The URL can be used to link to this page

Home My WebLink About20071105 - VI-08October 30, 2007 ~ ~_~ TO: The Honorable Mayor and Council FROM: John Grossman for the HPC RE: Authorize contract for preservation consultant services Council has approved an agreement with the Minnesota Historical Society for grant funding for a designation study to take place from Juiy 2007 to July 2008. The grant will reimburse $11,000 for a project estimated to cost $23,400. The project budget allows for $ i 9,500 for consultant time and $1,250 in expenses. A match of $9,750 is included in the City's 2007 budget. That portion not used this year will be transferred to the 2008 budget. The balance of the match, $2,600, is staff time and materials. The Minnesota Historical Society makes grant funds available to Certified Local Governments"(Hastings) for preservatian work. The source of the funds is the National Pazk Service of the U.S. Department of the Interior. After advertising and sending requests for proposals to eight contractors two proposals were received. 1. Landscape Research. The Hastings HPC has contracted in the past with LR for a context study, a survey, a district designation study and design guidelines. LS also did a local designation project in 1998-1999 which led to the designation of 17 properties. Ms. Zellie and her staff meet the standards of professional qualification for a federally funded program The proposal includes 3 meetings with the HPC plus 2 public heazings. The proposed cost is $19,465 for time and $550 for expenses. 2. Pathfinder CRM. Mr. Vogel has worked for HPCs in Cottage Grove, Farmington, Newport, Edina and Eden Prairie among others. He has completed more than 100 local designations. Mr. Vogel meets the standards of professional qualifications_ The proposal includes 3 meetings including public hearings. The proposed cost is $19,500. Professional consulting services are not subject to "low bid" requirements. Both proposals meet the requirements in the Request for Proposals and the State Grant agreement. The HPC recommended that the City contract with Landscape Research LLC because of the variety and quality of work they have already done for Hastings. Recommendation: Authorize the Mayor and City Clerk to execute the contract with Landscape Research, LLC. CONTRACT FOR SERVICES BETWEEN THE CITY OF HASTINGS AND LANDSCAPE RESEARCH LLC FOR HISTORIC PRESERVATION DESIGNATION FORMS THIS AGREEMENT made this day of , by and between the City of Hastings, 101 E. 4th Street, Hastings, MN 55033, a municipal corporation in the State of Minnesota, hereinafter referred to as "the city" and Landscape Research LLC, 1466 Hythe Street, St. Paul, MN 55018 hereinafter referred to as "the con#ractor". WITNESSETH: That the City has received a CLG grant for a local registration and designation project as part of the City's historic preservation plan. Forty-seven percent of the cost of the study and report will be financed through a grant of $11,000 from the National Park Service, Department of the Interior, through the Minnesota Historical Society under the provisions of the National Historic Preservation Act, and fifty-three percent will be financed through the City by $9,750 in appropriated funds and by $2,600 in-kind services. The grant will be supervised and administered by the City's Heritage Preservation Commission. That in consideration of the sums to be paid by the City to the Contractor, the Contractor does hereby agree to provide the following services and products within the time frame herein specified. That this agreement consists of the following parts, all of which are as fully a part of this agreement as if set out verbatim, or if not attached as if attached, to wit: 1. The Contractor's proposal, dated September 28, 2007, attachment A. 2. The City's Request for Proposal, attachment B. 3. The project description from the MHS grant agreement, attachment C. 4. This agreement. That the Contractor will work under the general direction of the Hastings Heritage Preservation Commission, Justin Fortney, HPC staff, and John Grossman HRA Director. A. Professional Standards The Contractor, Carole Zellie, meets the Secretary of the interior's Standards for Preservation Planning outlined in the Federal Register of 9/29/83, pages44716-44740. It is agreed that Carole Zellie wilt do the work personally or supervise and reviewthe work of other Landscape Research personnel she may involve in this project. B. Project Schedule 1. The City expects to enter a contract no later than November 19, 2007. 2. The project must be complete by July 31, 2008. 3. During the project meetings and reports will be required on or abou# the dates indicated in the MHS Grant Agreement, attachment C. Additional meetings will be requested as the City considers necessary, including: a. November or December, 2007: evening meeting with HPC and city staffto review project administration, work plan and schedule. b. January -July, 2008: Two HPC meetings and two public meeting -hearings to consider selection of sites for designation study, and to consider recommendation of sites to Council for designation. C. Scope of work See the City's Request for Proposal -Minimum Scope of Work, and the MHS contract - Work Summary. D. Products The products will conform to the current edition of the Secretary of the Interior's Standards and Guidelines for Architecture/History projects. The contractor will deliver fifteen to twenty completed local designation-registration forms. The identity and number of properties for which forms will be completed will be selected by the HPC with the advice of the contractor. E. Ci#y's Responsibilities 1. The City will make available a collection of historic resources located in City Hall. 2. The City will provide GIS parcel maps for the selected properties if requested. 3. The City will complete its reviews of contractor's plans and drafts promptly to avoid unreasonable delay in the completion of the project. 4. The City will promptly give written notice if it becomes aware of any noncomformance or defect in the project. 5. The City will compensate the Contractor as specified by the terms and conditions below. F. Default. The failure of the Contractor or the City to abide by any of the terms, conditions or requirements expressed in this agreement shall constitute a default if not promptly corrected upon receiving a notice of default by the Contractor or the City. In the event of a default uncorrected 30 days after notice, this agreement may be cancelled by written notice by the Contractor or the City. G. Compensation 1. It is agreed and understood that the total amount to be paid to the Contractor by the City under this agreement shall not exceed $19,4fi5 for the Contractor's time and $530 for the Contractor's direct and indirect expenses in providing the products specified above. 2. The Contractor will bill the City $6,488.33 upon signing the contract and the commencement of work (November-December 2007), the same amount upon delivery of the initial draft (approximately March 2008) and $6,488.34 upon delivery of the final products (June-July 2008). Expenses will be documented and billed wi#h the other invoices. Payment will normally be made no more than thirty days after billing. 3. Payments by the City after notice of default will be held until the default is corrected or the agreement cancelled. In case of default, final payment will be for prorated time a# hourly rates and expenses since the prior invoice. All the products have to be delivered before the final payment is made. FOR THE CITY OF HASTINGS FOR LANDSCAPE RESEARCH LLC Mayor City Clerk Carole Zellie, Principal (seal)