- and evaluated by the selection committee. PART A will be evaluated based on the following criteria: 1. The level of knowledge and experience of the staff that the professional firm or consultant assigns and commits to the project. This should include the educational background and• experience of the assigned team. Points: 0 -20 2. The record of specialized experience of the professional firm and project team as demonstrated eft. by performance on similar projects. Submission of examples of these projects is recommended, and will be reviewed during the process of evaluation. Points: 0 - 20 3. The degree to which the professional consultant's scope of services addresses the project's objective. Points: 0 -40 4. The professional consultant's demonstrated familiarity with the local architecture and history. Points: 0 - 20 With due consideration of the evaluations of the proposals, a tentative selection will be made by ranking the proposals. The sealed PART B of the professional consultants will then be opened for inspection. The City of Elgin will then schedule negotiations with the top ranked consultant leading to the preparation of the Agreement. If the estimate in PART B of the proposal is shown by a review or other analyses to be improper, or subsequent negotiations are unsuccessful in bringing the fee proposal to an acceptable range, the City will cease discussions with the top rated consultant and initiate negotiations with the next ranked consultant. • page 9 Negotiation The successful consultant will be advised of the fee negotiating meeting if necessary. The negotiation and discussion will cover the consultant's costs, including direct costs, indirect costs, and any other costs that are considered reasonable by the City of Elgin. It is strongly recommended that the consultant provide the City with a firm fixed fee for the complete project. The City's Department of Code Administration and Neighborhood Affairs and the professional consultant will also agree on the project schedule and any final adjustments in the project requirements at this time. Standard Agreement When the fee and other parameters have been agreed upon, the Director of Code Administration and Neighborhood Affairs will prepare a City Council Memorandum requesting permission to enter into an agreement for the professional consultant's services. The Director of Purchasing will inform the remaining consultants that the award has been made to another firm. Compensation and Payment The Department of Code Administration and Neighborhood Affairs will reimburse the professional consultant as may be necessary to complete the requirements of this project assignment as set forth in the agreements between the parties. The method of payment will be negotiable. The professional consultant will be responsible for submitting to the Department, reports describing in detail the services rendered together with certified invoices as required by the agreement.