09-89 Resolution No. 09-89
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
Olufemi Folarin,City Manager,and Diane Robertson,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 8, 2009
Adopted: April 8, 2009
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
Charles H. Schrader and Associates, Inc. and The City of Elgin
01009
THIS AGREEMENT is made and entered into on this 8�day of A Pn�.C, 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, 2009.
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, 2009. At the conclusion of this contract
the City shall have an option to award an annual contract extension for each of the two following
years, not to exceed 2 years (2010 and 2011) to this agreement. The determination to exercise the
aforementioned option by City shall be made on an annual basis at the City's sole discretion. In
the event City does not exercise such option on or before January 31, 2010 and 2011,
respectively, 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., n Illinois Corporatf a Municipal Corporation
BY: ✓ BY: %%WI% `
■
Laura S. Ross, Pre ident Olufemi dlarin, . ity Manager
\
ATTEST: Nil.- _ �� •..�
Diane Robertson, ity Clerk
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March 12, 2009
N
TO: Mayor and Members of the City Council MEGA ATIONAI.I.EISVHE
AN()a.111IlJ HAI,lJY 1` ,H111N1114>
i alH A11 a-If1TLNv
FROM: Olufemi Folarin, City Manager
Randy Reopelle, Parks and Recreation Director
SUBJECT: Grant Administration Services
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to award 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 2009 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,
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
2001 IDNR Hawthorne Hill Park Project: $ 400,000
2002 IDNR Trinity Terrace Park Project: $ 104,000
2003 Mulberry Grove Park Development: $ 223,200
Grant Administration Services
March 12,2009
Page 2
2004 Elgin Shores Park Development $ 400,000
2005 IDNR Regional Park Acquisition $ 750,000
2006 IDNR OSLAD Prairie Park(Casa Linde site) Development $ 311,000
Charles H. Schrader and Associates has been instrumental in obtaining needed extensions on
some projects, as well as helping us to modify some projects. They have detailed knowledge of
all of the City's past grants, which existing staff does not possess. Their fee of$12,000 has been
the same for the past seven years. Staff has received proposals from other firms for these types
of services, but their fees are based on a percentage of the grant awarded which would lead to a
significantly higher fee. Finally, their staff has a great relationship with the IDNR's grant
personnel. Given all of these factors, staff is recommending that the City once again award the
grant administration contract to Charles H. Schrader and Associates.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
The cost for the annual service from Charles H. Schrader and Associates is $12,000. There are
sufficient funds budgeted ($40,000) and available ($39,231) in the Parks and Recreation Fund,
account number 296-5001-761.30-99, Miscellaneous Professional Services, to pay for this
contract.
LEGAL IMPACT
The proposed contract would require an exception to the procurement ordinance. Exceptions to
the procurement ordinance require the approval of two-thirds of the members of the City Council
then holding office upon a finding by the City Council that an exception is necessary and in the
best interests of the City.
ALTERNATIVES
1. The City Council may choose to approve the new contract for 2009 grant administration
services to Charles H. Schrader and Associates in the amount of$12,000.
2. The City Council may choose not to approve the new contract for 2009 grant
administration services to Charles H. Schrader and Associates in the amount of$12,000.
Respectfully submitted for Council consideration.
rr
Attachment
.��OF
- City of Elgin Memorandum
r� ?•'r 'III' _
Date: April 14, 2009
To: Randy Reopelle, Parks and Recreation Director
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution Nos. 09-89, Adopted at the April 8, 2009, Council Meeting
Enclosed you will find the agreement listed below. Please distribute to the appropriate parties
and if needed, retain a copy for your records. If you have any questions please feel free to
contact our office 847-931-5660 and we will do our best to assist you. Thank you.
• Agreement with Charles H. Shrader and Associates, Inc. for Grant Administration
Services