HomeMy WebLinkAboutArtifacts Consulting, Inc. - Comprehensive Plan 2040 Historic Preservation Element I Far City c>RYaki ram Ll AGREEMENT
rntrzri NF?. BETWEEN
Projeta tax CITY OF YAKIMA, WASHINGTON
AND
ARTIFACTS CONSULTING INC.
FOR PROFESSIONAL SERVICES
THIS AGREEMENT, made and entered into on this l e ) -744 day of /l ovvM1 b.ce , 2015, by and
between the City of Yakima, Washington, a municipal corporation with its principal office at 129 North
Second Street, Yakima, WA 98901, hereinafter referred to as "CITY ", and Artifacts Consulting, Inc. with
its principal office at 401 Broadway, Suite 301, Tacoma, WA 98402, hereinafter referred to as
"CONSULTANT "; said corporation is licensed and registered to do business in the State of Washington,
and will provide services under this Agreement for the City of Yakima Comprehensive Plan 2040 Historic
Preservation Element, hereinafter referred to as "SERVICES" on behalf of the City of Yakima.
WITNESSETH:
RECITALS
WHEREAS, CITY desires to retain the CONSULTANT to provide services described in this
Agreement, incorporated Exhibits and subsequent Amendments thereto; and
WHEREAS, CONSULTANT represents that it has available and offers to provide personnel with
knowledge and experience necessary to satisfactorily accomplish the work within the required time and that
it has no conflicts of interest prohibited by law from entering into this Agreement;
NOW, THEREFORE, CITY and CONSULTANT agree as follows:
SECTION 1 INCORPORATION OF RECITALS
1.1 The above recitals are incorporated into these operative provisions of the Agreement.
SECTION 2 SCOPE OF SERVICES
2.1 CONSULTANT agrees to perform those services described hereafter. Unless modified in writing
by both parties, duties of CONSULTANT shall not be construed to exceed those services
specifically set forth herein.
2.2 CONSULTANT shall use its best efforts to maintain continuity in personnel and shall assign,
Spencer Howard as Consultant -in- Charge throughout the term of this Agreement unless other
personnel are approved by the CITY.
2.3 Basic Services: CONSULTANT agrees to perform those tasks described in Exhibit A, entitled
"Scope of Work" (WORK) which is attached hereto and made a part of this Agreement as if fully
set forth herein.
2.4 Additional Services: CITY and CONSULTANT agree that not all WORK to be performed by
CONSULTANT can be defined in detail at the time this Agreement is executed, and that
additional WORK related to the Project and not covered in Exhibit A may be needed during
performance of this Agreement. CITY may, at any time, by written order, direct the
CONSULTANT to revise portions of the WORK previously completed in a satisfactory manner,
delete portions of the WORK, or request that the CONSULTANT perform additional WORK
RFQP 11540 /Page 1 of 10
beyond the scope of the WORK. Such changes hereinafter shall be referred to as "Additional
Services."
2.4.1 If such Additional Services cause an increase or decrease in the CONSULTANT'S cost
of, or time required for, performance of any services under this Agreement, a contract
price and/or completion time adjustment pursuant to this Agreement shall be made and
this Agreement shall be modified in writing accordingly.
2.4.2 Compensation for each such request for Additional Services shall be negotiated by the
CITY and the CONSULTANT according to the provisions set forth in Exhibit B,
attached hereto and incorporated herein by this reference, and if so authorized, shall be
considered part of the WORK. The CONSULTANT shall not perform any Additional
Services until so authorized by CITY and agreed to by the CONSULTANT in writing.
2.5 The CONSULTANT must assert any claim for adjustment in writing within thirty (30) days from
the date of the CONSULTANT's receipt of the written notification of change.
SECTION 3 CITY'S RESPONSIBILITIES
3.1 CITY - FURNISHED DATA: The CITY will provide to the CONSULTANT all technical data in
the CITY'S possession relating to the CONSULTANT'S services on the WORK.
3.2 ACCESS TO FACILITIES AND PROPERTY: The CITY will make its facilities reasonably
accessible to CONSULTANT as required for CONSULTANT'S performance of its services and
will provide labor and equipment as reasonably required by CONSULTANT for such access.
3.3 TIMELY REVIEW: The CITY will examine the CONSULTANT'S studies, reports, proposals,
and other documents; obtain advice of an attorney, insurance counselor, accountant, auditor, bond
and financial advisors, and other consultants as CITY deems appropriate; and render in writing
decisions required of CITY in a timely manner. Such examinations and decisions, however, shall
not relieve the CONSULTANT of any contractual obligations nor of its duty to render
professional services meeting the standards of care for its profession.
3.4 CITY shall appoint a CITY'S Representative with respect to WORK to be performed under this
Agreement. CITY'S Representative shall have complete authority to transmit instructions and
receive information. CONSULTANT shall be entitled to reasonably rely on such instructions
made by the CITY'S Representative unless otherwise directed in writing by the CITY, but
CONSULTANT shall be responsible for bringing to the attention of the CITY'S Representative
any instructions which the CONSULTANT believes are inadequate, incomplete, or inaccurate
based upon the CONSULTANT'S knowledge.
3.5 Any documents, services, and reports provided by the CITY to the CONSULTANT are available
solely as additional information to the CONSULTANT and will not relieve the CONSULTANT of
its duties and obligations under this Agreement or at law. The CONSULTANT shall be entitled to
reasonably rely upon the accuracy and the completeness of such documents, services and reports,
but shall be responsible for exercising customary professional care in using and reviewing such
documents, services, and reports and drawing conclusions there from.
SECTION 4 AUTHORIZATION, PROGRESS, AND COMPLETION
4.1 In signing this Agreement, CITY grants CONSULTANT specific authorization to proceed with
WORK described in Exhibit A. The time for completion is defined in Exhibit A, or as amended.
RFQP 11540 /Page 2 of 10
SECTION 5 COMPENSATION
5.1 COMPENSATION ON A TIME SPENT BASIS AT SPECIFIC HOURLY RATES: For the
services described in Exhibit A, compensation shall be according to Exhibit B - Schedule of
Specific Fees and Hourly Rates, attached hereto and incorporated herein by this reference, on a
time spent basis plus reimbursement for direct non -salary expenses.
5.1.1 DIRECT NON - SALARY EXPENSES: Direct Non -Salary Expenses are those costs
incurred on or directly for the PROJECT including, but not limited to, necessary
transportation costs, including current rates for CONSULTANT'S vehicles; meals and
lodging; laboratory tests and analyses; printing, binding and reproduction charges; all
costs associated with other outside nonprofessional services and facilities; special CITY -
requested and PROJECT - related insurance and performance warranty costs; and other
similar costs. Reimbursement for Direct Non -Salary Expenses will be on the basis of
actual charges plus ten percent (10 %) and on the basis of current rates when furnished by
CONSULTANT. Estimated Direct Non -Salary Expenses are shown in Exhibit B.
5.1.1.1 Travel costs, including transportation, lodging, subsistence, and incidental
expenses incurred by employees of the CONSULTANT and each of the
Subconsultants in connection with PROJECT WORK; provided, as follows:
• That a maximum of U.S. INTERNAL REVENUE SERVICE allowed
cents per mile will be paid for the operation, maintenance, and
depreciation costs of company or individually owned vehicles for that
portion of time they are used for WORK. CONSULTANT, whenever
possible, will use the least expensive form of ground transportation.
• That reimbursement for meals inclusive of tips shall not exceed a
maximum of forty dollars ($40) per day per person. This rate may be
adjusted on a yearly basis.
• That accommodation shall be at a reasonably priced hotel/motel.
• That air travel shall be by coach class, and shall be used only when
absolutely necessary.
5.1.2 Telephone charges, computer charges, in -house reproduction charges, first class postage,
and FAX charges are not included in the direct expense costs, but are considered included
in the Schedule of Specific Hourly Billing Rates.
5.2 Unless specifically authorized in writing by the CITY, the total budgetary amount for this
PROJECT shall not exceed $10,500. The CONSULTANT will make reasonable efforts to
complete the WORK within the budget and will keep CITY informed of progress toward that end
so that the budget or WORK effort can be adjusted if found necessary. The CONSULTANT is
not obligated to incur costs beyond the indicated budget, as may be adjusted, nor is the CITY
obligated to pay the CONSULTANT beyond these limits. When any budget has been increased,
the CONSULTANT'S excess costs expended prior to such increase will be allowable to the same
extent as if such costs had been incurred after the approved increase, and provided that the City
was informed in writing at the time such costs were incurred.
5.3 Proposed Payment Schedule
For any services authorized by the City beyond the fixed fee scope of work shall follow a monthly
payment schedule as follows: The CONSULTANT shall submit to the City's Representative an
invoice each month for payment for services completed through the accounting cut -off day of the
previous month. Such invoices shall be for services and WORK performed and costs incurred
prior to the date of the invoice and not covered by previously submitted invoices. The
CONSULTANT shall submit with each invoice a summary of time expended on the PROJECT for
RFQP 11540 /Page 3 of 10
the current billing period, and any other supporting materials determined by the City necessary to
substantiate the costs incurred. CITY will use its best efforts to pay such invoices within thirty
(30) days of receipt and upon approval of the WORK done and amount billed. CITY will notify
the CONSULTANT promptly if any problems are noted with the invoice. CITY may question
any item in an invoice, noting to CONSULTANT the questionable item(s) and withholding
payment for such item(s). The CONSULTANT may resubmit such item(s) in a subsequent
invoice together with additional supporting information required.
5.4 Payment terms are net 30 after receipt of approved invoice(s).
SECTION 6 RESPONSIBILITY OF CONSULTANT
6.1 INDEMNIFICATION:
(a) CONSULTANT agrees to defend, indemnify, and hold harmless the CITY, its elected
officials, agents, officers, employees, agents and volunteers (hereinafter "parties
protected ") from (1) claims, demands, liens, lawsuits, administrative and other
proceedings,(including reasonable costs and attorneys fees) and (2) judgments, awards,
Losses, liabilities, damages, penalties, fines, costs and expenses of any kind claimed by
third parties arising out of, or related to any death, injury, damage or destruction to any
person or any property to the extent caused by any negligent act, action, default, error or
omission or willful misconduct arising out of the CONSULTANT's performance under
this Agreement. In the event that any lien is placed upon the City's property or any of the
City's officers, employees or agents as a result of the negligence or willful misconduct of
the CONSULTANT, the CONSULTANT shall at once cause the same to be dissolved
and discharged by giving bond or otherwise.
(b) CITY agrees to indemnify and hold the CONSULTANT harmless from loss, cost, or
expense of any kind claimed by third parties, including without limitation such loss, cost,
or expense resulting from injuries to persons or damages to property, caused solely by the
negligence or willful misconduct of the CITY, its employees, or agents in connection
with the service.
(c) If the negligence or willful misconduct of both the CONSULTANT and the CITY (or a
person identified above for whom each is liable) is a cause of such third party claim, the
loss, cost, or expense shall be shared between the CONSULTANT and the CITY in
proportion to their relative degrees of negligence or willful misconduct and the right of
indemnity will apply for such proportion.
(d) Nothing contained in this Section or this Agreement shall be construed to create a
liability or a right of indemnification in any third party.
6.2 In any and all claims by an employee of the CONSULTANT, any subcontractor, anyone directly
or indirectly employed by any of them, or anyone for whose acts any of them may be liable, the
indemnification obligations under this Agreement shall not be limited in any way by any
limitation on the amount or types of damages, compensation, or benefits payable by or for the
CONSULTANT or a subcontractor under workers' or workmens' compensation acts. disability
benefit acts, or other employee benefit acts.
SECTION 7 AUDIT AND ACCESS TO RECORDS
7.1 The CONSULTANT, including its subconsultants, shall maintain books, records, documents and
other evidence directly pertinent to performance of the WORK under this Agreement in
accordance with generally accepted accounting principles and practices consistently applied. The
CITY, or the CITY'S duly authorized representative, shall have access to such books, records,
RFQP 11540 /Page 4 of 10
documents, and other evidence for inspection, audit, and copying for a period of three years after
completion of the WORK. The CITY shall also have access to such books, records, and
documents during the performance of the WORK, if deemed necessary by the CITY, to verify the
CONSULTANT'S WORK and invoices.
7.2 Audits conducted pursuant to this section shall be in accordance with generally accepted auditing
standards and established procedures and guidelines of the reviewing or auditing agency.
7.3 The CONSULTANT agrees to the disclosure of all information and reports resulting from access
to records pursuant to this section provided that the CONSULTANT is afforded the opportunity
for an audit exit conference and an opportunity to comment and submit any supporting
documentation on the pertinent portions of the draft audit report and that the final audit report will
include written comments, if any, of the CONSULTANT.
7.4 The CONSULTANT shall ensure that the foregoing paragraphs are included in each subcontract
for WORK.
7.5 Any charges of the CONSULTANT paid by the CITY which are found by an audit to be
inadequately substantiated shall be reimbursed to the CITY.
SECTION 8 INSURANCE
8.1 At all times during performance of the Services, CONSULTANT shall secure and maintain in
effect insurance to protect the City and the CONSULTANT from and against all claims, damages,
losses, and expenses arising out of or resulting from the performance of this Contract.
CONSULTANT shall provide and maintain in force insurance in limits no less than that stated
below, as applicable. The City reserves the rights to require higher limits should it deem it
necessary in the best interest of the public.
8.1.1 Commercial General Liability Insurance. Before this Contract is fully executed by the
parties, CONSULTANT shall provide the City with a certificate of insurance as proof of commercial
liability insurance and commercial umbrella liability insurance with a total minimum liability limit of
Two Million Dollars ($2,000,000.00) per occurrence combined single limit bodily injury and property
damage, and Two Million Dollars ($2,000,000.00) general aggregate. The certificate shall clearly state
who the provider is, the coverage amount, the policy number, and when the policy and provisions
provided are in effect. Said policy shall be in effect for the duration of this Contract. The policy shall
name the City, its elected officials, officers, agents, employees, and volunteers as additional insureds,
and shall contain a clause that the insured will not cancel or change the insurance without first giving
the City thirty (30) calendar days prior written notice. The insurance shall be with an insurance
company or companies rated A -VII or higher in Best's Guide and admitted in the State of Washington.
RFQP 11540 /Page 5 of 10
8.1.2. Commercial Automobile Liability Insurance.
a. If CONSULTANT owns any vehicles, before this Contract is fully executed by
the parties, OIC shall provide the City with a certificate of insurance as proof of
commercial automobile liability insurance and commercial umbrella liability insurance
with a total minimum liability limit of Two Million Dollars ($2,000,000.00) per
occurrence combined single limit bodily injury and property damage. Automobile
liability will apply to "Any Auto" and be shown on the certificate.
b. If CONSULTANT does not own any vehicles, only "Non -owned and Hired
Automobile Liability" will be required and may be added to the commercial liability
coverage at the same limits as required in that section of this Contract, which is
Section 8.1.1 entitled "Commercial General Liability Insurance ".
c. Under either situation described above in Section 8.1.2.a and Section 8.1.2.b, the
required certificate of insurance shall clearly state who the provider is, the coverage
amount, the policy number, and when the policy and provisions provided are in effect.
Said policy shall be in effect for the duration of this Contract. The policy shall name
the City, its elected officials, officers, agents, employees, and volunteers as additional
insureds, and shall contain a clause that the insured will not cancel or change the
insurance without first giving the City thirty (30) calendar days prior written notice.
The insurance shall be with an insurance company or companies rated A -V1I or higher
in Best's Guide and admitted in the State of Washington.
8.1.3. Statutory workers' compensation and employer's liability insurance as required by state
law.
SECTION 9 SUBCONTRACTS
9.1 CONSULTANT shall be entitled, to the extent determined appropriate by CONSULTANT, to
subcontract any portion of the WORK to be performed under this Agreement.
SECTION 10 ASSIGNMENT
10.1 This Agreement is binding on the heirs, successors and assigns of the parties hereto. This
Agreement may not be assigned by CITY or CONSULTANT without prior written consent of the
other, which consent will not be unreasonably withheld. It is expressly intended and agreed that no
third party beneficiaries are created by this Agreement, and that the rights and remedies provided
herein shall inure only to the benefit of the parties to this Agreement.
SECTION 11 INTEGRATION
11.1 This Agreement along with the City RFP and the Consultant's response to the RFP represents the
entire understanding of CITY and CONSULTANT as to those matters contained herein. No prior
oral or written understanding shall be of any force or effect with respect to those matters covered
herein. This Agreement may not be modified or altered except in writing signed by both parties.
SECTION 12 JURISDICTION AND VENUE
12.1 This Agreement shall be administered and interpreted under the laws of the State of Washington.
Jurisdiction of litigation arising from this Agreement shall be in Washington State. If any part of
this Agreement is found to conflict with applicable laws, such part shall be inoperative, null, and
void insofar as it conflicts with said laws, but the remainder of this Agreement shall be in full
force and effect. Venue for all disputes arising under this Agreement shall be in a court of
competent jurisdiction in Yakima County, State of Washington.
RFQP 11540 /Page 6 of 10
SECTION 13 EQUAL EMPLOYMENT and NONDISCRIMINATION
13.1 During the performance of this Agreement, CONSULTANT and CONSULTANT's
subconsultants shall not discriminate in violation of any applicable federal, state and/or local law
or regulation on the basis of age, sex, race, creed, religion, color, national origin, marital status,
disability, honorably discharged veteran or military status, pregnancy, sexual orientation, and any
other classification protected under federal, state, or local law. This provision shall include but not
be limited to the following: employment, upgrading, demotion, transfer, recruitment, advertising,
layoff or termination, rates of pay or other forms of compensation, selection for training, and the
provision of services under this Agreement. CONSULTANT agrees to comply with the
applicable provisions of State and Federal Equal Employment Opportunity and Nondiscrimination
statutes and regulations.
SECTION 14 SUSPENSION OF WORK
14.1 CITY may suspend, in writing by certified mail, all or a portion of the WORK under this
Agreement if unforeseen circumstances beyond CITY'S control are interfering with normal progress of
the WORK. CONSULTANT may suspend, in writing by certified mail, all or a portion of the WORK
under this Agreement if unforeseen circumstances beyond CONSULTANT's control are interfering
with normal progress of the WORK. CONSULTANT may suspend WORK on PROJECT in the event
CITY does not pay invoices when due, except where otherwise provided by this Agreement. The time
for completion of the WORK shall be extended by the number of days WORK is suspended. If the
period of suspension exceeds ninety (90) days, the terms of this Agreement are subject to
renegotiation, and both parties are granted the option to terminate WORK on the suspended portion of
Project in accordance with SECTION 15.
SECTION 15 TERMINATION OF WORK
15.1 Either party may terminate this Agreement, in whole or in part, if the other party materially
breaches its obligations under this Agreement and is in default through no fault of the terminating
party. However, no such termination may be effected unless the other party is given: (1) not less
than fifteen (15) calendar days written notice delivered by certified mail, return receipt requested,
of intent to terminate; and (2) an opportunity for consultation and for cure with the terminating
party before termination. Notice shall be considered issued within seventy -two (72) hours of
nailing by certified mail to the place of business of either party as set forth in this Agreement.
15.2 In addition to termination under subsection 15.1 of this Section, CITY may terminate this
Agreement for its convenience, in whole or in part, provided the CONSULTANT is given: (1) not
less than fifteen (15) calendar days written notice delivered by certified mail, return receipt
requested, of intent to terminate; and (2) an opportunity for consultation with CITY before
termination.
15.3 If CITY terminates for default on the part of the CONSULTANT, an adjustment in the contract
price pursuant to the Agreement shall be made, but (1) no amount shall be allowed for anticipated
profit on unperformed services or other WORK, and (2) any payment due to the CONSULTANT
at the time of termination may be adjusted to the extent of any additional costs or damages CITY
has incurred, or is likely to incur, because of the CONSULTANT'S breach. In such event, CITY
shall consider the amount of WORK originally required which was satisfactorily completed to
date of termination, whether that WORK is in a form or of a type which is usable and suitable to
CITY at the date of termination and the cost to CITY of completing the WORK itself or of
employing another firm to complete it. Under no circumstances shall payments made under this
provision exceed the contract price. In the event of default, the CONSULTANT agrees to pay
CITY for any and all damages, costs, and expenses whether directly, indirectly, or consequentially
caused by said default. This provision shall not preclude CITY from filing claims and/or
RFQP 11540 /Page 7 of 10
commencing litigation to secure compensation for damages incurred beyond that covered by
contract retainage or other withheld payments.
15.4 If the CONSULTANT terminates for default on the part of CITY or if CITY terminates for
convenience, the adjustment pursuant to the Agreement shall include payment for services
satisfactorily performed to the date of termination, in addition to termination settlement costs the
CONSULTANT reasonably incurs relating to commitments which had become firm before the
termination, unless CITY determines to assume said commitments.
15.5 Upon receipt of a termination notice under subsections 15.1 or 15.2 above, the CONSULTANT
shall (1) promptly discontinue all services affected (unless the notice directs otherwise), and (2)
deliver or otherwise make available to CITY all originals of data, drawings, specifications,
calculations, reports, estimates, summaries, and such other information, documents. and materials
as the CONSULTANT or its subconsultants may have accumulated or prepared in performing this
Agreement, whether completed or in progress, with the CONSULTANT retaining copies of the
same.
15.6 Upon termination under any subparagraph above, CITY reserves the right to prosecute the WORK
to completion utilizing other qualified firms or individuals; provided, the CONSULTANT shall
have no responsibility to prosecute further WORK thereon.
15.7 If, after termination for failure of the CONSULTANT to fulfill contractual obligations, it is
determined that the CONSULTANT has not so failed, the termination shall be deemed to have
been effected for the convenience of CITY. In such event, the adjustment pursuant to the
Agreement shall be determined as set forth in subparagraph 15.4 of this Section.
15.8 If, because of death, unavailability or any other occurrence, it becomes impossible for any key
personnel employed by the CONSULTANT in PROJECT WORK or for any corporate officer of
the CONSULTANT to render his services to the PROJECT, the CONSULTANT shall not be
relieved of its obligations to complete performance under this Agreement without the concurrence
and written approval of CITY. If CITY agrees to termination of this Agreement under this
provision, payment shall be made as set forth in subparagraph 15.3 of this Section.
SECTION 16 DISPUTE RESOLUTION
16.1 In the event that any dispute shall arise as to the interpretation of this agreement, or in the event of
a notice of default as to whether such default does constitute a breach of the contract, and if the
parties hereto cannot mutually settle such differences, then the parties shall first pursue mediation
as a means to resolve the dispute. If the afore mentioned methods are either not successful then
any dispute relating to this Agreement shall be decided in the courts of Yakima County, in
accordance with the laws of Washington. If both parties consent in writing, other available means
of dispute resolution may be implemented.
SECTION 17 NOTICE
17.1 Any notice required to be given under the terms of this Agreement shall be directed to the party at
the address set forth below. Notice shall be considered issued and effective upon receipt thereof
by the addressee -party, or seventy -two (72) hours after mailing by certified mail to the place of
business set forth below, whichever is earlier.
CITY: City of Yakima
Tony O'Rourke, City Manager
129 North 2 " Street
Yakima, WA 98901
CONSULTANT: Artifacts Consulting, Inc.
RFQP 11540 /Page 8 of 10
Spencer Howard, Managing Partner
401 Broadway, Suite 301
Tacoma WA 98402
•
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed by their
respective authorized office_ or representatives as of the day and year first above written.
CITY 01 YAKIMA ARTIFACTS CONSULTING INC.
AI
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�� _ �� '. _ L._ aT
Tony O'Rour •,- Signature `
Printed Name: OV\4 O ROU V _) Printed Name: ler 41 a
Title: City Manager Title: ,®YCt 1/7 L/ /si► - e/
Date: a ( 4r.- <.: '3) Date: lG - /Vat) - 7�
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ttest � W. ' •_ ,i rA A
ty Clerk V t
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CITY CONTRACT NO:........s■
RESOLUTION NO:
RFQP 11540 /Page 9 of 10
EXHIBIT A
SCOPE OF SERVICES
EXHIBIT B
Professional Fees and Rates
RFQP 11540 /Page 10 of 10
Scope of Work
Artifacts' approach centers around coordination with City planning staff, the Yakima Historic Preservation
Commission, and Yakima Planning Commission to establish clear lines of communication and a close working
relationship to ensure we fulfill the intended vision for this project of providing a foundation to guide
preservation efforts and community outreach.
We propose three main tasks in order to engage public input and develop the historic preservation element,
with each step building upon the previous ones.
Community outreach allows us to solicit public input on how preservation should be prioritized and integrated
into comprehensive and urban growth management planning. Artifacts' coordination with City planning staff
and the Commission informs the process and allows the Commission's public meetings to serve as the venue
providing context for the discussion and underscoring the core role of the Commission and City planning staff
in this process.
• Public meetings kick off with an informational workshop with the Historic Preservation Commission
followed by at least three additional public meetings as the draft historic preservation element
progresses. These will include informal public workshops, Yakima Historic Preservation Commission
meetings, and a Planning Commission public hearing. These will all be coordinated with City planning
staff, the Planning and Historic Preservation commissions with Artifacts developing the presentation
materials. Artifacts will work with City planning staff to provide updates on the City website's historic
preservation page.
• Public perception of historic preservation will greatly influence development of the action plan and
recommendations. In order to develop this section for the historic preservation element we propose
informational interviews with key stakeholders in coordination with City planning staff to better
understand perceptions around historic preservation. Artifacts will work with City planning staff and
the Planning and Historic Preservation commissions to identify and set up meetings with key
stakeholders.
Background Review provides the basic understanding of previous efforts, regulatory and policy context, and
listed properties in order to conduct an analysis and develop an action plan for future work. This will be a
focused effort at the start of the project to quickly collect and understand the background materials.
• Review of planning studies, previous inventories, historical contexts, municipal regulations, and
preservation efforts to understand past efforts, types and extents of listed properties, and applicable
regulations and policies.
• Main Street program review, including discussions with City planning staff, Downtown Association of
Yakima, Department of Archaeology and Historic Preservation (DAHP), and the Washington Trust for
Historic Preservation to understand how the program has been working. This will also be informed
through the public meetings to solicit comments from property owners along Main Street.
Element Development entails the analysis, writing, production, and editing of the historic preservation
element. The following outline details the core table of contents for the element and closely follow the RFQ
scope of work with several additions that provide substantial community benefit. We anticipate a short plan
preparation period within the overall project timeframe and that the review, discussion, and successive
iterations to develop the final plan will be an important and longer process due to multiple stakeholders.
• Executive Summary identifies the purpose of the element and its role within the comprehensive plan,
summarizes findings, and highlights key short -term recommendations and long -term goals.
• Goals, Policies, and Priorities lays out the key overarching elements that inform and towards which
the action plan strives.
• History of Yakima, an illustrated section that will provide a concise, summarized pre- historic and
historic contextual overview of the key themes and development periods within the city to aid readers
in understanding both the development of the city and how historic properties relate to this
development. Maps illustrating listed properties associated with these themes and development
periods, as well as other associated key areas or properties within the city will be included to help link
place and history for readers.
• Historic preservation planning provides a summary listing and brief description of past planning
documents and identifies which address historic preservation and how. Artifacts will develop
recommendations for areas where historic preservation should be incorporated into planning
documents and identify the method for the element's integration into related planning documents and
processes.
• Historic Preservation in Yakima discusses the role of the Planning and Historic Preservation
commissions, the Main Street program, local advocacy efforts, and summarizes and quantifies the
City's historic preservation efforts to date, including local historic districts and listed properties. A
discussion of the loss of historic properties will be informed through interviews with stakeholders, City
planning staff, the Planning and Historic Preservation commissions, as well as Sanborn Fire Insurance
maps for key character areas. Artifacts will summarize remaining historic properties, the types of risks
they face, and develop recommendations for how to protect historic properties and reduce risks. This
section would also identify local advocacy groups and their role in preservation. Historic and current
photographs, as well as maps developed from GIS property data will illustrate this section.
• Inventories describes what an inventory is, what properties have been inventoried, which forms need
to be updated, and which properties need to be documented on inventory forms. This will be
illustrated with maps developed from GIS data pulled from WISAARD, the City, and Yakima County.
Artifacts will lay out a realistic, efficient, and prioritized strategy for the continued inventorying of
City's historic properties by neighborhood. This strategy will be mapped in GIS to illustrate the areas
and relative priority levels to provide the Planning and Historic Preservation commissions and City
planning staff with an efficient planning tool.
• Historic Registers describes the registers of historic places (national, state, and local) to which
properties and property types have been listed. Based on the review of existing inventories Artifacts
will develop recommendations for prioritizing eligible properties and a recommended process for
approaching property listing.
• Public Perception summarizes the findings from consultation with City planning staff, key stakeholders,
and the public relative to the perception of historic preservation in the community. This section will
identify educational and interpretation opportunities to both inform newcomers and current residents
and the extent to which historic properties are perceived as well - protected or in danger, as well as
public perception relative to what can and can't happen under current zoning and regulations.
• Municipal Regulations reviews the existing municipal regulations including building and energy codes,
land use, and zoning that impact historic minimum maintenance regulations, growth management and
subdivision regulations, and site plan review. This section provides recommendations for changes to
existing regulations or additional bylaws that could help to protect historic properties.
• Municipal Policy, Management, and Capital Improvements includes a list of all historic publically
owned properties such as school buildings, libraries, or parks; assesses their historic significance and
architectural quality and determines which properties may be eligible for historic registers. The section
describes current management practices and capital improvement project planning, and whether
changes should be made to better protect these properties.
• Sustainability is an area that we have been in conversation with the National Trust for Historic
Preservation's Preservation Green Lab on how its applies to communities and our work on commercial
property rehabilitation to evaluate existing measures, incentives, and energy provider priorities for
Secretary of the Interior's Standards compliant energy efficiency upgrades to historic properties. We
will summarize current measures and relevant patterns of deficiencies based on building forms that we
have experienced in other municipalities, and develop goals and recommendations for compatible
upgrades and financial incentives.
• Economic Incentives addresses financial incentives based on building use and listing status, the extent
to which these incentives have been used within the City, how they could be encouraged and what the
financial impact of this could be for the community and property owners. This will include grants,
special valuation, and investment tax credits.
• Action Plan sheet (11x17) outlines a realistic year -by -year schedule for implementing all of the above
recommendations, including the name of the party responsible for implementation. This will include
ongoing and long -term goals. Layout of this plan on a single sheet facilitates its use, ease of reference,
and display to provide City planning staff and the Planning and Historic Preservation commissions with
a tool for tracking progress.
Schedule
Artifacts would adhere to the Schedule for Project Completion outlined in Exhibit 1 of the RFQ to allow this
element to be reviewed and approved by the City Council before August 31, 2016. Artifacts will set up the
necessary study sessions, workshops, and public hearings in close coordination with City planning staff.
• Kick off meeting with City and Commission Nov to Dec 2015
• Background research Nov 2015 to Feb 2016
• Prepare for and conduct public outreach Dec 2015 to Feb 2016
• Draft preparation Jan to April 2016
• First Draft submittal May 2, 2016
• Draft review May 2016
• Review meeting with City and Commission May to June 2016
• Second Draft submittal July 15, 2016
• Public hearing July to August 2016
• Final plan submittal August 31, 2016
• City Council Meeting August 2016
Budget
Artifacts proposes a total not to exceed fee of $10,000. The following proposal includes all labor, support,
travel, and equipment necessary to complete the proposed work. All work would be undertaken by key
personnel who exceed the Secretary of the Interior's Professional Qualification Standards as found in 36 CFR
Part 61.
All hours billed at a rate of $125 per hour. Our hourly rate includes all reimbursable expenses and is full cost
inclusive of sales tax and other government fees, taxes and charges and valid throughout the contract period.
There are no additional fees, charges, or expenses that are or may be billable to the City. Any additional
requested services shall be provided on a time and material basis per the contracted labor rate and fee
schedule.
Task Personnel Hours @ $125 /hour Fee
Community outreach Michael Sullivan 10 hours $2,500 (20 hours)
Mary Thompson 5 hours
Spencer Howard 5 hours
Background review Mary Thompson 6 hours $2,500 (20 hours)
Spencer Howard 6 hours
Katie Chase 4 hours
Susan Johnson 4 hours
Plan Development Michael Sullivan 5 hours $5,000 (40 hours)
Mary Thompson 5 hours
Spencer Howard 12 hours
Katie Chase 10 hours
Susan Johnson 8 hours
Total: $10,000 (80 hours)