07-100 Resolution No. 07-100
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
CHARLES H. SCHRADER AND ASSOCIATES, INC.
FOR GRANT ADMINISTRATION SERVICES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
pursuant to Elgin Municipal Code Section 5.02.020B(9) the City Council hereby finds that an
exception to the requirements of the procurement ordinance is necessary and in the best interest of
the city; and
BE IT FURTHER RESOLVED that Olufemi Folarin, 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 Charles H. Schrader and Associates, Inc. for grant administration services, a copy of
which is attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: April 25, 2007
Adopted: April 25, 2007
Omnibus Vote: Yeas: 7 Nays: 0
Attest:
s/Dolonna Mecum
Dolonna Mecum, City Clerk
Charles H. Schrader and Associates, Inc. and The City of Elgin
THIS AGREEMENT is made and entered into on thi day of 1.0 by and between
the City of Elgin, Illinois, a municipal corporation, (hereinafter referred to as ' City") and Charles
H. Schrader& Associates, Inc., an Illinois corporation (hereinafter referred to as "Schrader").
WHEREAS, the City deems it to be in its best interests to secure a grant administration service to
research availability of and administer grants received from various sources; and
WHEREAS, Charles H. Schrader & Associates, Inc. is a provider of grant administration
services and is willing and able to provide such administration services through the terms
provided herein.
NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein,
the sufficiency of which is hereby mutually acknowledged, the parties hereto agree as follows:
1. City shall pay Schrader the sum of$12,000 on or before December 31, 2007.
2. Schrader shall, at the discretion and request of City's Parks and Recreation Director,
research, investigate, advise and attempt to obtain grant funding on behalf of City from whatever
sources may be applicable.
3. Schrader shall consult regarding potential grants that meet the City's needs, application
processes, grant requirements and deadlines, and any other necessary information required with
City's Parks and Recreation Director upon reasonable request, and shall advise said director in
writing not less than once each ninety(90) days.
4. Schrader shall be reimbursed for expenses only upon written approval by the City
Council of Elgin, Illinois. Such written approval shall be obtained prior to the accrual of any
such expenses. City shall not be required to pay Schrader for any expenses incurred without such
prior written approval.
5. The terms of this agreement shall be severable. In the event that any of the terms of this
agreement shall be deemed to be void or otherwise unenforceable, the remainder of this
agreement shall remain in full force and effect.
6. This agreement shall be subject to and governed by the laws of the State of Illinois.
Venue for the resolution of any disputes, claims or controversies shall be in the Circuit Court of
Kane County, Illinois.
7. This agreement shall not be construed so as to create a partnership,joint venture agency,
or employment relationship between the parties hereto.
8. This contract shall terminate on December 31, 2007. At the conclusion of this contract
the City shall have an option to award an annual contract extension for the following year, 2008,
1
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to this agreement. The determination to exercise the aforementioned option by City shall be
made at the City's sole discretion. In the event City does not exercise such option on or before
January 31, 2008, this agreement shall terminate.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year
first written above.
CHARLES H. SCHRADER&ASSOCIATES, CITY OF ELGIN,
INC. an Illinois Corporal' - a Muni 'pal ' ■s• .tion
BY: /4, �_% �
BY:
aura S. Ross, 'resident Oluf—ernin ar n, City anager
ATTEST: ;�'_�.. __ ; /L
Delonna Mecum, City Clerk
2
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City of Elgin Agenda Item No.
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April 6, 2007 L
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TO: Mayor and Members of the City Council
FaoM: Olufemi Folarin, City Manager.
Y p N
Rand Reo elle Parks and Recreation Director ANI RE,RARAINt7FP RTtIN ITI F4
Ff')f<Alt t'I7I7TNS
SUBJECT: Grant Administration Services
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider awarding a contract for grant administration services to Charles H.
Schrader and Associates.
RECOMMENDATION
It is recommended that the City Council approve a new contract for 2007 grant administration
services to Charles H. Schrader and Associates in the amount of$12,000.
BACKGROUND
The Parks and Recreation Department has been contracting grant administration services since
1993. In 2002, a Request for Proposals was released and an award was made to Charles H.
Schrader and Associates.
Charles H. Schrader and Associates was selected as the top firm to coordinate the Parks and
Recreation Department's grant applications because of their comprehensive scope of services to
research grants, prepare applications, and represent the City throughout the granting process, and
follow-up with granting agencies and state legislative committees. Additionally, Charles H.
Schrader and Associates displayed the most historical success in securing Parks and Recreation
specific grants as projected in the Parks and Recreation Department's Comprehensive Master
Plan. This firm has been contracted with the City since 1993 to research and administer grant
applications for the Parks and Recreation Department. The firm has been instrumental in
obtaining the following grants:
1994 IDNR Soccer Complex Project: $400,000
1996 Wing Park Interage Grant: $158,000
1997 IDNR C2000 Eagle Heights Project: $35,000
1998 IDNR OSLAD Trout Park Project: $200,000
1999 IDNR Downtown Bike Trail Link: $200,000
2000 IDNR C2000 Wing Park/Tyler Creek Restoration $40,000
2001 IDNR Hawthorne Hill Park Project: $400,000
2002 IDNR Trinity Terrace Park Project: $104,000
2003 Mulberry Grove Park Development: $223,200
2004 Elgin Shores Park Development $400,000
Grant Administration Services
April 6, 2007
Page 2
2005 IDNR Regional Park Acquisition $750,000
2006 IDNR OSLAD Prairie Park(Casa Linde site) Development $311,000
The cost for this annual service is $12,000. Charles H. Schrader and Associates has worked with
staff to develop a five-year grant application plan, based on the Parks and Recreation Department
Master Plan. Projects to be reviewed for the 2007 grant process include the Regional Park, the
Gail Borden/City of Elgin Cooperative Environmental Education Project and completing the
bike path through the Elgin Community College campus. Schrader and Associates have also
been instrumental in getting IDNR approval on grant extensions as needed.
The previous contract for 2006 with Charles H. Schrader included a clause that states "the city
reserves the right to award an annual contract extension for each of the following years, not to
exceed 2 years (2007 and 2008) to the current contract."
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
filik,
FINANCIAL IMPACT
The cost for the annual service is $12,000. There are sufficient funds budgeted ($19,000) and
available ($19,000) in the Parks and Recreation Fund, account number 296-5001-761.30-99,
Miscellaneous Professional Services, to pay for this contract of $12,000 with Charles H.
Schrader and Associates.
EGAL IMPACT
None
ALTERNATIVES
1. The Council may choose to approve the new contract for 2007 grant administration
services to Charles H. Schrader and Associates in the amount of$12,000.
2. The Council may choose not to approve the new contract for 2007 grant administration
services to Charles H. Schrader and Associates in the amount of$12,000.
Respectfully submitted for Council consideration.
rr
Attachment
erk
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