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Historical Survey Evaluation Project/REAP-HRDP Grant CITY OF DUBUQUE, IOWA MEMORANDUM December 15, 1999 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Consultant Recommendation for Architectural/Historical Survey/ Evaluation Project (REAP/HRDP Grant) The City received proposals for consultant services for the Architectural/Historical Survey/Evaluation Project. A committee reviewed the responses and is recommending the selection of History Pays! to conduct this project. This project is the second phase of the Historic Preservation Survey that will evaluate the historic context and supporting architectural themes throughout the entire community. I concur with the recommendation and respectfully request Mayor and City Council approval. I) (11 {l1jJ '~1hlfJ- Michael C. Van Mllllgen MCVM/j Attachment cc: Barry Lindahl, Corporation Counsel Tim Moerman, Assistant City Manager Laura Carstens, Planning Services Manager " CITY OF DUBUQUE, IOWA MEMORANDUM December 13, 1999 TO: FROM: Michael C. Van Milligen, City Manager Laura Carstens, Planning Services Manager ~ SUBJECT: Consultant Recommendation for Architectural/Historical Survey/Evaluation Project (REAP/HRDP Grant) INTRODUCTION The purpose of this memo is to request the City Council select a consultant for the Architectural/Historical Survey/Evaluation Project and authorize approval of a contract with that consultant. This project is the second phase of the Historic Preservation Survey that will evaluate the historic context and supporting architectural themes throughout the entire community and will involve researching several neighborhoods in the City of Dubuque. City staff solicited proposals from qualified consulting firms to conduct the historic preservation survey. This survey will serve to guide the determination of eligibility for properties to the National Register of Historic Places. The City has received a Resource Enhancement and Protection (REAP) grant of $18,753 for this project from the State Historic Preservation Office (SHPO) through the Historical Resource Development Program (HRDP). The total cost for this project was estimated at $28,258. DISCUSSION A proposal review committee composed of Pam Myhre, Associate Planner; Cindy Steinhauser, Parking System Supervisor; Kathy Sturm, Purchasing Coordinator; Mark Noble, Assistant Planner; and myself reviewed the proposals received for this project. Proposals were received from the following consultants, and were ranked by the committee in the order shown: 1. History Pays! 2. Eckhardt Research After evaluating the proposals, the Committee felt that both consultants were well qualified. The committee evaluated the proposals using the following factors: a) Qualifications and experience of the firm, reference checks, achievements and completion of similar projects within the past five years. Memo to Michael C. Van Milligen Consultant Recommendation for Architectural/ Historical Survey/Evaluation Project December 13, 1999 Page 2 b) Project design team qualifications and experience of the principal consulting staff proposed to work on the project, variety in application of various disciplines within the team and availability and qualifications of the subcontracting staff. c) Grasp of project requirements - the firms analysis, preparation and level of interest. d) Design approach/methodology in completing the scope of services - technology alternatives, creativity, and problem solving ability e) Responsiveness - compatibility between consultants and the City of Dubuque, general attitude and ability to communicate. f) Local economic impact - proximity of firm(s) to Dubuque, ability to incorporate local firms g) Schedule evaluation - time required to complete the project, ability to deliver the products in a timely manner. h) Cost evaluation - proposed cost to complete project. RECOMMENDATION The proposal review committee recommends the consultant team of History Pays! be retained to conduct the historic preservation survey for the City of Dubuque. They are the recommended choice for the following reasons: 1) They have conducted surveys similar in scope and magnitude; 2) they have shown that the project will be done in a timely manner; and 3) they will complete the project within the estimated budget cost. Additionally, it should be noted that History Pays! was the consultant selected to conduct the first phase of this survey project for the City of Dubuque. The consultant's proposed cost is $22,903. Reference checks indicated satisfaction with similar projects. An amount sufficient to cover the cost of this consultant contract has been allocated in the City budget. In addition, the consultant has been asked to develop survey alternatives that will reduce the cost of this project. ACTION STEP The requested action step is for the City Council to concur with the selection of History Pays! as the consultant for the Architectural/Historical Survey/Evaluation Project, and to authorize the Mayor to sign the attached contract for consulting services with History Pays! for this REAP/HDRP grant. LC/mkr Attachments F:\USERS\MELlNDA\WP\HPC\REAPHRDP.MEM CONTRACT FOR CONSULTING SERVICES TO ASSIST THE CITY OF DUBUQUE IN PREPARATION OF ARCHITECTURAUHISTORICAL SURVEY/EV ALUA TION THIS AGREEMENT, entered into this 2ntf-day of December, 1999, by and between the City of Dubuque (hereinafter referred to as the "City") and History Pays! (hereafter referred to as "Contractor"); witnesseth: In order to accomplish the objectives of the Architectural/Historical Surveyl - Evaluation the City and the Contractor for considerations and other conditions below, agree as follows: 1. The Contractor agrees to assist the City in the performance of an Architectural/ Historical Survey/Evaluation as follows: A. The Contractor will complete the tasks specified in the attached Exhibit A, Scope of Work, and as specified in the attached contract between the City and the State Historical Society of Iowa, hereinafter referred to as the "State Contract." B. The Contractor will prepare the products described in Exhibit A, and as required by the State Contract. 2. The City agrees to reimburse the Contractor in the performance of the Scope of Work specified under this contract, as described in the attached Exhibit B, Contract Budget, as follows: A. The City will pay the Contractor an amount not to exceed $22,903.00 for services and expense reimbursement under this contract. The Contractor will be paid at a rate of $35.00 per hour. The number of hours spent by the Contractor in fulfilling the terms of this Contract shall be reflected on a billing submitted to the City. The billing shall specify hours by date and project phase. B. The City shall reimburse the Contractor for automobile mileage, meals and lodging necessary to complete the duties and responsibilities of the Contract. The rate of reimbursement shall be as shown on the contract budget. C. The City shall reimburse the Contractor for materials, film, telephone, facsimile, and supplies necessary to complete the duties and responsibilities of the Contract. The rate of reimbursement shall be as shown on the Contract Budget. 3. The term of this contract shall begin upon the execution of this contract by the Mayor and shall terminate on January 15, 2002. 4. The City may terminate this agreement at any time by giving notice by Certified Mail to the Contractor at James E. Jacobsen, History Pays!, 4215 Northwest City of Dubuque Contract for Consulting Services Architectural/Historical Survey/Evaluation Page 2 Drive, Des Moines, Iowa 50310. In that event, equitable adjustment shall be made for all work completed prior to termination. The adjustment amount shall be based upon the number of hours as certified by the Contractor times the hourly rate, plus expenses. 5. The Contractor may terminate this Contract by giving a 21 day notice by Certified Mail to the Mayor of the City of Dubuque. In that event, equitable adjustment shall be made for all work completed prior to termination. The adjustment amount shall be based upon the number of hours as certified by the Contractor times the hourly rate, plus expenses. 6. Reproduction and use of the reports and documentation produced from this Contract shall be at the discretion of the City. 7. The Contractor's obligation and duties under this Contract shall not be assigned without the permission of the City. 8. In performing the functions set forth in this agreement, it is understood and agreed that the Contractor is an independent Contractor and that all work performed hereunder shall be conducted in a professional and satisfactory manner. Furthermore, the Contractor shall hold harmless the city for any injury or damage caused by the acts or omissions of the Contractor, its employees or agents, and the Contractor agrees to indemnify the City for any such injury or damages. 9. The Contractor shall provide such insurance as required by the City's Administrative Policy 3.26: Standard Insurance for City Contracts, Leases and Agreements. In witness, whereof the parties hereto have caused this Contract to be executed thi~y of December, 1999. James E. Jacobsen, Principal Consultant History Pays! Date ~s Naumann, Subconsultant Date / .?:~/ P9 Date ' HRDP REIMBURSEMENT GRANT PROJECT FUNDED THROUGH THE RESOURCE ENHANCEMENT AND PROTECTION PROGRAM ACT THROUGH THE HISTORICAL RESOURCE DEVELOPMENT PROGRAM, STATE HISTORICAL SOCIETY OF IOWA Contract Number: Agency: Grantee: Grant Amount: Effective Dates: 00-007 State Historical Society of Iowa City of Dubuque $18,753.00 July 15, 1999 to January 15, 2002 ARTICLE 1.0 IDENTIFICATION OF PARTIES This contract is entered into by and between the State Historical Society of Iowa (hereafter referred to as "state") and the City of Dubuque (hereafter referred to as "grantee"). The administrator of the State Historical Society of Iowa or his designee is the State official designated to execute any changes in the terms or conditions specified in this contract. James Burke is the-grantee official authorized to execute this contract, or to agree to any changes in the terms or conditions of this contract. "HRDP" means Historical Resource Development Program Grant as defined by the Iowa Administrative Code section 223.49.1 (303) to 49.8.4(303). ARTICLE 2.0 STATEMENT OF PURPOSE WHEREAS, the purpose of the Historical Resource Development Program (HRDP) is to provide grants to preserve, conserve, interpret, and enhance the historical resources of the state, and WHEREAS, the State Historical Society of Iowa has been designated by the Iowa General Assembly to administer the Historical Resource Development Program, and WHEREAS, the grantee has been approved for funding pursuant to the rules of this reimbursement grant program, and THEREFORE, the parties hereto agree to the following: ARTICLE 3.0 CONTRACTUAL REQUIREMENTS The grantee agrees that all Historical Resource Development Program moneys shall be expended according to Iowa Administrative Code section 223.49(1) - 49.8(4), and specifically that the grantee shall: Give preference to Iowans and Iowa products and services in the expenditure of HRDP funds; Refrain from using HRDP funds to influence legislation or for any lobbying function; Include in all printed lists of contributors the following credit line: "THIS PROJECT WAS PARTIALLY SUPPORTED THROUGH FUNDING FROM THE RESOURCE ENHANCEMENT AND PROTECTION (REAP) ACT THROUGH A HISTORICAL RESOURCE DEVELOPMENT PROGRAM (HRDP) GRANT FROM THE STATE HISTORICAL SOCIETY OF IOWA" Post signs to be provided by the state in a conspicuous place near the entry of the structure or near the area where grant funds were used. Grantee agrees to keep the sign in place for a period of no less than 36 months from the date of contract end. Within thirty (30) days of receiving your signed contract you must contact in writing your local state legislators to inform them about this project. Copies of the letters to the legislators should be sent to the HRDP coordinator. During review of the final report or request for reimbursement, documentation will be required which shows that an appropriate public acknowledgment of REAP/HRDP funds have been made. If funding acknowledgment has not been made the final 20% of grant funds will not be reimbursed. Abide by all local, state, and federal laws including, but not limited to Title VI and VII of the Civil Rights Act of 1964, as amended, and the Rehabilitation Act of 1973, as amended, which bar discrimination against any employee, applicant for employment, or any person participating in a sponsored program on the basis of race, creed, color, national origin, religion, sex, age, or physical or mental disability, and require compensation for employment at no less than minimum wage requirements, and provide safe and sanitary working conditions; Conduct an on-site financial compliance audit at the grantee's expense, should the grantee receive $25,000.00 or more in HRDP funds in any single grant cycle. This audit shall be presented to the State no later than one calendar year from the beginning date of this contract; Retain all financial records, reporting documents, and all other records pertinent to the HRDP program for a period of three calendar years beyond the grant contract; Provide, ~t no charge to the State and to the State Auditor's office, access to all books, documents, account information, facilities, or other J,Jroperty belonging to or in use by the grantee concerning the receipt of funds under this program. Unless otherwise specified in the award notice or scope of work, the grantee may copyright any books, publications, films, or other material developed because of grant activities. The state reserves the right to borrow, or use, without payment of a royalty fee, any materials developed because of grant activities. Contract requires solicitations from at least three sources to allow reasonable competition consistent with the nature and requirements of the procurement. The grantee will faithfully comply with all applicable federal and state laws, regulations and guidelines, and technical standards, including nationally accepted documentary collection and museum standards and the Secretary of the Interior's Standards and Guidelines for Archaeology and Historic Preservation, as published in the Federal Register on September 29,1983, revised 1990; The grantee shall follow Exhibit A (scope of work) and Exhibit B (contract budget). The grantee shall hold the state harmless from damages in any action arising from the performance of work described herein; ALONG WITH THE FINAL REPORT AND REQUEST FOR REIMBURSEMENT RECIPIENT MUST PROVIDE 10 SLIDES, FIVE WHICH SHOW THE PROJECT PRIOR TO GRANT AWARD AND FIVE SHOWING THE PROJECT AFTER THE COMPLETION OF PROJECT, ARTICLE 4.0 FINDING OF NON-COMPLIANCE The State may, for cause, find that the grantee does not meet the requirements of the HRDP program or the terms of this contract pursuant to Iowa Administrative Code section 223-49.7. At the State's discretion, remedies for non-compliance include suspension or return of HRDP grant funds. ARTICLE 5.0 CANCELLATION DUE TO NON-APPROPRIATION Notwithstanding any other provisions of this contract, if funds anticipated for the continued fulfillment of this contract are at any time not forthcoming or insufficient either through the failure of the State of Iowa to appropriate funds. discontinuance or material alteration of the program for which funds were provided, the State shall have the right to cancel this contract without a penalty by giving not less than thirty (30) days written notice documenting the lack of funding, discontinuance or program alteration. ARTICLE 6.0 PAYMENT All requests for reimbursement must be submitted with documentation of sufficient project progress, and documentation of expenditure of grant funds and required cash and in-kind match, as outlined in the contract budget. No more than 80% of grant funds will be reimbursed until an approved final project report and documentation of expended grant funds, cash and in-kind match have been received. A final report shall be received by January 15, 2002. In the event of a change of ownership of real property within 24 months, the entire amount of the grant shall be returned to the society. In the event of a change of ownership within 25 to 60 months, 50 percent of the grant shall be returned to the society. In the event the grantee is a government unit or a non-profit organization, the sale of property is exempt from payback provisions when the sale places the property on tax roles. In the event of the death of an individual owner this provision shall not apply. ARTICLE 7.0 TIME OF PERFORMANCE All claims for HRDP funds shall be received by January 15, 2002. Authorized s~gnature: J~res B~rke By: ~LLv- U 1-[-1'1 ic Preservation Officer By: Date: Date: 4- J'f-Cf! 2 EXHIBIT A SCOPE OF WORK All reports and correspondence shall be mailed to Lavon Wickett. REAP/HRDP Coordinator. State Historical Society of Iowa. 600 East Locust Street. Des Moines. Iowa 50319-0290. Twenty per cent (20%) of grant funds will be retained until the final report, final request for reimbursement and all documentation is approved. The City of Dubuque will undertake the second phase of an intensive survey of the entire city. The first phase of this project is to be undertaken with a recently awarded Certified Local Govemment (CLG) grant (Contract No. 19-99.003), and Phase Two must be carried out in close coordination with this project being conducted with National Park Service (NPS) funds. Phase Two has two components. The first is to finalize and complete the historic contexts for the City developed in Phase One. The second is conducting an intensive survey and evaluation of historic properties in the Garfield, Rhomberg, and Lincoln Street area. Phase Two will continue and finalize the development of historic contexts for the entire city and will result in a Multiple Property Documentation form completed in accordance with National RegisterBuUetin-16-B. While historic architecture will receive1lubstantial emphasis in contextual development, commercial and industrial development up to 1950 should receive primary emphasis so that a fuller picture of the city's history and its significant historic properties is provided. Phase Two will also include a survey and evaluation of the buildings, sites, structures, objects, and districts within the Garfield, Rhomberg, and Lincoln Street neighborhood. During this aspect of the project, the consultant will work with the City of Dubuque and property ownerslresidents to gather data on property ownership, dates of construction, architects or contractors involved in construction, physical integrity and other issues that relate to the property's significance and eligibility for the National Register, either individually or as a district. Phase Two surveyed properties will be evaluated for the National Register based on the information gathered in the survey and utilizing the fully developed historic contexts and their evaluation and registration requirements. Each property will be assigned a rating as to significance. The ratings will be (1) individually eligible or not eligible; and (2) contributing or not contributing to a potential or established historic district. If it is determined that an eligible district or districts exist within the survey area, proposed district boundaries will be delineated and the buildings, sites, structures, and objects within each district will be evaluated as contributing or noncontributing. All surveyed properties will be photographed, mapped, and recorded on Iowa Site Inventory Forms. Completed forms for individually eligible properties or properties within potential or listed districts will be printed and hard copies stored by the City and the State. The final major component of Phase Two is the preparation of the Multiple Property Documentation Form that will contain the statements and documentation for the historic contexts developed for Dubuque; describe and explain the significance of the property types associated with each context; develop the registration requirements for getting these properties listed on the National Register; provide a list of properties evaluated as eligible under each context; provide a list of major bibliographical references; and discuss the methodology used in developing the document and provide recommendations for future preservation activities, especially in the arena of surveys and nominations. Although they are not required to do so under the terms of this contract, the City and/or its consultant are encouraged to prepare at least one National Register nomination to accompany the Multiple Property Documentation Form so that it could be reviewed and hopefully approved by the State National Register Nominations Review Committee (SNRRC) and the National Register Office of the National Park Service (NPS). NPS policy does not allow the review and approval of Multiple Property Documentation Forms without an accompanying nomination or nominations. The City may consider the preparation of a nomination/nominations as a competitive factor in selecting a consultant for this project, but any decision to follow or not follow this recommendation will not increase or decrease the total amount of the grant. The City of Dubuque will submit two copies of the draft Multiple Property Documentation Form and ten examples of completed Iowa Site Inventory Forms to the HRDP Coordinator for review and comment. The draft report must be complete when submitted for review. In the event that major revisions are required, the State may request, and the City will supply, a revised draft report for review at no additional cost to the State. The City is also responsible for furnishing the Dubuque Historic Preservation Commission and the general public with copies of the draft Multiple Property Documentation Form for review and comment. To allow the general public access to the document and an opportunity to comment, the City is encouraged to make it available at the Public Library as well as at City Hall. The final copy of the document will address concerns raised by the State, the Historic Preservation Commission, and the public. On or around the time, the project products have been completed, the City and its consultant will conduct a public meeting to present the findings of the project. All work on the project will conform to the "Secretary of the Interior's Standards and Guidelines for Identification and Evaluation." The City of Dubuque will hire a consultant who meets the "Secretary of the Interior's Professional Qualification Standards" for an Architectural Historian and/or Historian. The consultant will also have expertise in the history of the Midwest and in archival survey and documentation. A City staff person will serve as project director. The project director, a GIS City staftperson and, if possible, an intern will be involved in the survey in terms of project management and assistance in the collection of data, research, and/or photography. The consultant will serve as the project principal investigator; will be responSible for research, evaluation and preparation of draft and final reports and recommendations and preparing the Historical Architectural Data Base (HADB) form and Iowa Site Inventory Forms. The consultant will work with City staff to integrate the results of the survey into the City's Geographic Information System (GIS). 3 PRODUCTS (1) Two copies of the Request for Proposals (RFP) sent to consultants. (2) Two copies of the fully executed subcontract agreement with the consultant. (3) Two copies of draft Multiple Property Documentation Forms and ten examples of completed Iowa Site Inventory Forms. (4) Two finished sets of typed Iowa Site Inventory Forms, each set with at least one black and white photographic print enclosed in a Print-File type plastic sleeve. One set will be retained by the City and the other will be submitted to the State. (5) One black and white photograph will be taken of each surveyed property. One contact sheet and one set of negatives for each roll of black and white film taken during the survey will be submitted to the State. The City will retain one contact sheet for each roll of film taken. (6) For any color slides taken for the survey, one copy will be submitted to the State. (7) Two typed copies of "Photograph/Catalog Field Sheet" for each roll of black and white or colored slide film. One will be submitted to the State and the other retained by the City. (8) A minimum of ten copies of the Multiple Property Documentation Form, to include eight bound copies and two unbound, print ready master copies. Four bound copies and one unbound copy will be submitted to the State, and the remainder will be retained by the City. (9) Two copies of the completed Historic Architectural Data Base (HAD B) encoding form for summarizing project information. (10) Two copies of one page final report and request for reimbursement. EXHIBIT B BUDGET Match Grant Total Request Cash In-Kind Architectural/ Historian 13,830.00 13,830.00 Consultant Per Deim 1997.00 1,997.00 GIS / Planning Intern 5,355.00 5,355.00 Film and Development 1,600.00 400.00 2,000.00 Photo Copying 2,500.00 2,500.00 Postage 100.00 100.00 Miscellaneous (software, camera) 500.00 500.00 Computer Equipment 250.00 250.00 Telephone / Fax 400.00 400.00 Consultant Mileage @ $.21 per mile 826.00 826.00 TAN Services (if necessary) 500.00 500.00 TOTAL 18,753.00 9,505.00 28,258.00 4 CITY OF DUBUQUE, IOWA MEMORANDUM \~~ TO: Michael C. Van Milligen, ( D ---0', Met (3 ~ .~t, f(L " . cr- 'cS)C(j)'\~ oritif'" 0< {o S-L'DV\ S>r f0c4 +- . t~ iA^' (}pwY2J^J. 4r 17ll~ CC yvt~ . 13,1999 FROM: Laura Carstens, Planning SUBJECT: Consultant Recommendatit Project (REAP/HRDP Gram 'uation INTRODUCTION The purpose of this memo is to request the City Council select a consultant for the Architectural/Historical Survey/Evaluation Project and authorize approval of a contract with that consultant. This project is the second phase of the Historic Preservation Survey that will evaluate the historic context and supporting architectural themes throughout the entire community and will involve researching several neighborhoods in the City of Dubuque. City staff solicited proposals from qualified consulting firms to conduct the historic preservation survey. This survey will serve to guide the determination of eligibility for properties to the National Register of Historic Places. The City has received a Resource Enhancement and Protection (REAP) grant of $18,753 for this project from the State Historic Preservation Office (SHPO) through the Historical Resource Development Program (HRDP). The total cost for this project was estimated at $28,258. DISCUSSION A proposal review committee composed of Pam Myhre, Associate Planner; Cindy Steinhauser, Parking System Supervisor; Kathy Sturm, Purchasing Coordinator; Mark Noble, Assistant Planner; and myself reviewed the proposals received for this project. Proposals were received from the following consultants, and were ranked by the committee in the order shown: 1. History Pays! 2. Eckhardt Research After evaluating the proposals, the Committee felt that both consultants were well qualified. The committee evaluated the proposals using the following factors: a) Qualifications and experience of the firm, reference checks, achievements and completion of similar projects within the past five years. . . Memo to Michael C. Van Milligen Consultant Recommendation for Architectural/ Historical Survey/Evaluation Project December 13, 1999 Page 2 b) Project design team qualifications and experience of the principal consulting staff proposed to work on the project, variety in application of various disciplines within the team and availability and qualifications of the subcontracting staff. c) Grasp of project requirements - the firms analysis, preparation and level of interest. d) Design approach/methodology in completing the scope of services - technology alternatives, creativity, and problem solving ability e) Responsiveness - compatibility between consultants and the City of Dubuque, general attitude and ability to communicate. f) Local economic impact - proximity of firm(s) to Dubuque, ability to incorporate local firms g) Schedule evaluation - time required to complete the project, ability to deliver the products in a timely manner. h) Cost evaluation - proposed cost to complete project. RECOMMENDATION The proposal review committee recommends the consultant team of History Pays! be retained to conduct the historic preservation survey for the City of Dubuque. They are the recommended choice for the following reasons: 1) They have conducted surveys similar in scope and magnitude; 2) they have shown that the project will be done in a timely manner; and 3) they will complete the project within the estimated budget cost. Additionally, it should be noted that History Pays! was the consultant selected to conduct the first phase of this survey project for the City of Dubuque. The consultant's proposed cost is $22,903. Reference checks indicated satisfaction with similar projects. An amount sufficient to cover the cost of this consultant contract has been allocated in the City budget. In addition, the consultant has been asked to develop survey alternatives that will reduce the cost of this project. ACTION STEP The requested action step is for the City Council to concur with the selection of History Pays! as the consultant for the Architectural/Historical Survey/Evaluation Project, and to authorize the Mayor to sign the attached contract for consulting services with History Pays! for this REAP/HDRP grant. LC/mkr Attachments F:\USERS\MELlNDA\WP\HPC\REAPHRDP.MEM