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R-00-02-24-11A1 - 2/24/2000Mayor Robert A. Sth ka, Jr Mayor Pro-tem Martha A Chavez Council Members Tom NieLson Earl M. Hairston Rick Stewart Earl Palmer Jimmy Joseph City Manager Robert L Bennett, Jr. City Attorney Stephan L Sheets CITY OF ROUND ROCK June 23, 2000 Mr. Ron Emrich Urban Prospects 540 Woolsey Drive Dallas, Texas 75224 Dear Mr. Emrich: 221 East Main Street Round Rock, Texas 78664 512 - 218.5400 The Round Rock City Council approved Resolution No. R- 00- 02- 24 -11A1 at their regularly scheduled meeting on February 24, 2000. This resolution approves the agreement to develop commercial and residential historical design guidelines. Enclosed is a copy of the resolution and agreement for your files. If you have any questions, please do not hesitate to contact Joe Vining at 218 -5415. Sincerely, Enclosures Christine Martinez Assistant City Secretary Fax: 512. 218 -7097 1- 800- 735.2989 TDD 1 -800- 735 -2988 Voice www.ci.round- rock.tx.us AT EST: JfANNE LAND, City Secretary k:\ WPDDCS \RESOLUTI \R00334A1.WPD /SC RESOLUTION NO. R- 00- 02- 24 -11A1 WHEREAS, the City of Round Rock desires to retain professional services to develop commercial and residential historical design guidelines, and WHEREAS, Urban Prospects has submitted an agreement to provide said services, and WHEREAS, the City Council desires to enter into said agreement with Urban Prospects, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY ( ! .OUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City a agreement with Urban Prospects, to develop commercial and residential historical design guidelines, a copy of said agreement being attached hereto and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended, and the Act. RESOLVED this 24th day of Feb 2000. r Ri T A. STLUKA, J'', Mayor City of Round Rock, Texas Urban Prospects Historic Preservation & Resources Development February 24, 2000 Mayor Robert A. Stluka City of Round Rock 221 E. Main Street Round Rock, Texas 78664 RE: Letter of Agreement for Professional Services Dear Mayor Stluka: This letter will serve as the Agreement between Urban Prospects (Consultant) and the City of Round Rock (City) for the performance of professional services to develop historical design guidelines for commercial and residential properties in Round Rock. Urban Prospects will complete the attached scope of work, according to the following chart. These fees include all expenses — Development of Commercial Guidelines Public Input and Draft Guidelines $4,000 Final Guidelines $2,000 Subtotal $6,000 Development of Residential Guidelines Public Input and Draft Guidelines $4,000 Final Guidelines $2,000 Subtotal $6,000 Final Comments and Formatting $2,000 Expenses (mileage, courier, graphic/ $1,000 reproduction, etc.) Total $15,000 540 Woolsey Drive Dallas, Texas 75224 (214) 942 -2202 urbanpro @flash.net Billing will be based on two installments. The first bill (1/3 of the total amount) will be submitted after the delivery of the draft Commercial Guidelines. The final bill (2/3 of the total amount) will be submitted after the delivery of the final commercial and residential design guidelines report and following the final project presentations to the City of Round Rock Historic Preservation Commission and to the Round Rock City Council. This project will be partially funded with a grant from the U.S. Department of the Interior, National Park Service and U rban Prospects February 24, 2000 administered by the Texas Historical Commission under the Certified Local Government (CLG) grant program. Upon your authorization by City Council, please sign and return one of the enclosed copies. I am looking forward to working with you and other representatives of the City. Yours trul Ron Emrich, Principal, Urban Prospects AGREED AND ACCEPTED Or 4 r6/302ufq,Py o 2L/ cQOCO Ma • Robert A. Stluka / Date CITY OF ROUND ROCK Enclosures: Proposal in Duplicate Attachment I: Scope of Work — Consultant Responsibilities Attachment II: Scope of Work — City Responsibilities Attachment III: Method of Payment Attachment IV: Termination A. Workplan ATTACHMENT SCOPE OF WORK - CONSULTANT RESPONSIBILITIES The consultant shall be responsible for developing clear, thorough, unambiguous commercial and residential historical design guidelines to support historic preservation efforts in Round Rock, the Historic Preservation Ordinance, the Historic Preservation Commission's (HPC) goals and objectives, and to reflect specific local design issues. The project shall include ongoing interaction with City planning staff, the HPC, and the public. The design guidelines shall be used by city staff and the HPC to provide an objective basis for recommendations on renovations /alterations to properties in the downtown National Register District, the historic commercial zoning (C -3) district, the Downtown Reinvestment Zone (DRZ), and to individual historically zoned properties, and/or any Recorded Texas Historic Landmarks. In addition, the guidelines shall be used by property owners proposing renovations /alterations to their historic properties. The guidelines will also be essential in guiding development within any future designated historic overlay districts. The consultant shall develop a detailed workplan outlining the steps needed to undertake and complete the entire Scope of Work of this agreement (Attachment I, Sections A - F). The items in the workplan shall contain, but are not limited to, the services listed in this Scope of Work. B. Development of Commercial Guidelines and Focus Groups Commercial design guidelines shall be developed first. A draft of the commercial guidelines shall be completed no later than March 15, 2000. In order to obtain public input, the consultant shall be required to conduct one or more focus groups to include, but not limited to, members of the Downtown Business Association, the Heart of Round Rock Neighborhood Association, commercial property owners along Chisholm Trail, and members of the Historic Preservation Commission. The purpose of the focus groups is to gather input regarding the substance and format of the commercial design guidelines so that the guidelines shall meet the needs of the property owners and the Historic Preservation Commission. C. Development of Residential Guidelines and Focus Groups Residential design guidelines shall be developed next. A draft of the residential guidelines shall be completed no later than April 17, 2000. In order to obtain public input, the consultant shall be required to conduct one or more focus groups to include owners of residential historic properties and members of the Historic Preservation Commission. The purpose of the focus groups is to gather input regarding the substance and format of the residential design guidelines so that the guidelines shall meet the needs of the property owners and the Historic Preservation Commission. D. Development of the Final Commercial and Residential .Design Guidelines Four copies of the final design guideline document shall be submitted to the City of Round Rock Planning and Community Development Department. The final design guidelines shall include, but are not limited to the following items: a. The design guidelines document shall include a brief history of Round Rock and its architectural heritage. A purpose statement for the guidelines shall also be included in this section. b. The design guidelines document shall include a description of the historic preservation ordinance and its requirements. Charts or outlines of the HPC review process shall be used to describe the process. A recommended Certificate of Appropriateness and HPC application process shall also be included. c. The design guidelines document shall include a detailed description of the building characteristics of those historic properties in the National Register District, the commercial historic (C -3 zoning) district, and the DRZ. In addition, the document shall include a detailed description of the building characteristics of historic properties in the city's residential areas. d. Graphics and/or photographs illustrating design expectations shall be included. Standard architectural terminology shall be employed, with a glossary of terms or list of definitions included. e. Graphics and/or photographs shall represent resources from the local community when possible. Where applicable, the text and graphics shall accurately reflect the Secretary of the Interior's Standards for Treatment of Historic Properties, and the City of Round Rock's Historic Preservation Ordinance. f. Adequate recognition shall be provided in the document. Photographs and drawings shall be credited to the artist or lender. The local government's involvement shall be adequately acknowledged. Language acknowledging non - discrimination practices, as detailed below, shall be included. Recognition shall be afforded to the CLG program, the Texas Historical Commission, and the National Park Service of the U.S. Department of the Interior. This project was funded m part through a Certified Local Government grant from the National Park Service, U.S. Department of the Interior, as administered by the Texas Historical Commission. E. Additional Activities The consultant warrants that upon execution of this contract with the City, it shall not engage in employment practices which have the effect of discriminating against employees or prospective employees because of age, religion, race, color, sex, disability, or national origin and shall submit reports as the City may thereafter require to assure compliance. a. The consultant shall work with the City of Round Rock Planning and Community Development staff, the City of Round Rock HPC, and with the National Register staff of the Texas Historical Commission. b. The consultant shall either meet (or telephone) with the HPC staff representative twice monthly throughout the duration of the project period in order to accomplish the following: brief the staff representative on the status of the project; provide the staff representative with project materials to review; and clarify any issues with the staff representative that pertain to the project. c. The consultant shall attend an orientation with the City of Round Rock HPC and the National Register Program staff of the Texas Historical Commission prior to commencement of the project. 2 d. Upon completion of the project, the consultant shall present the design guidelines to the City of Round Rock HPC at its regularly scheduled meeting on May 22, 2000 and to the City of Round Rock City Council at its regularly scheduled meeting on May 25, 2000. Meeting dates are tentative and may change. F. Additional Requirements a. The consultant shall be responsible for travel, office, production, and other expenses associated directly or indirectly with the project and shall be part of the proposal fee. b. The consultant shall be available for interviews with the media and interested groups. c. No subcontracts shall be approved without the express written consent of the City. 3 A. Meeting Coordinating The Planning and Community Development Department shall schedule, advertise and provide meeting locations for each of the focus groups referenced in Attachment I, Sections A - F of this agreement. All focus groups shall be held in the City of Round Rock. B. Background Materials ATTACIEVIENT II SCOPE OF WORK - CITY RESPONSIBILITIES The Planning and Community Development Department shall provide the consultant with any background documents and or ordinances needed to complete the project. 4 ATTACHMENT III METHOD OF PAYMENT Payment for the successful completion of the Scope of Work shall be made in two (2) installments. The first payment (1/3 of the total amount) shall be made after the delivery of the draft Commercial Design Guidelines (March 15, 2000). The final payment (2/3 of the total amount) shall be paid after the delivery of the final commercial and residential design guidelines report and following the aforementioned final project presentations to the City of Round Rock Historic Preservation Commission and to the Round Rock City Council, provided all work has been submitted according to the requirements specified in Attachment I, Sections A — F of this agreement. To receive payment, the consultant shall prepare and submit to the City two copies of an invoice. Each invoice shall state the work accomplished during the billing period. Invoices shall be sent to the Senior Planner for approval. Upon receipt and approval of each invoice, the City shall make a good faith effort to pay the amount which is due and payable within (30 days). The City shall reserve the right to withhold payment pending verification of satisfactory work performed. 5 The Agreement may be terminated before the stated termination date by any of the following conditions. (1) By mutual agreement and consent, in writing of both parties. (2) By the City by notice in writing to the Consultant as a consequence of failure by the Consultant to perform the services set forth herein in a satisfactory manner. (3) (4) (5) ATTACHMENT IV TERMINATION By either party, upon the failure of the other party to fulfill its obligations as set forth herein. By the City for reasons of its own and not subject to the mutual consent of the Consultant upon not less than thirty (30) days written notice to the Consultant. By satisfactory completion of all sery ices and obligations described herein. Should the City terminate this Agreement as herein provided, no fees other than fees due and payable at the time of termination shall thereafter be paid to the Consultant. In determining the value of the work performed by the Consultant prior to termination, the City shall be the sole judge. Compensation for work at termination shall be based on a percentage of the work completed at that time. Should the City terminate this Agreement under (4) of the paragraph identified above, the amount charged during the thirty (30) day notice period shall not exceed the amount charged during the preceding thirty (30) days. If the Consultant defaults in the performance of this Agreement or if the City terminates this Agreement for fault on the part of the Consultant, the City will give consideration to the actual costs incurred by the Consultant in performing the work to the date of default, the amount of work required which was satisfactorily completed to date of default, the value of the work which is usable to the City, the cost to the City of employing another firm to complete the work required and the time required to do so, and other factors which affect the value to the City of the work performed at the time of default. The termination of this Agreement and payment of an amount in settlement as prescribed above shall extinguish all rights, duties, and obligations of the City and the Consultant under this Agreement. If the termination of this Agreement is due to the failure of the Consultant to fulfill its Agreement obligations, the City may take over the project and prosecute the work to completion. In such case, the Consultant shall be liable to the City for any additional cost occasioned by the City. The Consultant shall be responsible for the settlement of all contractual and administrative issues arising out of the procurement made by the Consultant in support of the scope of services under this Agreement. 6 BUDGET ITEM SALARIES GRANTS FUNDS LOCAL CASH LOCAL IN -KIND TOTAL FUNDS PROJECT 2,128 2,128 LEADER PRINICPAL 1,368 1,368 PLANNER PLANNING 456 456 INTERN ADMINISTRATIVE 120 120 TECHNICIAN COMMISSION 80 80 CHAIRPERSON PRESERVATION 5,000 10,000 15,000 CONSULTANT • TOTAL 5,000 10,000 4,152 19,152 Date: February 18, 2000 Subject: City Council Meeting - February 24, 2000 Item: 11.A.1. Consider a resolution authorizing the Mayor to execute a contract with Urban Prospects for professional services to develop commercial and residential historical design guidelines. This project will be partially funded with a grant from the U.S. Department of the Interior, National Park Service and administered by the Texas Historical Commission under the Certified Local Government (CLG) grant program. Staff Resource Person: Joe Vining, Planning Director. The total amount of the grant is $19,152. The federal share is $5,000 and the city's portion is outlined below: PROJECT PROPOSAL PART III BUDGET FOR IN -KIND MATCH Economic Impact: Matching Funds of $10,000 In Kind Match $ 4,152 $14,152