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HomeMy WebLinkAboutContracts & Agreements_12-1987_CCv0001.pdf PROFESSIONAL SERVICES CONTRACT FOR PREPARATION OF A HISTORIC PROPERTIES SURVEY CITY OF REDLANDS 1. IDENTIFICATION This Contract is effective as of the 7th day of April, 1987, by and between the City of Redlands (hereinafter collectively referred to as "CITY") and AEGIS (hereinafter referred to as "AEGIS") . 2 . RECITALS WHEREAS, CITY desires to retain AEGIS to perform professional planning services related to the preparation of Phase III of Redlands historic properties survey; and, WHEREAS, AEGIS is well qualified by reason of education and experience to perform such services; and WHEREAS, AEGIS desires to hire Tom Atchley as a subcontractor, and Mr. Atchley is also well qualified by reason of education and exper- ience to perform such services; and WHEREAS, AEGIS is willing to render such professional services as hereinafter defined; and WHEREAS, AEGIS and Tom Atchley admirably conducted Phase II of the Redlands historic property survey in 1986 and 1987, NOW, THEREFORE, for and in consideration of the mutual covenants and conditions herein contained, CITY hereby engages AEGIS, and AEGIS agrees to perform the following services. 3 . AGREEMENTS 3.1 Definitions: The following definitions shall apply to the following terms, except where the terms of this contract otherwise require: 3 .1.1 "Project" : The planning services or any portion thereof described in the attached Redlands Survey Proposal labeled Exhibit I and including the methodology and scope of work therein. 3.1.2. "Services" : Such professional services as are necessary to be performed by AEGIS in order to complete the survey described in the aforesaid Exhibit I. 3.2 Agreements of AEGIS: AEGIS agrees as follows: 3.2.1. That AEGIS shall coordinate and prepare Phase III of the Redlands historic survey resulting in an inventory in general compliance with standards of the State Office of Historic Preservation. AEGIS shall utilize the services of Tom Atchley as a subcontractor. AEGIS will prepare the survey in accordance with the methodology in Exhibit I. The survey results will include the scope of work listed in Exhibit I. 3 .2.2 That AEGIS will, at AEGIS' s sole cost and expense, secure such other persons as may, in the opinion of AEGIS, be needed to comply with the terms of the Agreement and, if such other persons are retained by AEGIS, such persons shall be fully qualified to perform such services. 3.2.3. That AEGIS shall use maximum feasible efforts to obtain volunteer assistance from the community and to find assignments suited to their liking and ability. 3 .2 .4. That AEGIS shall complete all work within twelve months. 3 .2.5. Invoices for services shall be submitted by AEGIS in accord with the payment schedule contained in Section 3 .3 . 3.3 . Agreements of CITY: CITY agrees as follows: 3.3.1. a) That CITY shall pay AEGIS the sum of $18,000 -00 for the performance of the services identified in Exhibit I. That the CITY shall pay AEGIS an additional sum for photographic supplies. This additional sum shall not exceed the direct cost of the photographic supplies, nor shall it exceed $500 .00. Payment to AEGIS is to be made according to the following schedule. b) That CITY shall make progress payments to AEGIS in accordance with the invoice submitted by AEGIS on a monthly basis, and such invoices shall be paid within 30 days. Invoices shall specify the fee, the percentage completion of each work task, the allowable total billing, the total invoiced to date, and the amount currently being invoiced. The fee shall be based on the percentage of work completed. c) Upon submission and approval of the final docu ments, any uninvoiced portion of the contract amount shall be invoiced. Invoices submitted by AEGIS in accord with this schedule shall be paid within 30 days of the invoice date. 3 .3.2. Additional Services: Payments for any services requested by the CITY during the study and not included in the work program of Exhibit I, shall be -2- paid on a reimbursable basis in accord with the AEGIS Standard Fee Schedule in effect at the time the services are provided. These costs will be invoiced as they occur and will be paid by the CITY within 30 days. 4. OWNERSHIP OF DOCUMENTS All documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by AEGIS under this Contract shall be considered the property of CITY upon payment for services performed by AEGIS. Said documents and materials shall be delivered to CITY by AEGIS at the completion of the project; howeverr, AEGIS may take and retain such copies of said documents and materials as desired. 5 . TERMINATION This Contract may be terminated by either party upon the giving of a written "Notice of Termination" to the other party at least fifteen (15) days prior to the termination date specified in said notice. In the event this Contract is terminated, AEGIS shall be paid the full value of their service, based upon the percentage of completion of work on the date of termination. 6. NOTICES Any and all notices, demands, invoices, and written communications between the parties by mail shall be addressed to the parties as fol- lows: Darrell Cozen Judy Wright Assistant Community AEGIS Development Administrator 111 Spring Street City of Redlands Claremont, CA 91711 P. 0. Box 280 Redlands, California 92373 Any such notices, demands, invoices and written communications by mail shall be conclusively deemed to have been received by the addressee five days after the deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. 7. ENTIRE CONTRACT This Contract supersedes any and all other agreements, either oral or in writing, between the parties with respect to the subject matter herein. Each party to this Contract acknowledges that no representa- tions, by any party which are not embodied herein and that no other agreement, statement or promise not contained in this Contract shall be valid and binding. Any modification of this Contract will be effective only if it is in writing signed by the parties. -3- 8 . SAVINGS CLAUSE If any provision of this Contract is found to be invalid, void or unenforceable, the remaining provisions shall nevertheless continue in full force and effect without being impaired or invalidated in any way. 9 . GOVERNING LAW This Contract shall be governed by and construed in accordance with the laws of the State of California. 10. ATTORNEY'S FEES In the event that legal action is necessary to enforce the provi- sions of the Contract, the parties agree that the prevailing party in said legal action shall be entitled to recover attorney's fees from the opposing party in any amount determined by the Court to be reasonable. 11. INSURANCE AEGIS agrees to maintain in full force an effect during the term of this Agreement a public liability insurance policy with limits in the amount of $100,000.00, and which indemnifies the CITY from all liability from loss, damage, or injury to persons or property arising from the performance of these services. 12. COUNTERPART EXECUTION This Contract may be executed in counterparts, each of which so executed shall be deemed an original irrespective of the date of the execution, and said counterparts, together shall constitute one and the same agreement. CITY: CITY OF REDLAPS AEGIS: Signaturei', Signature Name Carole Beswick Name Judy Wright Title Mayor Title Principal Date April 1987 Date...__March 30, 1987 ATTEST City �lerk -4- EXHIBIT I REDLANDS SURVEY PROPOSAL Aegis will be the contractor with the City of Redlands for the completion of Phase III of the Redlands survey. Aegis will subcontract with Redlands' historian, Tom Atchley, who will perform most of the historical research work. Our methodo- logy will be as follows: 1. Establish Advisory Review Committee to consist of seven or fewer members (including City staff) . 2. Review list of areas to survey, as submitted by Historic and Scenic Preservation Commission. 3. Conduct preliminary survey of areas to survey. Prepare base maps. 4. Discuss content of workshops and methods of re- cruiting volunteers and receive approval of City Preservation Officer. 5. Gather historic resource research materials and prepare lists of structures to survey. 6. Prepare materials for training of survey workers. The kit will be tailor-made for Redlands--forms that volunteers use will be compatible with state forms and will be transferred later to state forms. The kit will be a permanent product for future surveyors. 7. Recruit survey workers. Work closely with Histori- cal Society and Commission to recruit. our experi- ence is that the long term, hard workers are the community volunteers; student interns are useful for short-term, specific work. S. Schedule and publicize workshops. Design flyers and distribute them two weeks in advance. Do one mailing through Historical Society. 9. Conduct workshops and field trips on three suc- cessive Saturdays or other convenient time cover- ing: (a) overview and brief history, (b) Detail on styles, houseparts, (c) How to write architectural descriptions. Provide workers with kits. Show slides--Aegis' Redlands slide show plus many other slides to show styles and identify urban design features. Use parts of Aegis' Design Guidelines Manual. Homework to be assigned, corrected and reviewed. Meet individually with volunteers. Assign appropriate work assignments; encourage teams, train special leaders for field and office assignments; train photographer: interns trained to fill out forms, do maps, learn street name changes. 10. Participate in historical research training portion of workshops. Train a minimum of 3 volunteers to determine history of ten sites each using all available public records. 11. Historical Significance Determination Methodology. a. Use water connection card to see if the first owner and building date can be estimated. (Note subdivision, block number, and lot num- ber. Get current address information and old address information. ) b. Use building lists published in the newspapers (1887-1930) . 1 have copy of each list. c. Use newspaper card files (Atchley files) d. Review Citrograph file both at Smiley Library and in Atchley file. e. Use directory maps that show old addresses (1896-1980) . f. Consult Building Permit information (1903-1913) at A.K. Smiley Library. g. Use home directories and business directories published by Facts 1896, 1900, 1902-03, 1904-05 1907, 1909-10, 1912, 1913, 1917, etc. Pull every address for a given street for three years of a directory to get names and occupa- tions of people. h. Review Photo files in the library to identify past facade utilization on downtown area. i. Travel to County Hall of Records when neces- sary to review assessment data and property transfers. j . Send letter to all current owners asking for any information they might have. k. Interview current owners when necessary to clarify and add information. 12. on-going activities: Establish oral history program and train two volu- teers. Advertise. Library research Meetings with survey workers to check description and significance statements Work with Advisory Review Committee every month to report on progress and review survey work. Submit material for review one week in advance. Include complete draft of significance statement. Maintain volunteer and employee time cards. Assure that all work and expenditures meet State and Federal criteria. Draft quarterly reports for the Historic & Scenic Preservation Commission. Meet with Historic and Scenic Preservation Com- mission to recommend the proposed survey areas, and, several times during the year, to report on survey progress. There will be a final meeting with everyone invol- ved in the survey. Type survey forms. SCOPE OF WORK Survey forms for 350 structures in the city, including 30 in the redevelopment project area and 20 other commercial stru- tures as selected by the Historic and Scenic Preservation Commission. Walking tour brochure of one neighborhood, including all necessary written material. Map of Phase III survey. Maintain regular local office hours as needed during the week and weekend. (A City phone and answering device will be installed in a City-supplied office.) Make recommendations on computer program for surveyed proper- ties.