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HomeMy WebLinkAbout2015-132 Contract - Architectural Resources Group Contract for PERSONAL SERVICES less than $35,000 CITY OF CONSULTANT: Matthew Davis ASHLAND m.davis@arg-pnw.com 20 East Main Street CONTACT: Architectural Resources Group (ARG) Ashland, Oregon 97520 Telephone: 541/488-6002 ADDRESS: 111 SW Fifth Avenue, 24th Floor Fax: 541/488-5311 Portland, OR 97204 DATE AGREEMENT PREPARED: TELEPHONE: 971-256-5320 April 30, 2015 BEGINNING DATE: Ma 4, 2015 COMPLETION DATE: September 30, 2015 COMPENSATION: Not to exceed $16,000 SERVICES TO BE PROVIDED: Designing, implementing a public involvement process, evaluation of benefits and negative impacts of establishing approval process and creation of standards for review that include handouts and graphics providing direction for appropriate review process. Per proposal, see attached Exhibit C. ADDITIONAL TERMS: In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Personal Services will be primary and take precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with the said primary City of Ashland Contract. FINDINGS: Pursuant to AMC 2.50.120, after reasonable inquiry and evaluation, the undersigned Department Head finds and determines that: (1) the services to be acquired are personal services; (2) the City does not have adequate personnel nor resources to perform the services; (3) the statement of work represents the department's plan for utilization of such personal services; (4) the undersigned consultant has specialized experience, education, training and capability sufficient to perform the quality, quantity and type of work requested in the scope of work within the time and financial constraints provided; (5) the consultant's proposal will best serve the needs of the City; and (6) the compensation negotiated herein is fair and reasonable. NOW THEREFORE, in consideration of the mutual covenants contained herein the CITY AND CONSULTANT AGREE as follows: 1. Findings / Recitations. The findings and recitations set forth above are true and correct and are incorporated herein by this reference. 2. All Costs by Consultant: Consultant shall, at its own risk and expense, perform the personal services described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such service. 3. Qualified Work: Consultant has represented, and by entering into this contract now represents, that all personnel assigned to the work required under this contract are fully qualified to perform the service to which they will be assigned in a skilled and worker-like manner in compliance with the standard of care and diligence normally practiced by reputable firms performing similar work under similar circumstances at the same general time and location and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. 4. Completion Date: Consultant shall start performing the service under this contract by the beginning date indicated above and complete the service by the completion date indicated above. 5. Compensation: City shall pay Consultant for service performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. 6. Ownership of Documents: Upon final payment of all monies due to Consultant, all documents prepared by Consultant pursuant to this contract shall be the property of City. City agrees, to the extent permitted by law, to indemnify and hold Consultant harmless from any claim, liability, or cost (including reasonable attorneys' fees and costs of defense) arising out of any reuse or modification of the documents any person or entity which acquires or obtains the documents. 7. Statutory Requirements: ORS 279C.505, 279C.515, 279C.520 and 279C.530 are made part of this contract. 8. Living Wage Requirements: If the amount of this contract is $20,142.20 or more, Consultant is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any Subcontractor who performs 50% or more of the service work under this contract. Consultant is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 9. Indemnification: Consultant agrees to defend, indemnify and save City, its officers, employees and agents harmless Contract for Personal Services, Revised 07/08/2014, Page 1 of 6 from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract by Consultant (including but not limited to, Consultant's employees, agents, and others designated by Consultant to perform work or services attendant to this contract). Consultant shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City. Notwithstanding the above, the Indemnitor has no obligation to pay for any defense related cost prior to a final determination of its liability. Following any such determination of its liability, Indemnitor shall be responsible to pay an amount of such costs equal to the finally determined percentage of liability based upon the comparative fault of the Indemnitor. 10. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Consultant, or at such later date as may be established by City under any of the following conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Consultant to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Consultant may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Consultant's performance of each and every obligation and duty under this contract. City by written notice to Consultant of default or breach may at any time terminate the whole or any part of this contract if Consultant fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Consultant's Convenience. If City fails to make payments to Consultant in accordance with this Agreement, such failure shall be considered substantial nonperformance and cause for termination or, at Consultant's option, cause for suspension of performance of services under this Agreement. If Consultant elects to suspend services, Consultant shall give 7 days' written notice to City before suspending services. In the event of suspension of services Consultant shall have no liability to City for delay or damage caused the City because of such suspension of services. Before resuming services, Consultant shall be paid all sums due prior to suspension and any expenses incurred in the interruption and resumption of the Consultant's services. Consultant's fees for the remaining services and the time scheduled shall be equitably adjusted. f. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section) Consultant shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Consultant shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Consultant for work performed prior to the termination date if such work was performed in accordance with the Contract. 11. Independent Contractor Status: Consultant is an independent contractor and not an employee of the City. Consultant shall have the complete responsibility for the performance of this contract. Consultant shall provide workers' compensation coverage as required in ORS Ch 656 for all persons employed to perform work pursuant to this contract. Consultant is a subject employer that will comply with ORS 656.017. 12. Assignment and Subcontracts: Neither City nor Consultant may assign this contract or subcontract any portion of the work without the written consent of both parties. Any attempted assignment or subcontract without written consent of the other party shall be void. Consultant shall be fully responsible for the acts or omissions of any the Consultant's assigns or Subcontractors and of all persons employed by them. The approval by City or Consultant of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City or Consultant. Contract for Personal Services, Revised 07/08/2014, Page 2 of 6 13. Default. The Consultant shall be in default of this agreement if Consultant: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF if consultant has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 14. Insurance. Consultant shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. Professional Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. C. General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. d. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. e. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' written notice from the Consultant or its insurer(s) to the City. f. Additional Insured/Certificates of Insurance. Consultant shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Consultant's services to be provided under this Contract. The consultant's insurance is primary and non-contributory. As evidence of the insurance coverages required by this Contract, the Consultant shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies; trust agreements, etc. shall be provided to the City. The Consultant shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 15. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Consultant that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Consultant, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 16. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONSULTANT, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 17. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Consultant understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Consultant, with no further liability to Consultant. Certification. Consultant shall sign the certification attached hereto as Exhibit A and herein incorporated b reference. Contract for Personal Services, Revised 07/08/2014, Page 3 of 6 Consult t: r~ ci;t~ O ly' By By Signature Department Head David P. Wessel AllC C A 411.- Print Name Print Name Principal z-c' Title Date W-9 One copy of a W-9 is to be submitted with dO~ g the signed contract. Purchase Order No. Contract for Personal Services, Revised 07/08/2014, Page 4 of 6 Client#: 521 ARCHIRESO DATE (MM/DD/YYYY) ACORD,M CERTIFICATE OF LIABILITY INSURANCE 4/15/2015 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Nancy Ferrick Dealey, Renton & Associates PHONE 510 465-3090 n c No); 510 452-2193 A/C, No, Ext P. O. Box 12675 E-MAIL - _ ADDRESS: nferrick@insdra.com Oakland, CA 94604-2675 INSURER(S) AFFORDING COVERAGE NAIC # 510 465-3090 INSURERA: Travelers Indemnity Co. of Conn 25682 INSURED INSURER B : Travelers Property Casualty Co 25674 Architectural Resources Group, Inc. Hartford Accident & Indemnity 22357 INSURER C : ty Pier 9, The Embarcadero, Suite 107 XL Specialty Insurance Co. 37885 San Francisco, CA 94111 INSURER D: INSURER E INSURER F COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ADDLSUBR LTRR TYPE OF INSURANCE NSR WVD I POLICY NUMBER MM/DDY/YYYY MM/DD/YYYY LIMITS A GENERAL LIABILITY X X 68048651-347 9/01/2014 09/01/201 EACH OCCURRENCE 51,000,000 _ X COMMERCIAL GENERAL LIABILITY DAMAGE TO a occu ante $1 000 000 CLAIMS-MADE L_^1 FV7 PREMISES OCCUR MED EXP (Any one person) $ 10,000 X Contractual PERSONAL & ADV INJURY $1,000,000 Liability I'I III', GENERAL AGGREGATE 52,000,000 GENT AGGREGATE LIMIT APPLIES PER. PRODUCTS - COMP/OP AGG $2,000,000 POLICY EX] PERCO- LOC $ B AUTOMOBILE LIABILITY X X BA8265NOOA 910112014 09/01/2015 E° a.Cidert') SINGLE LIMIT $1,000,000 X ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) S _ AUTOS AUTOS X X NON-OWNED ROa cRdFY DAMAGE $ HIRED AUTOS AUTOS (Per S B X UMBRELLA LIAB X OCCUR CUP7150YO42 910112014 09/01/201515 ~EACH OCCURRENCE $5 000,000 _ EXCESS LIAB CLAIMS-MADEr AGGREGATE 55 0001000 E-- - $ DED RETENTION $ WORKERS COMPENSATION WC STATU- OTH- C X 57WEGLP7625 910112014 0910112015 X T R AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE Y / N I,I E.L. EACH ACCIDENT $1,000,000 OFFICER/MEMBER EXCLUDED? N N I A (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $1,000,000 D Professional DPR9717568 8120/2014 08/20/2015 $2,000,000 per Claim $2,000,000 Annl Aggr. Liability DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) General Liability Policy excludes claims arising out of the performance of professional services. Ref: ARG Project # P14237 - City of Ashland Historic District Design Standards Ordinance Review. The City of Ashland, Oregon, and its elected officials, officers and employees are named as Additional Insured for General and Auto Liability. The Umbrella (Excess Liability) is follow-form. CERTIFICATE HOLDER CANCELLATION City of Ashland SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Dept. of Community Development ACCORDANCE WITH THE POLICY PROVISIONS. 20 E Main Street Ashland, OR 97520 AUTHORIZED REPRESENTATIVE ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) 1 of l The ACORD name and logo are registered marks of ACORD #S1296776/M1069005 NMF Architectural Resources Group, Inc. 68048651-347 09/01/2014 COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED (ARCHITECTS, ENGINEERS AND SURVEYORS) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART A. The following is added to WHO IS AN INSURED INSURANCE (Section 111) for this Coverage (Section II): Part. Any person or organization that you agree in a B. The following is added to Paragraph a. of 4. "contract or agreement requiring insurance" to in- Other Insurance in COMMERCIAL GENERAL clude as an additional insured on this Coverage LIABILITY CONDITIONS (Section IV): Part, but only with respect to liability for "bodily in- However, if you specifically agree in a "contract or jury", "property damage" or "personal injury" agreement requiring insurance" that the insurance caused, in whole or in part, by your acts or omis- provided to an additional insured under this Cov- sions or the acts or omissions of those acting on erage Part must apply on a primary basis, or a your behalf: primary and non-contributory basis, this insurance a. In the performance of your ongoing opera- is primary to other insurance that is available to tions; such additional insured which covers such addi- b. In connection with premises owned by or tional insured as a named insured, and we will not rented to you; or share with the other insurance, provided that: c. In connection with "your work" and included (1) The "bodily injury" or "property damage" for within the "products-completed operations which coverage is sought occurs; and hazard". (2) The "personal injury" for which coverage is Such person or organization does not qualify as sought arises out of an offense committed; an additional insured for "bodily injury", "property after you have entered into that "contract or damage" or "personal injury" for which that per- agreement requiring insurance". But this insur- son or organization has assumed liability in a con- ance still is excess over valid and collectible other tract or agreement. insurance, whether primary, excess, contingent or The insurance provided to such additional insured on any other basis, that is available to the insured is limited as follows: when the insured is an additional insured under d. This insurance does not apply on any basis to any other insurance. any person or organization for which cover- C. The following is added to Paragraph 8. Transfer age as an additional insured specifically is Of Rights Of Recovery Against Others To Us added by another endorsement to this Cover- in COMMERCIAL GENERAL LIABILITY COW age Part. DITIONS (Section IV): e. This insurance does not apply to the render- We waive any rights of recovery we may have ing of or failure to render any "professional against any person or organization because of services". payments we make for "bodily injury", "property f. The limits of insurance afforded to the addi- damage" or "personal injury" arising out of "your tional insured shall be the limits which you work" performed by you, or on your behalf, under agreed in that "contract or agreement requir- a "contract or agreement requiring insurance" with ing insurance" to provide for that additional that person or organization. We waive these insured, or the limits shown in the Declara- rights only where you have agreed to do so as tions for this Coverage Part, whichever are part of the "contract or agreement requiring insur- less. This endorsement does not increase the ance" with such person or organization entered limits of insurance stated in the LIMITS OF into by you before, and in effect when, the "bodily CG D3 81 09 07 © 2007 The Travelers Companies, Inc. Page 1 Of 2 Includes the coovriahted material of Insurance Services Office. Inc.. with its permission COMMERCIAL GENERAL LIABILITY injury" or "property damage" occurs, or the "per- erage Part, provided that the "bodily injury" and sonal injury" offense is committed. "property damage" occurs, and the "personal in- D. The following definition is added to DEFINITIONS jury" is caused by an offense committed: (Section V): a. After you have entered into that contract or "Contract or agreement requiring insurance" agreement; means that part of any contract or agreement un- b. While that part of the contract or agreement is der which you are required to include a person or in effect; and organization as an additional insured on this Cov- c. Before the end of the policy period. Page 2 of 2 © 2007 The Travelers Companies, Inc. CG D3 81 09 07 Includes the coovriahted material of Insurance Services Office. Inc.. with its permission I SCOPE AND TIMELINE ARG proposes to address the scope of services described in the RFP through completion of the following tasks. This scope includes participation in five public meetings, including two Focus Group meetings, two Historic Commission meetings, and one additional public meeting to be determined. Participation in any additional meetings will be treated as an additional service billed on a time and materials basis. Phase I: Development of Draft Standards and Brochure Meetings with Historic Commissioners Timeline: May 20, 2015 ARG will meet with members of the Historic Commission to discuss the exterior alteration standards. Through these discussions, ARG will develop a robust understanding of (1) the types of standards that may be needed; (2) potential obstacles, political or otherwise; and (3) potential preservation incentives that could be integrated into the program. Focus Group Meeting #1 Timeline: May 20, 2015 ARG will meet with a citizen's focus group convened by the City to discuss potential design review procedures. Evaluate Impacts (Positive and Negative) of Establishing a Review Process Timeline: by June 30, 2015 ARG will develop a memorandum summarizing anticipated impacts (positive and negative) of establishing exterior alterations standards for residential contributors to historic districts. Develop Procedures and Standards for Exterior Alterations Timeline: by June 30, 2015 ARG will develop a memorandum that outlines potential procedures and standards regarding exterior alterations. An electronic copy of the draft memo will be submitted to the Ashland Planning Division for review. Develop Draft Public Brochure Timeline: by June 30, 2015 In support of the proposed code revisions, ARG will develop a brochure designed for homeowners that (1) explains the motivation for new standards; (2) outlines the potential review process; and (3) references relevant preservation incentives. An electronic copy of the draft brochure will be submitted to the Ashland Planning Division for review. Public Meeting to Provide Project Update Timeline: TBD Consultant will attend one public meeting of the Historic Commission, Planning Commission or City Council to provide an update on the project. The meeting date will be determined as needed and must be agreed upon by the Consultant and the City with a minimum of two weeks advance notice of scheduling the meeting. Phase II: Development of Revised Standards and Brochure Historic Commission Meeting Timeline: July/August 2015 ARG will discuss the draft standards and public brochure with the Historic Commission and collect feedback regarding the draft documents. Focus Group Meeting #2 Timeline: July/August 2015 ARG will discuss the draft standards and public brochure with the Focus Group and collect feedback regarding the draft documents. Develop Revised Standards and Public Brochure Timeline: August 2015 Based on feedback from the Ashland Planning Division and the Historic Commission, ARG will revise the draft standards and public brochure. Electronic copies of the revised documents will be submitted to the Ashland Planning Division. Planning Commission/Historic Commission Timeline: September 2015 City Planning staff will present the revised standards and public brochure at a joint meeting of the Planning Commission and Historic Commission. Note: if ARG participation in this meeting is requested by the City, it will be treated as an additional service billed on a time and materials basis. Finalize Standards and Public Brochure Timeline: September 2015 Following the joint Planning Commission/City Council meeting, ARG will, if necessary, make final changes to the standards and public brochure. Electronic copies of the final documents will be submitted to the Ashland Planning Division. FEE SCHEDULE Based on our review of the RFP, as well as past experience with similar projects, ARG has developed the following preliminary fee estimate for the project. We welcome the opportunity to work with the Planning Division to refine this fee schedule as appropriate. Matthew Davis's billing rate is $125/hour. Phase I: Development of Draft Standards and Brochure Deliverables: • Historic Commissioner Meetings • Focus Group Meeting • Draft Positive and Negative Impacts Memo • Draft Procedures and Standards for Exterior Alterations • Draft Public Brochure Estimated cost: $8,000 (64 hours) Phase II: Development of Revised Standards and Brochure Deliverables: • Historic Commission Meeting • Focus Group Meeting #2 • Revised Standards and Public Brochure • Joint Planning Commission/City Council Meeting • Final Standards and Public Brochure Estimated cost: $6,000 (48 hours) Reimbursables Travel expenses (mileage or airfare plus car rental) related to attendance at four meetings are estimated to be approximately $1,500. TOTAL ESTIMATED FEE: $14,000 + $1,500 in reimbursables Reimbursable Expenses shall be billed at cost plus 15% and shall include the following: • Reproduction costs such as printing or duplication of drawings, specifications, written reports, and cost estimates, etc. • Out-of-pocket expenses for authorized travel in connection with work. • Travel: (including local) IRS allowable rate plus tolls and parking. • Data: Long distance telephone/database access charges, etc. • Cost of models, special renderings, photography, special process printing, special printed reports or publications and maps. • Postage and delivery charges. • Professional consultants retained with client approval. • Specialized equipment rental (required by the project). Billing rates effective January 1, 2015 through December 31, 2015. Rates shall increase 5% each year until the project is completed. i RESPONSE TO REQUEST FOR PROPOSALS CITY OF ASHLAND HISTORIC DISTRICT EXTERIOR ALTERATION STANDARDS MARCH 6, 2015 l K {A ~i ~I! ji I Arctic _cruri~tr RFsounc Group, INc. Arc utect+, Planncr, C-7 CI nscn,ators 1 ARCI-I►TECTUkAI. RFSOURCEs GROUP, INC. Ar hireVs Planners u Carom atms f f March 6, 2415 Amy Gunter Assistant Planner, City of Ashland Planning Division i .,pats 20 East Main Street STLrlWN J. FAr\kTiL IALA. it in Ar Ashland, OR 97520 Ctisrtts Ermt\ CILS_t. ALA UzA3ti1 rL KURA RE: Historic District Exterior Alteration Standards AAttoN, Jiy\ ltYiAln_ AR -:k-QXIt=o. MIROOHO, ALA Dear Ms. Gunter DAltn P. WWII., AIC. tACI I am pleased to present Architectural Resources Group's proposal to develop historic review standards [!RItL n. JL rr, i iLa. iNrLRrTL> for exterior alterations to district contributors in Ashland. I am very excited by the opportunity to work with the City of Ashland on this important undertaking and Ibelieve I have the experience and collaborative working style necessary to successfully complete the project, t„~.,su bi, ,irlr, JAUL NtCLA~t. Alk LL.Ln Ar I am a seasoned Preservation Planner and Architectural Historian who is also an AICP-certified planner. In undertaking this scope of services, I will serve as the single point of contact, participate in all project meetings, oversee the project schedule, and author all deliverables. As necessary, I will also be able to draw on the insights of my ARG colleagues, who are experts in architecture, conservation, and Axmt- ` G. SLIHOLVM ALA. LLLn tr preservation planning. A longer description of my professional qualifications is included below. pt.v„n vI J. Coom, ALA. I ILn AP E~ant E:. lion a► This proposal is broken into the following sections: tLCa YLRGOLtik1 ALA: Lien AP C'AIti1LL.\ ~t#l~t5Tfi0\I. ALA ii&fications Proposal Firm ;Background Project Approach CLi.'L'SAkviLR J S~Il H Firm Capacity Scope and Timeline CATtiLML nLJ, VR IK AUX, tt LD Ar Team Personnel Fee Schedule Relevant Project Experience I regard Ashland as one of the true gems of the American West, The city powerfully demonstrates how historic character and cultural vitality can intermingle and reinforce each other. My wife grew up in Ulfi:rs j Ashland, and several members of our extended family continue to live there. I have visited the city countless times and relish the opportunity to put my preservation planning skills to work for the City! F&MI d rA~':anL~.a I look forward to discussing nay qualifications with you further.'rhank you for your consideration. roRTiaar Sincerely, Paafi. Nmhutt OfJict A-Iatthew Davis, AICP S11% Fifth rlrcnur. =:}~h tlru+r i Preservation Planner and Architectural Historian rri 111 SW Fifth Avenue, 24th Floor Portland. Orcgon 97_Q4 Portland, OR 97204 mail ar,;t3arg-rmr.:om 971.256.5320 s t a in.davis@arg-pnw,com an,c.ar l'nrr..ont FIRM BACKGROUND ~r lop n _ ore.pit S*Cie-topic"! FIRM BACKGROUND Architectural Resources Group (ARG) is an architecture, PACIFIC NORTHWEST EXPERIENCE planning and conservation C Corporation Nvith more than ARG opened its Portland office in 2008 in response to a growing 30 years experience in the documentation and restoration of body of work in the Pacific Northwest. In that time, ARG has historic properties. The firm's staff of 48 includes architects, had the opportunity to provide planning, conservation and designers, planners, historians, and materials conservators architectural services for many of the most historic buildings who work together closely. This integrated approach allows and properties in Oregon and Washington, including Portland key preservation, design, and sustainability decisions to Union Station, Pittock Mansion, Fort Vancouver, the Ermatinger be integrated into the architectural design process. ARG House (Oregon City), the Oregon Caves Chateau, Oregon State principals and staff members are nationally recognized experts Hospital (Salem), the Oregon State Forester's Office Building in renovations and new construction and bring extensive (Salem), and both 'Washington and Oregon State Capitols. experience applying The Secretary of the Interior Standards for the Treatment of I-Iisforic Properties. Our professional staff ,t 1 includes 19 registered architects, 8 architectural historians, 3 architectural conservators, 7 designers, and 1 A1CP-certified I _t planner. '[9 3 _ alt r ARG's portfolio includes award-winning innovative solutions for the adaptive re-use, seismic and structural strengthening, stabilization, materials conservation, documentation., and restoration of historic properties, as well as the design of new ~ w.. structures. Francr,>. Errmat;ager Hcuse 2'1 ASHLAND HISTORIC DISTRICT EXTERIOR ALTERATION STANDARDS I ARCHITECTURAL RESOURCES GROUP i FIRM CAPACITY ,tip' } -~,`lI 400 S # xl FIRM CAPACITY A core element of ARG's practice is preservation planning. Services provided by ARG"s Planning and History Group include: ARG's Planning and History Group comprises planners, historians, and architects who meet The Secretory of the Ordinance Development and Regulatory Review Interior's Professional Qualifications Standards in multiple Design Guidelines disciplines, The group has varied interests and areas of Historic Resources Surveys and Context Statements specialization in the fields ofhistory, architectural history, Historic Structure Reports and Cultural Landscape Reports historic preservation, cultural resource management, cultural landscapes, city planning, architecture, environmental Historic Resource Evaluations and Environmental Compliance compliance, and urban design. Section 1061NEPrI Compliance Design Review and Secretarys Standards Compliance This breadth of professional experience enables the group Assessment to provide a diverse array of planning, research, and design Federal, State, and Local Landmark Designations services to public and private clients. The group brings Preservation Plans, Master Plans, and Specific flans relevant work experience on a wide range of projects in , Tax Credit Certifications historic and cultural resource management and preservation Community lVorkshops, Public Education, and Outreach planning throughout-the Western Slates, including California, Oregon, Washington, Nevada, Arizona, Hawaii, 'Historic Resource Documentation (HASSIHAERlHALSj ~ and Alaska, On-Call Preservation Planning Consulting Services 1 I I ARCHITECTURAL RESOURCES GROUP I ASHLAND HISTORIC DISTRICT EXTERIOR ALTERATION STANDARDS 13 TEAM PERSONNEL MATTHEW DAVIS, AICP, ASSOCIATE PRESERVATION PLANNER & ARCHITECTURAL HISTORIAN Matthew Davis is a preservation planner with nine years of professional experience in land use planning and policy, environmental assessment, and historical research and writing. His specialties include conducting single and multi-property historic resource evaluations; assessing project design for conformance with the Secretary of the Interior's Standards; completing Historic Structure Reports (HSRs); and developing preservation plans and design guidelines. Matthew received his Master of City Planning (MCP) degree from UC Berkeley, where he focused on land C, use and historic resource issues. While at Berkeley, he completed internships with the Public 3 Policy Institute of California (PPIC) and the environmental consulting firm LSA Associates. Matthew is a member of the American Institute of Certified Planners (AICP). EDUCATION Master of City Planning, RELEVANT PROJECT EXPERIENCE University of California, HISTORIC STRUCTURE REPORTS/HISTORIC PRESERVATION PLANS Berkeley , State Forester's Office Building, Historic Preservation Plan, Salem, OR > Bachelor of Arts with Honors, Mathematics, Harvard Governor's Mansion, Historic Structure Report, Olympia, WA University Temple of Justice, Historic Structure Report, Olympia, WA REGISTRATION DESIGN GUIDELINES > Meets the Secretary of > Oregon State Hospital, Historic District Design Guidelines, Salem, OR the Interior's Professional Qualifications Standards in Architectural History PROJECT DESIGN REVIEW AND ANALYSIS Oregon State Capitol Renovation Project, Salem, OR (in progress) MEMBERSHIPS Waterfront Site Development, Pier 70, San Francisco, CA American Institute of Certified > Crane Cove Park, Pier 70, San Francisco, CA Planners (AICP) Piers 27-29 International Cruise Ship Terminal, San Francisco, CA > American Planning Association > National Trust for Historic Mission Dolores Park Rehabilitation, San Francisco, CA Preservation > Architectural Heritage Center HISTORIC CONTEXT STATEMENTSAND SURVEYS of Portland Downtown Monterey and Old Town National Historic Landmark District, Monterey, CA > Restore Oregon New Monterey; Monterey, CA HONORS NATIONAL REGISTER NOMINATIONS > California Planning Foundation > BayRiew Opera House, San Francisco, CA Outstanding Student Scholarship, 2005 HISTORIC RESOURCE EVALUATIONS AND PROJECT IMPACT ASSESSMENTS 5M (Fifth & Mission) Project Development Area, San Francisco, CA Moraga Adobe, Orinda, CA > First French Consulate, Monterey, CA (HRE only) Ed Ricketts' Lab (Canner), Row), Monterey, CA (H RE only) CULTURAL LANDSCAPE REPORT Marconi/RCA Radio Sites, Point Reyes National Seashore, CA MASTER PLANNING CONSULTATION Pomona General Plan and Downtown Specific Plan Downtown Tracy Urban Design and Specific Plan, "Tracy, CA} Downtown Burlingame Specific Plan, Burlingame, CA' * indicates work performed prior to joining ARG 41 ASHLAND HISTORIC DISTRICT EXTERIOR ALTERATION STANDARDS I ARCHITECTURAL RESOURCES GROUP RELEVANT PROJECT EXPERIENCE 1 1 ~ i r,~k 11 1 41. 114 f 7 C T .l ~T k/ f . 5f XV01 • N ti .s.:.f' t/.~ Z "c.s • r 1 p=ct'' lei `iri 1,ir4 ( L, OREGON STATE HOSPITAL RENOVATION AND EXPANSION SALEM, OR i CLIENT ARG provided preservation planning, hiattliew also developed extensive design Oregon Department of Health Services architectural, and conservation services guidelines' intended to assist the City of throughout all phases of the Oregon State Salem and the Oregon Department of 1 REFERENCE Hospital renovation project in Salem. Human Services in evaluating future work Kimberli Fitzgerald The hospital is one of the oldest mental within the district. Senior Historic Planner health institutions on the Wiest Coast. The Community Development Department entire Oregon State Hospital site, which A.RG's scope of architectural and City of Salem, OR includes over 70 buildings and structures conservation services included completing 503.510.2397 built between 1833 and 1958, is a historic design and construction documentation kfitzgerald@cityofsalem.net district listed on the Irrational Register of for: the exterior restoration of the Historic Places, Kirk-bride Building; the moving and PROJECT DURAT1ION restoration of the mortuary and the 2007-2011 As Preservation Planner, Matthew Davis greenhouse; the restoration of the worked closely with Kimberli Fitzgerald to maintenance building; and the adaptive TEAM MEMBERS lead the design team through the City of reuse of the warehouse building, ARG Matthew Davis, AICP Architectural Salem's Historic Landmarks Commission also completed a Historic Resources Historian 1 Preservation Planner review process. This effort included Report for the campus, which compiled working with leis. Fitzgerald to implement background information that it-as AWARDS innovative city code revisions that enabled essential to the design team in making j AIA Portland 2030 Challenge Design the HLC to take on much of the historic informed decisions regarding the Awards, 2012, review role previously reserved for the treatment and utilization of the Hospital's State Historic Preservation Office (SHPO). historic resources. ARCHITECTURAL RESOURCES GROUP IASHLAND HISTORIC DISTRICT EXTERIOR ALTERATION STANDARDS 15 RELEVANT PROJECT EXPERIENCE DOWNTOWN MONTEREY HISTORIC RESOURCES SURVEY ~ I-7 i 7° r I 1 l rt T 4 r. f.. r ~ J. .y 1. ~g . r AF rrr 7r+x~R~ L. Lase, _ t IF- t ~ _ _ • 1 year RUM J DOWNTOWN NATIONAL HISTORIC LANDMARK DISTRICT CONTEXT STATEMENT AND SURVEY MONTEREY, CA CLIENT Monterey's Old Town Historic District Based on historical research and site City of INIonterey was designated a National Historic survey work, Matthew made several Landmark District (NHLD) by the important recommendations regarding REFERENCE National Park Service in 1970. The the Old Town ATHLD, including changes Christy Hopper District includes the state's most to district boundaries and district Senior Planner, PEEL Division significant collection of buildings, many contributors, as well as clarification of City of Monterey, CA of adobe construction, dating from the district's period of significance. In 831.646.3910 California's Mexican (182I-1846) and addition, Matthew identified 36 properties liopperCmonterey.org Earl}, American (1846-1860) periods. outside the NHLD that appeared eligible for local landmark designation, and PROJECT DURATION Matthew Davis completed a multi- 190 properties thatmerited additional 2010-2012 layered historic context statement for research, He also identified two potential Downtown Monterey (including the historic districts within the survey area. TEAM MEMBERS Did Torn NHLD) and led a historic Matthew Davis, AICF Architectural resource survey of aU parcels in the At multiple public meetings before Historian I Preservation Planner area. Together, the context statement Monterey's Historic Preservation and survey significantly expanded and Commission and City Council, Matthew strengthened the information in the 1970 presented the findings of the context NHLD Nomination, while providing statement and survey and answered city government with a framework for questions from governmental officials and evaluating potential historic properties members of the public. within the larger downtown area. 61 ASHLAND HISTORIC DISTRICT EXTERIOR ALTERATION STANDARDS I ARCHITECTURAL RESOURCES GROUP i RELEVANT PROJECT EXPERIENCE ry ~,,..ew,d•7 S. E 4- r tt } J[~ F 1_4 1-03 L- i EF] ~ I ~T -1 ALTA HEIGHTS HISTORIC CONTEXT STATEMENT AND SURVEY NAPA, CA f CLIENT The Alta Heights survey area is located periods, events, themes and patterns of City of Napa east of downtown Napa along the east development, providing a foundation j side of the Napa River. The residential on which to base the assessment and PROJECT DURATION neighborhood developed gradually over evaluation of the area's historic properties. 201+0-2012 the first half of the 20th century, and consists of single family dwellings in a Matthew identified 47 properties, TEAM MEMBERS variety of styles, including Victorian, consisting of particularly early and/or Matthew Davis, AICP - Architectural Craftsman, Minimal Traditional, architecturally notable buildings within Historian / Preservation Planner American Colonial Revival, Mid-Century the survey area, that merited further Modernism, and Ranch. evaluation and possible local landmark designation. He identified an additional Matthew Davis completed a historic 49 notable properties that merited specia I context statement for the Alta Heights planning consideration in the event of neighborhood and led a historic resource proposed demolition. survey of all parcels in the area. The AltaHeights I listoric Context Statement Matthew presented the findings of the summarized the history of the Alta Alta Heights Historic Context Statement Heights survey area from pre-history and Survey at public meetings of the City to the present and detailed the findings of Napa's Cultural Heritage Commission of the architectural survey. The context and City Council. statement identified the area's important ARCHITECTURAL RESOURCES GROUP IASHLAND HISTORIC DISTRICT EXTERIOR ALTERATION STANDARDS 17 PROJECT APPROACH I i - ,mss a}~ r ' 4,•~ ' _'~rl~` > ~M ~j 3 111 ~ ~ 'ff;~ 111 0,E,,.7a $taie I losprta7 PROJECT APPROACH i Architectural Resources Group will work closely with the City Review of exterior alterationsshould leverage the City of of Ashland and Historic Commission to develop rehabilitation Ashland's existing design review/historic review processes standards for residential properties that contribute to one of whenever possible. Integrating any new standards with the ~ Ashland's many historic districts.'We understand that the established code fosters consistency with the Comprehensive main priority is developing standards that enjoy widespread Plan, while at the same time reduces the tendency to see the community support and are seen as fair and equitable. These standards as constituting a neiv or additive process. Ultimately, I standards must ffirther the public's interest in maintaining and new standards should fit seamlessly into Ashland's existing Ashland's historic districts without unduly restricting private historic review. regulations. property rights. As stated in the RFP many of the building alterations that new As a first step, we plan to examine in detail the Historic Resource standards may potentially address do not currently require Code Improvement Project that the City of Portland completed a building permit or structural review. Within this context, in 2011 Through this effort, which grew out of complaints offering incentives to homeowners is one of the most effective that the historic review process had become too onerous ways to foster compliance with the standards. These incentives and expensive; the City of Portland made several important could be of various types, including micro-grants, expedited modifications to its Zoning Code that were designed to simplify review, or zoning exceptions. The City, for example, could the public review process for minor home improvements within establish a fund that offers small grants to homeowners seeking the City's historic and conservation districts. We believe this to replace the existing windows in their house with wood Code Improvement Project will be an important reference point windows that match the original (the cost of which is often for ARG and the City of Ashland in undertaking this project. prohibitive). Kimberli Fitzgerald administers such a program for the City of Salem, and we plan to draw on her insights to lVe understand that, in implementing any new rehabilitation understand which incentives are likely to enjoy the greatest standards, clarity and predictability are paramount. New stand- success in Ashland, ards will need to clearly specify the review process for various categories of alterations. For example, review of proposed In summary, ARG believes that new alteration standards modifications that are consistent with the Secretary of the will best serve the City of Ashland and its citizens if they are interior's Standards for Rehabilitation should be kept as simple as characterized by fairness, transparency, and consistency; 'as well possible, preferably over-the-counter, same-dap staff reviews, as an emphasis on incentive based solutions. 81 ASHLAND HISTORIC DISTRICT EXTERIORALTERATION STANDARDS I ARCHITECTURAL RESOURCES GROUP i SCOPE AND TIMELINE SCOPE AND TIMELINE u Architectural Resources Group proposes to address the scope of services described in ' the Historic District Exterior Alterations Standards RFP through completion of the following tasks. We understand that all project-related ''`w=ork needs to be completed by July 15, 2015. rt HISTORIC COMMISSION {MEETING W-I ( APRIL 2015 ARG will conduct an initial work session with the Ashland Planning Division and the Historic-Commission regarding the exterior alteration standards. Through this r 1 discussion, ARG will develop a robust understanding of (1) the types of standards Oft, 8J r;rz that may be needed; (2) potential obstacles, political or otherwise; and (3) potential preservation incentives that could be integrated into the program. EVALUATE IMPACTS (POSITIVE AND NEGATIVE) OF ESTABLISHING A REVIEWPROCESS APRIL 2015 Based on the kickoff .meeting and follow-up research, ARG will develop a memorandum summarizing anticipated impacts (positive and negative) ofestablishing exterior alterations standards for residential contributors to historic districts. This will include review of green technology and economic development considerations. DEVELOP DRAFT REVISIONS TO SITE DESIGN AND USE STANDARDS I MAY 2015 ARG will develop proposed additions and revisions to the Site Design and Use Standards document. An electronic copy of the draft revisions will be submitted to the Ashland Planning Division for review. DEVELOP DRAFT PUBLIC BROCHURE MAY 2015 In support of the proposed code revisions, ARG will develop a clear and concise brochure designed for homeowners that (1) explains the motivation for any new standards; (2) outlines the review process; and (3) references relevant preservation incentives. An electronic copy of the draft brochure will be submitted to the Ashland Planning Division for review. HISTORIC COMMISSION MEETING #2 ( MAY/JUNE2015 ARG will discuss the draft code revisions and public brochure with the Historic Commission and collect commissioners' feedback regarding the draft documents. DEVELOP REVISED CODE REVISIONS AND PUBLIC BROCHURE I JUNE 2015 i Based on feedback from the Ashland Planning Division and the Historic Commission, I ARG will revise the draft code revisions and public brochure. Electronic copies of the revised documents will be submitted to the Ashland Planning Division. PLANNING COMMISSION AND CITY COUNCIL MEETINGS I JUNE 2015 i ARG will present the code revisions and public brochure to the Planning Commission and City Council (two meetings total). FINALIZE CODE REVISIONS AND PUBLIC BROCHURE ( JULY 2015 Following the Planning Commission and City Council meetings, ARG will, if necessary, make final changes to the code revisions and public brochure. Electronic copies of the final documents will be submitted to the Ashland Planning Division. ARCHITECTURAL RESOURCES GROUP IASHLAND HISTORIC DISTRICT EXTERIORALTERATION STANDARDS 19 i i i FEE SCHEDULE i I i FEE SCHEDULE E Based on our review of the RFP, as well as past experience with similar projects, Architectural Resources Group has developed the following preliminary fee estimate ~w for the project. lVe welcome the opportunity to work with the Planning Division to I refine this fee schedule as appropriate, Matthew Davis's billing rate is $125/hour and A, invoices will be submitted monthly based on percent complete. i, EVALUATE IMPACTS (POSITIVE AND NEGATIVE) OF ESTABLISHING A REVIEW PROCESS Estimated cost: $2,000 (16 hours) Mai ere dPnir_Laac,?ntorkfliu EI. DEVELOP REVISIONS TO SITE DESIGN AND USE STANDARDS [DRAFT, REVISED AND FINAL trct. Estimated cost: $4,000 (32 hours) Ili. DEVELOP PUBLIC BROCHURE [DRAFT. REVISED AND FINAL) Estimated cost: $3,000 (24 hours) IV. MEETING PREPARATION AND ATTENDANCE 4 MEETINGS] Estimated cost: $4,000 (32 hours) V, REIPIBURSABLES Travel expenses (mileage or airfare plus car rental) related to attendance at four meetings are estimated to be approximately $1,500. To keep reimbursable expenses down, Matthew plans to stay with relatives awhile he is in Ashland in cases where an overnight stay is necessary. TOTAL ESTIMATED FEE: $13,000 + $1,500 in reimbursables i EXPENSES Reimbursable Expenses shall include the following: Reproduction costs such as printing or duplication of drawings, specifications, written reports, and cost estimates, etc. Out-of-pocket expenses for authorized travel in connection with work. TraveL• (including local) IRS allowable rate plus tolls and parking. Data: Long distance telephone/database access charges, etc. Cost of models, special renderings, photography, special process printing, special printed reports or publications and maps. Postage and delivery charges. > Professional consultants retained with client approval Specialized equipment rental (required by the project). Billing rates effective January 1, 2015 through December 31, 2015. Rates shall increase 5% each year until the project is completed. 10 ASHLAND HISTORIC DISTRICT EXTERIORALTERATION STANDARDS I ARCHITECTURAL RESOURCES GROUP I i S 3~ l: A Architectural Resources Group 111 SW Fifth Avenue, 24th Floor Portland, OR 97204 971.256.5320 www.arg-pnVv.conI CITY OF ASHLAND Memo DATE: 5/19/2015 TO: Kari Ann Olsen FROM: Amy Gunter RE: Certified Local Government (CLG) Grant for Architectural Resource Group FYI: The first Request for Proposals (RFP) was posted to the City of Ashland website in October 2014 and closed November 2014. No proposals were received. The second revised RFP was posted to the City of Ashland website in February 2015 and closed March 6, 2015. Only one response was received from Architectural Resource Group (ARG). The response and following Scope of Work and fees met the City's outlined project goals. As such, ARG was selected as the recipient. Department of Community Development Tel: 541-488-5305 51 Winbum Way Fax: 541-552-2050 Ashland, Oregon 97520 TTY: 800-735-2900 www.ashland.or.us !L1 V I CITY OF -SHLAND REVISED REQUEST FOR PROPOSALS HISTORIC DISTRICT EXTERIOR ALTERATION STANDARDS Proposal Title: Historic District Exterior Alteration Standards Due Date and Time: 4:30 PM, Friday, March 6, 2015 Contact: Amy Gunter, Assistant Planner Telephone: (541) 552-2044 E-mail: amy.gunter(a-ashland.or.us INTRODUCTION The City of Ashland is requesting proposals from qualified professionals to review, create and implement standards for exterior alterations to historic contributing buildings. The project focus is on creating a review process for non-structural, exterior modifications to historic contributing residential buildings that do not require a building permit such as window, door, siding, trim and roofing replacement. PROJECT STATEMENT In 2008, the City of Ashland adopted a Historic Preservation Plan for the period of 2008- 2018 to provide a strategic roadmap for implementing preservation related projects in Ashland. Included within that plan is an identification and prioritization of upcoming projects. One of the first priority projects identified is the establishment of more detailed rehabilitation and remodel standards for historic contributing residential projects within Ashland's historic districts. These include additional review for exterior modifications which do not trigger a building permit or structural review but can have grave consequences for historic compatibility. The Historic Preservation Plan found that the lack of review of alterations to structures that contribute to the historic districts have caused some loss of integrity within these districts, particularly in the case of siding, window, door, trim and roofing material replacement. When Ashland revised the "Historic District Development" standards, found in Section 18.4.2.050 of the Ashland Site Design and Use Standards, some of the suggested changes from the Historic Preservation Plan were not implemented. Specifically, the Request for Proposal Page 1 of 4 City of Ashland Preservation Plan finds that design guidelines for exterior alteration of existing structures within the historic interest areas that are historically significant should be developed. The scope of the project will involve designing and implementing a public involvement process. The first phase includes evaluation of the benefits or negative impacts of establishing an approval process. The second phase of the project includes creating standards for review that include handouts or supplemental graphics and providing direction for the appropriate process for reviewing proposals. The consultant will need to demonstrate how the recommended review process is supported in the Comprehensive Plan, the Municipal Code, supports green technology and assists economic development. Attendance at two to four public meetings (up to two meetings before the Historic Commission, a meeting before the Planning Commission, and a meeting before the City Council) leading to the adoption of the revisions to the code or standards. The successful candidate will work under the direction of the Director of Community Development or designated project manager to develop a work plan for possible revisions to the existing standards and corresponding approval procedures. The key personnel assigned to the project must be available to manage and oversee the project to completion, and all project-related work is to be completed no later than July 15, 2015. The successful candidate will be selected based upon the proposed costs, experience of key personnel assigned to this project, their ability to meet the Secretary of the Interior's Historic Preservation Professional Qualification Standards and Oregon state policies (see http://www.nps.gov/history/local-law/arch stnds 9 htm), and for a proven track record of success with similar projects. Overall, the project scope will include conducting the necessary public meetings, developing revised application process and standards, supporting graphics, and/or educational materials and designing an approval process for adoption by the City of Ashland. PROPOSAL REQUIREMENTS Please submit one electronic copy of your firm's written proposal for services described in this Request for Proposals by 4:30 PM, Friday, March 6, 2015. Confirmation of receipt of electronic submittals by the deadline is the responsibility of the respondent. Electronic copies of the proposal shall be emailed to amy.aunter(uD-ashland.orms A printed copy, provided in lieu of an electronic submittal, may be delivered by 4:30 p.m. on Friday, March 6, 2015 to: City of Ashland Planning Division Attn: Amy Gunter, Assistant Planner 20 East Main Street Request for Proposal Page 2 of 4 City of Ashland Ashland, Oregon 97520 Proposals shall contain the required information and provide responses to the key elements within this Request for Proposals. Late and incomplete proposals will not be considered. Proposals are required to include the following information, preferably in the same order, as follows: o Provide the name, address, and telephone numbers of the firm, including the name of the primary contact person and his/her telephone number. o Include the type of organization: Individual or sole proprietorship - professional Corporation/Association - Corporation - Partnership - etc. o Provide the age of the firm and professional history, including any specialized experience in the area of historic preservation. o Describe your firm's capacity, capability, and availability to perform these services. o Provide the list of consultant(s) who will be assigned to this project, including their individual qualifications and professional record. o Provide a list of a minimum of three successful projects in the field of historic preservation planning, including the individuals assigned to each project, that have been successfully completed within the last five years. Describe whether these plans have been adopted and implemented by the local jurisdiction. o Discuss your firm's understanding of the project and project approach. o Present the anticipated scope of work and project timeline that addresses the specific proposed time period for the completion of the project. o Provide a fee schedule including but not limited to the firm's hourly rates for the key personnel that will be assigned to this project and an estimated maximum fee range that will apply to this project. In addition, provide an outline of the anticipated reimbursable expense costs that will be incurred in completing the project. Billing terms and procedures should also be clearly defined. o Provide any other factors relevant to this particular contract. EVALUATION PROCESS Proposals will be evaluated by City staff and key members of Ashland's Historic Commission, and after the proposals are reviewed, a short-list of firms or individuals may be contacted for further evaluation. The City of Ashland may also elect to negotiate with a proposer to clarify its proposal or to effect modifications that will make the proposal more acceptable or advantageous to the City of Ashland. The City's intent is to make their final selection no later than March 20, 2015. Upon a successful contract award, the City will enter into a contract with the successful proposer for professional services to complete revisions of the Historic District Development Standards with the understanding that work will commence immediately. As required in the City's Contract for Personal Services, the successful proposer may be required to provide and maintain valid certificates of insurance for General Liability, Request for Proposal Page 3 of 4 City of Ashland Professional Liability, Business Automobile and Workers' Compensation, including the City of Ashland listed as the additional insured. METHOD OF AWARD 279B.070 Intermediate procurements. (4) If a contract is awarded, the contracting agency shall award the contract to the offeror whose quote or proposal will best serve the interests of the contracting agency, taking into account price as well as considerations including, but not limited to, experience, expertise, product functionality, suitability for a particular purpose and contractor responsibility under ORS 279B.110. NOTE The project is financed with Federal funds from the National Park Service, U.S. Department of the Interior, and is administered by Oregon State Historic Preservation Office (SHPO). The City of Ashland is a Certified Local Government (CLG), and receives Federal financial assistance for identification and protection of the historic properties through the CLG program. The CLG program is designed to promote historic preservation at the local level. It is a federal program (National Park Service) that is administered by SHPO. Under Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and the Age Discrimination Act of 1975, as amended, the U.S. Department of the Interior prohibits discrimination on the basis of race, color, national origin, disability or age in its federally assisted programs. If you believe you have been discriminated against in any program, activity, or facility as describe above, or if you desire further information, please write to: Office for Equal Opportunity, National Park Service, 1849 C Street NW, Washington, D.C. 20240. Request for Proposal Page 4 of 4 City of Ashland - ; f Page 1 / 1 . CITY OF . ASHLAND DATE PO NUMBER 20 E MAIN ST. 5/22/2015 12878 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 019450 SHIP TO: Ashland Planning Department ARCHITECTURAL RESOURCES GROUP (541) 488-5305 9 PIER, THE EMBARCADERO #107 51 WINBURN WAY SAN FRANCISCO, CA 94111 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Amy Gunter Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price Historic District Exterior Alteration 16,000.00 Standards - Designing, implementing a public involvment process, evalution of benefits and negative impacts of establishing approval process and creation of standards for review that include handouts and graphics providing direction for appropriate review process. Contract for Personal Services Beginning date: May 4, 2015 Completion date: September 30, 2015 SUBTOTAL 16 000.00 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 16,000.00 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 110.09.27.00.61070 E 000393.999 16,000.00 ~ S r A rized Signa ure VENDOR COPY FORM 433 CITY OF ASHLAND REQUISITION Date of request: GI ' 2D~5 Required date for delivery: Vendor Name Arrhitcrtiirfll Rpgniimp (;rnnp (AR('~) Address, City, State, Zip 111 SW Fifth Ave 24th Floor Portland OR 97204 Contact Name & Telephone Number Matthew Davis m.davis@arg-pnw.com (971) 256-5320 Fax Number SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council: Contract # ❑ Verbal/Written quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5,000 to $100,000 ❑ Written quote or proposal attached Agency ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5,000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency ❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ® (3) Written proposals/written solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until: (Date) 1 Description of SERVICES Total Cost Designing, implementing a public involvement process, evaluation of benefits and negative $16,000 Not to exceed impacts of establishing approval process and creation of standards for review that include handouts and graphics providing direction for appropriate review process. Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST ❑ Per attached quote/proposal Project Number 000393 - 999 Account Number 110-09-27-00-61 10"700 `Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support -Yes / No By signing this req sition form, I certify that the City's public contracting requirements have been satiledr/ Employe . Department Head: . f (Equal to or greater than $5,000) Department Manager/S pervisor: City Administrat / P¢L (Equal to or greater than $25,000) Funds appropriated for current fiscal year. YES / NO Finance Director- (Equal to orgre ter than $5,000) Date Comments: Form #3 - Requisition