02-174 Resolution No. 02-174
RESOLUTION
AUTHORIZING EXECUTION OF AN AMENDMENT TO AN AGREEMENT WITH
HISTORIC CERTIFICATION CONSULTANTS FOR
THE SOUTHWEST NEIGHBORHOOD SURVEY
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Olufemi Folarin, Interim City Manager, and Dolonna
Mecum, City Clerk, be and are hereby authorized and directed to
execute an Amendment to an Agreement on behalf of the City of
Elgin with Historic Certification Consultants to expand the scope
of the historical/architectural survey and inventory of the
southwest neighborhood of Elgin, a copy of which is attached
hereto and made a part hereof by reference.
s/ Ed Schock
Ed Schock, Mayor
Presented: May 22 , 2002
Adopted: May 22 , 2002
Omnibus Vote : Yeas : 7 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AMENDMENT TO AGREEMENT BETWEEN
CITY OF ELGIN AND HISTORIC CERTIFICATION CONSULTANTS
THIS AMENDMENT is made and entered into this APT W day of
fAy, 2002, by and between the CITY of Elgin, Illinois, an
Ili inois municipal corporation (hereinafter referred to as
"CITY") , and HISTORIC CERTIFICATION CONSULTANTS, an Illinois
Partnership, (hereinafter referred to as "CONSULTANT") and
hereby amend the PRIOR AGREEMENT of May 31, 2001
(hereinafter referred to as "PRIOR AGREEMENT") .
WHEREAS, the CITY and CONSULTANT entered into the PRIOR
AGREEMENT consultant to furnish certain professional
services in connection with a PROJECT to complete a survey
of Elgin' s Southwest Neighborhood, (hereinafter referred to
as "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, in consideration of the mutual promises and
covenants contained herein, the sufficiency of which is
hereby acknowledged, the parties hereto hereby agree as
follows :
1 . Section I .A of the PRIOR AGREEMENT is hereby amended
to provide as follows :
Completion of an Architectural/ Historical Survey of
Elgin's Southwest Neighborhood, an area containing
approximately 634 structures bounded by National and
Walnut Streets on the north, Moseley Street on the
West, Adams Street on the south and the Fox River on
the east .
Provide comprehensive information on every structure
included within the subject area to identify the
whole, parts thereof, or individual structures for
listing in the National Register of Historic Places,
and as locally designated landmarks or historic
districts .
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, the Elgin Heritage Commission and in
accordance with the various rules and regulations
stipulated by the Illinois Historic Preservation
Agency's Certified Local Government Grant program.
2 . Section IV is hereby amended to provide as follows :
For services described in Section I .A. and further
detailed in the Attachment A which is hereby made a
part thereof, CONSULTANT shall complete the above-
described scope of work for a fee not to exceed
$27, 137 . 00 (Twenty-seven Thousand, One Hundred and
Thirty-seven 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" , unless
modified by a change order or written amendment
approved by the CITY.
3 . Circumstances necessitating the change in
performance were not reasonably foreseeable at the
time the PRIOR AGREEMENT was signed and are in the
best interest of the CITY.
4 . The remainder of the PRIOR AGREEMENT is in full
force and effect, and it is the intention of both
parties hereto to comply fully with the remainder of
the PRIOR AGREEMENT.
IN WITNESS WHEREOF, the parties hereto have executed
this agreement on the date first appearing above .
CITY OF Elgin CONSULTANT
t. �'.,, igg
„....
Olufemi ' .iarin Victoria Granacki , Partner
Inte . 'm ty .ger Historic Certification
Consultants
ATTEST:
Dolonna Mecum, CITY Clerk
2�OF Et
'ti Agenda Item No.
a § City of Elgin- g
February 8 , 2002 G
TO: Mayor and Members of the City Council N
ECONOMIC GROWTH
FROM: Olufemi Folarin, Acting City Manager
SUBJECT: Approval of Change Order to Expand the Scope of the
Southwest Area Intensive Survey and Inventory Project
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider a change order to
expand the scope of the project to complete an
historical/architectural survey and inventory of the southwest
neighborhood.
BACKGROUND
Ongoing Survey
In January 2001, the City of Elgin applied for and was awarded a
grant from the Illinois Historic Preservation Agency' s (IHPA)
Certified Local Government (CLG) grant program to complete an
historical/architectural survey and inventory of the southwest
neighborhood.
The City has regularly conducted building inventories and surveys
of older established neighborhoods . Since 1972 , 11 surveys have
been completed in various neighborhoods under the guidance of the
Elgin Heritage Commission. The Commission has undertaken a plan to
continue these architectural inventories over the next five years,
with the most recently completed being that of the Lords Park
neighborhood.
The survey proposed to assess approximately 253 structures (17
blocks) in the area, prepare an inventory of architectural
features, document current condition and denote any changes to the
structures over time. 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 findings of the survey will include the
architectural and historic context of the neighborhood.
r Southwest Area Intensive Survey
February 8, 2002
Page 2
The information obtained from the survey will be used for
neighborhood development plans, rehabilitation guidelines for
individual buildings, and broader community-based projects . A map
of the neighborhood proposed to be surveyed is attached (Attachment
A) .
Currently, there are no plans from the neighborhood to designate
the area, or part of it , as an historic district . In the meantime,
the information will be used to make informed decisions regarding
rehabilitation plans for individual buildings, neighborhood
preservation plans and community development projects.
The total cost of the project was $10, 373 . 00, of which the State
Preservation Office agreed to provide $7, 123 . 80 with the City to
provide the remaining $3 , 249 . 20 . The City would make initial
payments and be reimbursed by the IHPA after completion of the
project . The IHPA has reimbursed the City in a timely manner on
several previous projects of this nature . The City of Elgin
contracted with the firm of Historic Certification Consultants to
complete the project . Funds for the survey would be paid from the
Elgin Heritage Commission' s annual budget .
Current proposal
In August 2001, the IHPA announced an additional round of grant
funding available to CLGs for similar projects . The Elgin Heritage
Commission took the opportunity and applied for and was approved
for additional funding to expand the original survey. Under the
expanded project, the number of properties being surveyed is 634 at
a total project cost of $27, 137 . 00 .
The balance remaining to be funded for the consultant to complete
the project is $16, 764 . 00, of which the IHPA has agreed to pay
$11, 858 .40, with the City' s share at $4, 905 . 60 . As has been done
previously, the City will make initial payments and be reimbursed
by the IHPA after completion of the project .
The final product will be a single survey report and summary on the
area along with inventory sheets of all 634 properties contained in
the original as well as the expanded area. On submission of the
document, the IHPA will reimburse the City for the entire project
in the amount-of $18 , 982 .20 ($7, 123 . 80 original grant + $11, 858 .40
balance to complete expanded project) .
eft The IHPA has recommended that in order to maintain uniformity of
information recorded during the survey, the same consultant be used
with an amended contract . The original agreement between the City
and IHPA has been amended to include the additional properties to
be surveyed.
.. "
r Southwest Area Intensive Survey
February 8, 2002
Page 3
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
The Elgin Heritage Commission has recommended that the firm of
Historic Certification Consultants continue with completing the
entire project in order to maintain uniformity of information
recorded.
The recommendation is based on their scope of services, the format
of the finished document in a computerized database, experience of
the firm' s designated project team in similar projects, and
examples of their previous projects . The firm was recently under
contract by the City to complete architectural surveys of the Lords
Park area, northeast and southeast neighborhoods in Elgin.
FINANCIAL IMPACT
There are sufficient funds ($22 , 000) available in account number
010-0902-709 . 80-04, General Fund Contributions Elgin Heritage
Commission, to process a change order to pay the balance of the
consultant' s scope of services in the amount of $16, 764 . 00 . At the
end of the project the City of Elgin will be reimbursed in the
amount of $11, 858 .40 from the IHPA.
LEGAL IMPACT
VVVA1/‘ contract amendment will need to be prepared and submitted to the
Legal Department for review.
ALTERNATIVES
1 . Approve the request for a change order to allow the firm of
Historic Certification Consultants to continue with the
expanded scope of the project .
2 . Decline the request for a change order.
RECOMMENDATION
It is recommended that the City Council approve the request for a
change order to allow the firm of Historic Certification
Consultants to continue with the expanded scope of the project, and
direct staff to undertake an amended agreement with the firm.
Respectfully submitted,
em.
— -
, .... . *44..A.%or.
Olu` -mi . ari
Actin Ci• Manager
SBS/sm
• Historic Certification Fax : 312-421-1295 Sep 18 '01 1147 P02
Attachment A
HISTORIC CERTIFICATION CONSULTANTS
Suite 201, 1105 West Chicago Avenue, Chicago, Illinois 60622
Susan Benjamin (708)432-1865.Victoria Granado(312)421-1131.
Revised Proposal for a
Comprehensive Survey of approximately 634 properties
Southwest Neighborhood, City of Elgin,Illinois
September 17,2001
REVISED FEE
Total labor $23,925
Total materials $3,212
•
Total fee $27,137
LABOR:
Principal Surveyor Assistant Task
NC Meetings(2)
24 Prepare Database
46 53 Research
56 Photograph buildings
100 76 Survey
130 Organizing,sorting,attaching photos and assembling
binders
30 30 Review forms
60 20 60 Writing report and revisions
140 Packaging final materials
90 220 415
Total principals 90 hours @$65 = $5,850
Total surveyor 220 hours @$35= $7,700
Total assistant 415 hours @$25 • $10,375
Total labor
$23,925
Historic Certification Fax : 312-421-1295 Sep 18 '01 1147 P03
Total labor $23,925
MATE IAL&
$1,700 2,300 black and white photos: 68 rolls
@$5.00 film cost per roll
@$20.00 processing 2 sets of prints per roll
$360 635 slides: 18 rolls @$20 per roll
$140 20 2",3-ring binders @$7 each
$137 1300 sheet protectors
transparent sleeves(for negatives)
$875 $25 per day x 35 days
$3,212 , Total materials
DIGITAL PHOTOGRAPHY OPTIONS
Option 1:
Have photo lab scan slides and put on a CD as part of the photo processing.
Provide CDs without retouching photos or matching and labeling addresses.
$140($20 per disk,estimate 7 disks)
Option 2:
Take photos on site with digital camera, one view of the front of each principal structure
Adjust each photo for color and resolution
Bum on a CD and label each image by an address reference
Embed photo into computerized database
Print one complete set of survey forms with digital photo in place
$1500 including materials
Historic Certification Fax : 312-421-1295 Sep 18 '01 11:47 PO4
REVISED SCHEDULE
Prepare computerized database September,2001
Do permit research
Field Survey October 8,200I (6 weeks)
Photograph buildings • November 15,2001 (2 weeks)
Organize,sort,attach photos,and assemble binders December,2001 -January,2002
Review forms and make necessary corrections
•
Submit forms to Elgin and to IHPA for review February 5,2002
Receive comments from reviewers March 8,2002
Make changes to database and reprint forms March,2002
Summarize and evaluate survey findings April-May,2002
Conduct additional historic research
Write draft report
Submit draft report to Elgin and to IHPA for review June 4,2002
Receive comments from reviewers June 28,2002
• Make changes to report and reprint July,2002
Submit complete final project to Elgin and IHPA July 31,2002