HomeMy WebLinkAboutContracts & Agreements_14-1990_CCv0001.pdf PROFESSIONAL SERVICES CONTRACT
FOR
PREPARATION OF A HISTORIC PROPERTIES SURVEY
CITY OF REDLANDS
1. IDENTIFICATION
This Contract is effective as of the —5th day of June, 1990, 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 IV of Redlands
historic properties survey; and,
WHEREAS, AEGIS is well qualified by reason of education and experi-
ence 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 experience 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 Phases II and III
of the Redlands historic property surveys in 1986 through 1989,
NOW, THEREFORE, for and in consideration of the mutual convenants 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 IV
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
$14, 500. 00 for the performance of the
services identified in Exhibit I. That the
CITY shall pay AEGIS an additional sum for
duplication of final forms and postage for
advisory committee. This additional sum
shall not exceed the direct costs, nor shall
it exceed $135.00. If and when earned, the
CITY shall pay AEGIS one of two additional
sums as a bonus for fast and accurate
service: 1) A $500. 00 bonus for completion
within 10 months; or 2) A $250. 00 bonus for
completion within 11 months. 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 percent-
age 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.
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C) Upon submission and approval of the final
documents, 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. The CITY shall provide black and white photos of
the selected properties in groups of 24 with at
least three weeks notice provided by AEGIS.
3.3.3. 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 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 ad materials shall be delivered to CITY by AEGIS at
the completion of the project; however, 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 follows:
Darrell Cozen Judy Wright
Assistant Community AEGIS
Development Director ill Spring Street
City of Redlands Claremont, CA 91711
P.O. Box 3005
Redlands, CA 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.
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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 representations, 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.
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 provisions
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 and 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: CI DLANDS AEGIS:
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S ignat `� Signature
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Name Charles De irjyn Name �A(,
Title Mayor Title
Date June 8 , 1990 Date lv
C�b
COZEN.PCD
PSUJHZSTPROPSURVEY
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EXHIBIT I
REDLANDS SURVEY PROPOSAL, PHASE IV
AEGIS will be the contractor with the City of Redlands for the
completion of Phase IV of the Redlands survey. AEGIS will sub-
contract with Redlands' historian, Tom Atchley, who will perform
most of the historical research work. Our methodology will be as
follows:
AEGIS
1 . Establish Advisory Review Committee to consist of
six members, (inclulding 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
recruiting 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 campatible with state
forms and will be transferred later to computer
forms. The kit will be a permanent product for
future surveyors.
7. Recruit survey workers. Work closely with Historical
Society and Commission to recruit. Our experience
is that the long term, hard workers are the community
volunteers; student interns are useful for short-term,
specific work.
8. 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 successive
Saturdays or other convenient time covering:
(a) Overview and brief history, (b) Detail on styles
and house parts, (c) How to write architectural
descriptions. Provide workers with kits. Show
slides--AEGIS' Redlands slide show plit's many other
slides to show styles and identify urban design
features. Use parts of AEGIS' Design Guidelines
Manual. Meet individually with volunteers to review
and correct their assigned survey work.
10. Assign appropriate work assignments; encourage teams,
train special leaders for field and office assignments.
TOM ATCHLEY
Participate in historical research training portion of
workshops. Train a minimum of three volunteers to determine
history of ten sites, each using all available public records.
1. Use water connection card to see if the first owner
and building date can be estimated. (Note subdivision,
block number, and lot number; get current address
information and old address information. )
2. Use building lists published in the newspapers
(1887-1930) . (Atchley files has copy of each list) .
3. Use newspaper card files, (Atchley files) .
4. Review Citrograph file both at Smiley Library and in
Atchley file.
5. Use directory maps that show old addresses, (1896-1980) .
6. Consult Building Permit information (1903-1913) at
Smiley Library.
9. Use home directories and business directories published
by Facts, 1896, 1900, 1902-1905, 1909, 1909-1910,
1912* 1913, 1917, etc. Pull every address for a given
street for three years of a directory to get names and
occupations of people.
8. Review Photo files in the library to identify past
facade utilization on downtown area.
9. Travel to County Hall of Records when necessary to
review assessment data and property transfers.
10. Send letter to all current owners asking for any
information they might have.
11. Interview current owners when necessary to clarify
and add information.
ON-GOING ACTIVITIES
1, Library research.
2. Meetings with survey workers to check description
and significance statements.
3. Work with Advisory Review Committet every month to
report on progress and review survey work. Submit
material for review ten days in advance. Include
complete draft of significance statement.
4. Meet with Historic and Scenic Preservation Commission
to recommend the proposed survey areas, and, several
times during the year, to report on survey progress.
5. There will be a final meeting with everyone involved
in the survey.
6. Type survey forms.
BUDGET A
SCOPE OF 'CORK
Complete survey forms for 164 structures in the city, and half
forme for dfl structures
od Sconic
mmission.asAll lforms 220 will beected by the typed ric n
typedby AEGIS
Preservation C
on computer forms.
Xap of Phase Iv survey.
Photographs will besuppliedat least
two weeks before y committee meetings
Xake recommendations on computer program for surveyed properties.
complete forms) S 8, 800. 00
(160 com
Project Coordination F
Research (160 complete forms)
4, 000. 00
Research (60 half forms)
1,500- 00
Computer forms for 220 structures
2{}0. 00
S 14,500. 00
SUB TOTAL
500. 00
Bonus
4 15, 000- 00
SUB TOTAL
Duplication of final forms
Postage for advisory committee (not to exceed) 135.40
$ 15,135.00
TOTAL
Atchley $ 5,500. 00
AEGIS $ 9, 000. 00
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