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6.4 Agr KSHS Preservation Study OF SALINA REQUEST FOR COMMISSION ACTION DATE 8-24-81 AGENDA SECTION: NO. 6 ITEM NO. ORI GI NATI NG DEPARll~ENT: Planning Consent Re: Historic Preservation Study TIME 4:00 P.M. APPROVED FOR AGENDA: 8¥: Attached are two documents necessary for the preparation of a Historic Preservation Study. The first is the Project Agreement between the Kansas State Historical Society and the City of Salina. This agreement authorizes a $6,000 grant under the National Historic Preservation Act of 1966 to be made to the City with the requirement that we match it with up to $6,000. Of our $6,000 match, at least $4,000 must be in cash. The remaining $2,000 may be matched by in-kind services. We have set aside $6,000 from our remaining Community Development Block Grant funds to be used for this purpose. The second is a proposal between the City of Salina and Restoration Associates of Kansas City, Missouri for $11,000. A total of four consulting firms expressed sufficient interest in the project to interview for it. Our normal procedure for interviewing consultants is for the staff to conduct a preliminary interview with representatives of each firm and then to select two or three firms for the respective board to interview. The planning staff interviewed the following firms: 2. 3. 4. Bucher & Willis, Salina Planning Development Services, Inc. (PDS, Inc.), Wichita Restoration Associates, Kansas City, Missouri Wilson and Co., Salina After interviewing all four firms, the staff eliminated Wilson and Company. With one exception, all of their historic preservation activities consisted of small sections within Environmental Impact Statements. The firm has done one survey. However, it did not include any planning or analysis concepts in it. COMMISSION ACTION MOTION BY SECOND BY TO: CITY OF SALINA REQUEST FOR COMMISSION ACTION DATE 8-24-81 TIME 4:00 P.M. AGENDA SECTION: NO. Consent Historic Preservation Study Page Two ORI Gl NATI NG DEPARTMENT: Planning BY: APPROV ED FOR AGENDA: The Heritage Commission interviewed the remaining consulting firms and ranked them in order of preference as follows: Restoration Associates PDS, Inc. Bucher & Willis The Heritage Commission felt that Restoration Associates had the most expertise in architectural history, the feeling for local history and the planning ability to do a good job on this project. They felt similarly about PDS, although not to the same degree. However, several board members felt they would have a difficult time working with the personnel in the firm. The Heritage Commission seriously questioned the ability of Bucher and Willis in the area of architectural history. In planning ability, most of the Board felt they were excellent. This was the only firm which did not have previous experience in the area of the grant requirements. They were also the only firm without, or without access to, an architectural historian. Since the first condition of the Project Agreement requires that any consultant hired must be acceptable to the State, two members of the State Historic Preservation Department were present at the final interviews and assisted the Heritage Commission. Those present were Richard Pankratz, Director of the Historic Preservation Department and Julie Wortman, Historic Preservation Specialist II. After all interviews were completed and the Heritage Commission's preferences were forwarded to the State, we received written acceptance of Restoration Associates. Susbsequently, the State indicated to us that they would have approved PDS, Inc. also, but not Bucher and Willis. The reasons given for Bucher and Willis being unacceptable were much the same as those given above by the Heritage Commission. The Human Relations Department has an approved Affirmative Action Program on file and is securing the remaining documentation. Should the City Commission approve the documents, a motion to that effect should be passed authorizing the City Manager to sign the Project Agreement and a contract with Restoration Associates as outlined in the attached proposal. COMMISSION ACTION ~DTION BY SECOND BY TO: PROJECT AGREEMENT It is agreed that in order for the City of Salina (the subgrantee) to receive the $6,000 in matching federal historic preservation funds appropriated for the purpose of the National Historic Preservation Act of 1966, as amended, to assist with survey and planning work necessary for effective implementation of the city's Ordinance Number 8760 that the City of Salina shall conduct said survey and prepare said publication in accordance with all applicable federal regulations and guidelines which govern National Park Service grants and in accordance with the following special conditions: Any consultant or other person or entity hired for the purpose of performing work under this grant shall be acceptable to the State Historic Preservation Officer {SHPO}, who is the Executive Director of the Kansas State Historical Society. o The SHPO shall approve all survey and historic evaluation work assisted by the grant directly or resulting from work performed with grant assistance. The Historic Preservation Department must be provided the negatives of all survey photographs for the purpose of printing duplicate prints, but these negatives shall be returned to the subgrantee, who shall remain the legal owner. The subgrantee must attach the duplicate photographs to the appropriate duplicate survey forms and provide these to the Historic Preservation Department. Copies of all final formal inventory lists, rankings, maps, etc., prepared by the subgrantee for the purposes of the grant-assisted project must be provided the Historic Preservation Department. Any publication and/or ~lan that is prepared shall be distributed to the public free of charge and shall be as widely distributed as possible. Copies shall be furnished to Saline County, to the appropriate Regional Planning Commission and to the SHPO. The assistance of the National Park Service, Department of the Interior shall be acknowledged. The SHPO shall be invited to any and all public meetings related to grant-assisted activities. o Beginning with the date this agreement is first effective, and until all grant funds have been expended, the subgrantee must furnish the Historic Preservation Department, on forms provided by the Department for this purpose, bi-monthly reports on the progress of the survey and of.the preparation of the publication. The subgrantee must keep a weekly log recording the survey and publication activities accomplished. This log shall be available for inspection by Historic Preservation Department staff. The subgrantee must provide the Historic Preservation Department with a brief (2-3 pages) final report on the survey and the publication activities performed before June 30, 1982. ..~age 2 lO. All project financial records must be retained by the subgrantee until permission is given by the Historic Preservation Department and the National Park Service for their disposal. ll. Duplicate copies of all project source documents, i.e., contracts, vouchers, invoices, payroll records, cancelled checks, statements of performance, must be furnished the Historic Preservation Department on a bi-monthly basis. 12. The federal funds may be obtained by the subgrantee by completing all or part of the project with its own funds and then requesting reimbursement for half the cost. 13. All work must be completed and final reimbursement or all funds expended by June 30, 1982. Failure on the part of the subgrantee to observe the conditions of this agree- ment will constitute just cause for terminating the project and reassigning the federal funds to other projects. This agreement will become effective upon being signed by both parties. State Historic Preservation Officer Signature and title of authorized representative of the City of Salina D~'te Date Restoration Associates, PROPOSAL FOR SERVICES August 17, 1981 SALINA, KANSAS HISTORIC SURVEY & REPORT 1. SCOPE OF PROJECT Study of architectural historic resources of the City of Salina within the Study Area which comprises the approximate 1930 city limits. The object of the study is to [dent[fy structures and areas of historic significance and to make recommendations regarding the criteria for des[gnat[on of Landmarks and districts tn the Heritage Preservation Plan. An additional objective ts to educate the citizens of Salina tn regard to their architectural heritage. SCOPE OF SERVICES 2.1 Services by Others The services of the Consultants will be performed ia conjunction with the Salina Heritage Commission, City Planning Department, and the State Historical Society. These organizations will provide the following services: A. Photography B. Base maps of the City C. ~ Research for selected Landmarks and for the history of the City of Sal[na. 2.2 Prel[minarySurvey (First Site Visit - Fr[dayand Saturday) The purpose of this Preliminary Survey visit ts to familiarize the Consultants with the area, inform the Heritage Commission of the Consultants' approach to the project, and to elicit response from theHer[tage Commission regard- trig their community and [ts existing historic resources. The Consultants will have a half-day tour of the Study Area with the Heritage Commission on the first day. The second day the Consultants will conduct a Preliminary Survey of the area. John Palm will accompany the Consultants to take slides as required. City will provide base maps in advance of the visit for the Consultants' review. The a division of Solomon Claybaugh Young Architects Inc. 20 West 9th Street Kansas City, Missouri 64105 816 842 2292 PROPOSAL FOR SERVICES August 17, 1981 SALINA, KANSAS HISTORIC SURVEY & REPORT Page 2 2.3 Presentation of Preliminary Survey and Discussion with Her[ta~e Commission (Second Site Visit - Saturday) The Consultants will present a short slide presentation and lead a discussion regarding the findings of the Preliminary Survey. The Consultants will point out the various options for the possible establishment by the Heritage Commission of more restrictive criteria for the City Heritage Preservation Plan. 2.4 Final Survey (Third Site Visit) - Friday and Saturday The Consultants will conduct a thorough survey of the Study Area to identify structures and areas of historic significance. Structures of significance Will be photographed by City staff to assist tn the evaluation process. The follow[ag categories will be used and indications or such will be noted on maps (if appropriate maps are available): Landmarks (considered) Background Contributors Non-contributors The Consultants will complete Form I and indicate on base map for all buildings and elements considered for possible des[gnat[on as Landmarks. Consultants will provide design of Form I to be used tn Survey. City will provide copies. 2.5 Evaluation Session (Kansas City) The Consultants will hold an Evaluation Session to determine Landmarks (and Landmarks of special significance to receive additional research and be illustrated in newspaper supplement). Additional research will be included on completed Kansas State forms. 2.6 Recommendations (Fourth Site Visit - Saturday) The Consultants will present the findings of the Final Survey and the results of the Evaluation Session. The following will be included in the presentation: A. Completed forms (Form I) typed with photos attached for all considered and selected Landmarks. PROPOSAL FOR SERVICES August 17, 1981 SALINA, KANSAS HISTORIC SURVEY & REPORT Page 3 2.6 Recommendations (Fourth Site Visit - Saturday) continued B. Listing of Landmarks selected tn Evaluation Session (and those selected for additional research and illustration tn newspaper supplement). C. Maps indicating the various categories of des[gnat[on (three categories plus those selected for newspaper illustration). D. Historic District(s) (possibly) E. Final Recommendations regarding the establishment of more restrictive criteria for the City Heritage Preservation Plan. F. Design concept for newspaper supplement. 2.7 Research - F[fthSite Visit The Consultants will review research prepared by the City for the selected Landmarks. 2.8 Newspaper Supplement - (Prepared tn Kansas City) The Consultants will prepare the writing and design from the above research and photography by the City. This will include a brief history of the City and some of [ts most significant Landmarks and will illustrate the most prevalent architectural styles. 2.9 Final Report All of the above work will be included tn a bound report to include the following: Introduction Scope of Project Brief history of Sal[na List of Landmarks and Landmarks selected for publication Maps Descriptions and photos of selected Landmarks Recommendations regarding Ordinance PROPOSAL FOR SERVICES August 17, 1981 SALINA, KANSAS HISTORIC SURVEY & REPORT 3. COMPENSATION 3.1 Basic Services 3.2 3.3 Page 4 The Consultants agree to provide the services detailed tn Sections 2.2 through 2.9 above for the amount of $11,000 (Eleven Thousand Dollars). This amount includes compensation for the five site visits to Sal[na listed above and includes travel time and travel expenses. Billing will be monthly based on the services performed. Additional Services Additional Services by the Consultants for work in addition to that listed above shall be charged at the following hourly rates: Principals (Solomon, Claybaugh): Profess tonal Staff: $40/Hr. $25/Hr. Reimbursables The follow[ag items will be paid directly by the City of Sal[na or reimburs- able to the Consultants: A. Film and processing B. Long distance telephone calls C. Reproduction of drawings and written material Submitted by: Restorat[onAssoc[ates, a division of Solomon Claybaugh Young Architects Inc.