HomeMy WebLinkAbout09171RESOLUTION NO. 9171
A RESOLUTION APPROVING A PROFESSIONAL SERVICES
AGREEMENT BETWEEN THE CITY OF PUEBLO, A
MUNICIPAL CORPORATION, AND INFORMATIVE DESIGN
GROUP, INC. ( "THE HISTORY FACTORY ") TO CONDUCT A
COMPREHENSIVE SURVEY AND ANALYSIS OF THE CF &I
ARCHIVES AND AUTHORIZING THE PRESIDENT OF CITY
COUNCIL TO EXECUTE SAME
WHEREAS, the City of Pueblo has received a grant from the Colorado Historical Society,
Project No. 2000 -02 -048, to fund a comprehensive survey and analysis of the CF &I Archives; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of Pueblo, Colorado, that:
SECTION 1.
A Professional Services Agreement, between the City of Pueblo, a Municipal Corporation,
and Informative Design Group, Inc. ( "The History Factory "), a copy of which is attached hereto,
having been approved as to form by the City Attorney is hereby approved.
SECTION 2.
The President of the City Council is hereby authorized to execute and deliver the Agreement
on behalf of the City of Pueblo, a Municipal Corporation.
SECTION 3.
Funds in the amount of $52,120 to pay this Professional Services Agreement shall be found
in a planning grant account set up to administer the Colorado Historical Society Project
No. 2000 -02 -048.
INTRODUCED December 11, 2000
ATTEST:
CIT CLERK
BY:
Al Gurule
COUNCIL PERSON
APP O ED:
PRESIDENT OF CITY COUNCIL
Resolution
AGENDA ITEM # S
DATE: December 11, 2000
PARTMENT: PLANNING AND DEVELOPMENT
TITLE
A RESOLUTION APPROVING A PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY
OF PUEBLO, A MUNICIPAL CORPORATION, AND INFORMATIVE DESIGN GROUP, INC. ( "THE
HISTORY FACTORY ") TO CONDUCT A COMPREHENSIVE SURVEY AND ANALYSIS OF THE
CF &I ARCHIVES AND AUTHORIZING THE PRESIDENT OF CITY COUNCIL TO EXECUTE SAME.
ISSUE
Shall City Council enter into a professional service agreement with the History Factory to conduct a
comprehensive survey and analysis of the CF &I Steel Archives?
RECOMMENDATION
Approval
BACKGROUND
The Bessemer Historical Society with the assistance of Dr. Jonathan Rees, University of Southern Colorado
has recommended that the Information Design Group, Inc., ( "The History Factory ") be selected to conduct
the comprehensive survey and analysis of the CF &I Steel Archives. They were chosen because of their
extensive expertise in working specifically with business archives. A scope of work is attached to the
contract, which is included as a part of the resolution awarding the contract.
Please Note: This item was removed from the Council's November 27, 2000, Agenda due to a need by the
History Factory for clarification of a certain contractual requirement regarding standards for the work. These
items have now been resolved. Attached with this resolution, please find a "latest version" of the Contract, a
memorandum from Mr. Jagger outlining the necessary revisions to the Contract and a letter from
Mr. Keith Schrum, CHS, identifying the standards to be used in execution of this survey. These items will
be incorporated into a final Contract, which we have not yet received. A substitute copy, including this
revision and approved by the City Attorney, will be submitted to City Council on December 11, 2000.
FINANCIAL IMPACT
Total Contract Award: $54,120
Source of Funds:
Bessemer Historical Society: $11,620.
City of Pueblo: $5,000.
State Historical Society: $37,500
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COLORADO
HISTORICAL
SOCIETY
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Mr. Jim Munch
Planning Deportment
City of Pueblo
211 East D St.
Pueblo, CO 81003
pear Jim,
Ir is my understanding that the contract issued by the State Historical Fund is a standard
document, which cannot be altered without approval from the State Attorney General. I
have not seen the contract but have learned there are references to criteria established by
the United States Deporrtmept of Interior (where applicable), more specifically, "me
Secretary of the interior's Standards and Guidelines for Archeology and Historic
Preservation" (Appendix Q. 7n addition, I understand there are references to the
Colorado Cultural Resource Survey Manuals 1 and TT (CCRSM).
Th'e survey project for the archives of the Colorado Fuel and I= Company (CF &1)
involves a detailed examination, evaluation and development of a set of proposals for the
long 'term care and preservation of approximately 21,500 cubic feet of company records,
in essence, and in fact, these are largely paper -based materials and the proposed project
does not fall into an area subject to the Secretary of the Interior's standards or those of
the CCRSM. In my opinion the standards are not applicable in this case and compliance
should not be an issue in executing a contract or undertaking the survey.
have reviewed the proposal submitted by the History Factory and it appears sound and
on target with regard to the work that must take place in order to move forward with
long -term plans for the preservation of the CF &1 archive. The detailed survey and
evuluation of records is the next logical and appropriate step in the process,
The Secretary of the fnterior's standards would apply later if a broader CF &1 project
included plans for the acquisition and alteration or rehabilitation of an historic structure
under consideration as a permanent home for the collection. A positive result of the
proposed survey would be the identification of records and architectural drawings
important and vital for use in such an activity.
There are no hard and fast rules for the conduct of the survey as anticipated by the City of
Pueblo and the Bessemer Historical Society or as proposed by the History Factory. The
project is basically a survey and detailed report of findings that should result not only in
these two items, but a list of recommendations for future processing, cataloging,
preservation and access activities. To a degree, archival wo* is subjective and there are
no real measurements for precise activities included in a survey; however, there are
general expectations among archivists that carry with them tangibie and measurable
activities (subject to a number of factors) as work progresses from one stage to the next.
This survey is but one is a number of stages that must take place.
If a standard or set of standards is required in order to execute a contract, or rather,
implement its stated activities, then I would suggest the following items be included in
some way:
I . Compliance with the ethics statement of the Society of American Archivists,
Chicago, Illinois.
I Peer review and comments by a team of tbree professional amhivists/librarians
who can evaluate any submitted reports and/or products for completeness.
3. The History factory will address any questions raised by the review te= as fully
and reasonably as possible before the project officially concludes,
The archivists and librarians I have in mind have experience with this type of work and
lunsc ss significant expertise. We understand the opportunities and challenges faced by
nrehivists undertaking a project like CF&I and feel that we can assist in facilitating a
project. Bridget Burke and I have confidence that the History Factory will successfully
comiplete this project and that it will deliver apractical, useful report that can be used in
long range planning.
Thank you consideration of this letter. Good luck with the projectl
Sincerely,
th Schrum
Associate Curator of Manuscripts
Colorado Historical Society
Ce• Mark Wolfe, State Hstorical Fund
Bridgat Burke. Colorado Historical Society
CLIENT:
City of Pueblo, Colorado
One City Hall Place
Pueblo, CO 81003
CONTACTS:
Corinne Koehler
City Council President
*James Munch
Department of Planning and
Development
PROJECT NAME:
Assessment and Recommendations
DATE:
December 4, 2000
ADDRESSES AND NUMBERS:
*211 East "D" Street
Pueblo, CO 81003
P (719) 543 -6006
F (719) 543 -0572
E iQunc1
PROJECT CODE:
BESS 200
This Agreement ("Agreement") constitutes the agreement between the City of Pueblo, Colorado
( "City of Pueblo ") and Informative Design Group, Inc. (d.b.a. "The History Factory") regarding an
archival assessment and recommendations, which will be provided to the City of Pueblo (with
approval by Rocky Mountain Steel Mills) by The History Factory• in accordance with the following
terms.
1. SERVICES
A. Professional Services
As recommended by The History Factory and
agreed to by the City of Pueblo, The History
Factory will provide the following services
( "Professional Services ") in respect to staffing,
scope of work, written project expectations
and project timetables as follows:
1. Analyze the current state of the Colorado
Fuel & Iron Corporation (CF &I) Archives
maintained on the CF &I campus. The
History Factory will evaluate the collection
based on the following factors:
Collection scope and content—size,
volume, item types, format and dates
represented;
Arrangement, description and
preservation— current record order,
quality of description and condition.
Physical space and location -- current
storage and environmental conditions,
security and access, usable shelving,
cabinets and equipment, and available
archival storage and processing space.
14140 PARKE LONG COURT CHANTILLY, VA 20151 -1649 PHONE: 703.631.0500 FAX: 703.631.1124 E MAIL: info®historyfact.com
Start with the future and work back
A. Professional Services continued 2. Collect data that will be used to produce
Section II of the assessment report (see
below). Data will be used to determine:
• Collection disposition —areas in the
collection that require disposition,
appropriate repositories that might
acquire the records and strategies
necessary to complete the donation
process.
• Polices and procedures to achieve the
Bessemer Historical Society's
objectives— intended purpose, role and
desired program structure.
• Reference, use and outreach —
accessibility using finding aids and
ready- reference material, required
databases, anticipated users served, the
expected level and range of outreach and
educational activities.
• Exhibit support—possible types,
amounts and conditions of materials
available for exhibits and multimedia
elements.
3. Prepare a written assessment report
containing a summary of our findings and
recommendations. The report will include
the following two sections:
Section I
A description of the current available
archival material and a comprehensive
analysis of the CF &I historical resources.
A processing work plan, conservation
priority list and strategies to deal with
immediate collection needs as identified
during the assessment.
2
A. Professional Services continued Section II
• A summary of archives management
needs to determine a strategy for
collection management, cataloging and
accessibility. This will include
recommendations for collection
disposition and development, intellectual
and physical control and reference
services.
• Recommendations for more collection
enhancement programs to help ensure
that all important material is collected
and preserved; and
• Defined cost estimates and rollout
schedules for all project descriptions.
Projects will be coordinated and planned
in a way that will ensure the greatest
cost efficiency and will avoid duplication
of effort.
4. Submit our report in two separate sections
to the City of Pueblo. The report will be
produced in electronic and written format. A
draft of the first section of the report will be
submitted by January 19, 2001. The draft of
the second section of the report will be
submitted by February 16, 2001. Final
delivery dates are listed in Attachment B.
S. Designate a senior client liaison, who will
finalize budgets, schedules and timing
and develop all project procedures. The
History Factory will ensure that the City
of Pueblo is satisfied with work progress
and remains informed of status, questions
and issues at all times.
B. Special Services Services requested by the City of Pueblo
beyond the original scope of the work and
time frame under this Agreement ( "Special
Services ") may result in additional fees and /or
expenses. The History Factory will obtain the
City of Pueblo's written approval of the
estimated fees, expenses, and deadlines prior
to providing any Special Services.
2. COMPENSATION The City of Pueblo agrees to pay The History
A. Professional Services Fees Factory $44,120 for the Professional Services
(See Attachment A) outlined in Section 1A above.
B. Other Expenses (See Attachment A) The City of Pueblo agrees to reimburse The
History Factory for agreed -upon out -of- pocket
expenses incurred in support of the
Professional Services outlined in Section IA
above. These expenses shall not exceed
$10,000 and include without limitation:
• Travel and lodging; and
• Laptop rental, photocopies, facsimiles,
long distance charges, postage,
express deliveries and other general
office expenses.
3. BILLING AND PAYMENT SCHEDULE
A. Professional Services
The History Factory will bill the City of Pueblo
for the Professional Services outlined in
Section 1A above. The payment schedule is as
follows:
• $17,648 upon completion of the on-
site assessment;
• $17,648 upon delivery of draft of
Section I of the report;
• $8,824 upon delivery of draft of
Section 11 of the report.
Net 30 days.
B. Other Expenses All out -of- pocket expenses listed in Section 2B
above will be billed as incurred. Net 30 days.
The History Factory will submit acceptable
documentation with any expenses billed.
C. Special Services Special Services, when requested by the City
of Pueblo, will be invoiced and paid pursuant
to the Terms of the approved and signed
written estimate.
S
4. GENERAL PROVISIONS
A. Duration and Termination
B. Ownership of Material
The term of this Agreement shall commence
on December 4, 2000 and continue until the
draft of Section II of the report has been
delivered to the City of Pueblo or until earlier
terminated by the City of Pueblo. To terminate
this Agreement prior to the end of this term,
written notice must be given at least 30 days
prior to the effective date of termination. In
the event the City of Pueblo terminates this
Agreement, except for termination of cause,
the City of Pueblo will pay for all undisputed
fees and out -of- pocket expenses under this
Agreement incurred up to the effective date of
termination.
All materials created by The History Factory
pursuant to this Agreement shall be treated
as work made for hire, and ownership of such
work shall be vested automatically in the City
of Pueblo.
C. Work Standards The parties agree that The History Factory
shall perform the Professional Services as
outlined in Section 1 in accordance with the
pertinent section of applicable Secretary of
Interior's Standards for Archealogy and
Historic Preservation The History Factory
shall perform all survey activities and
submittals in accordance with the Colorado
Cultural Resouce Survey Manual Volumes I
and I1, June 1998, for any and all survey
activities and projects; provided, however, the
parties agree that the standards outlined
herein shall not be applicable to the
Professional Services outlined above. Rather
The History Factory shall perform its
Professional Services in accordance with the
standards outlined in Attachment C.
D. Relationship of the Parties
Nothing stated in this Agreement will be
construed as creating the relationships of
joint ventures, partners, employer and
employee, franchiser and franchisee, master
and servant, or principal and agent.
E. Non - discrimination
The History Factory will not discriminate
against any employee or applicant for
employment because of race, creed, color,
national origin, sex, marital status, religion,
ancestry, mental or physical handicap or age.
F. Attorneys Fees
In any action between the parties to enforce
any of the terms of this Agreement, the
prevailing party shall be entitled to recover
expenses, including attorneys fees and
prejudgment interest. Venue for any such
action shall be in Pueblo County, Colorado.
G. Notices
Any notice or other communication required
or permitted under this Agreement shall be
given in writing and delivered by hand or
registered or certified mail, or express delivery
postage prepaid and return receipt requested,
to the following persons:
If to The History Factory:
If to the City of Pueblo:
Bruce M. Weindruch
James Munch
Founder and CEO
Department of Planning and Development
H. Waiver
Failure by either party to enforce the
provisions of this Agreement shall not be
construed as a waiver of any provision of this
Agreement, and shall in no way affect such
party's rights to later enforce any provision of
this Agreement.
I. Headings
Headings in this Agreement are for reference
only, and in case of a conflict between a
heading and the content of a section, the
content shall control.
J. Entire Agreement
This Agreement and its Attachments
constitute the entire understanding between
the City of Pueblo and The History Factory
with respect to the subject matter contained
herein and supersedes all prior agreements,
understandings and negotiations with respect
to the subject hereof. No waiver, modification
or addition to the Agreement shall be valid
unless in writing and signed by the parties.
0•
The parties hereto indicate their acceptance of this Agreement by their signatures below.
IL
fc ay-
Bruce ruce M. Weindruch (date)
Founder and CEO
Informative Design Group, Inc. (d.b.a. "The History
Factory'
oo
Corinne Koehler (date)
City Council President
City of Pueblo, Colorado
7
ATTACHMENT A: PROFESSIONAL SERVICES FEES AND EXPENSES
ITEMIZATION OF PROFESSIONAL SERVICES FEES
To Complete the Assessment and Section I of the Report...
Logistics and Team Preparation $2,050
On -site Assessment $18,400
Report and Recommendations: Section I $9,850
Project Management $2,300
Subtotal $32,600
To Complete Section II of the Report...
Report and Recommendations: Section II $10,520
Project Management and Senior Counsel $1,000
Subtotal $11,520
TOTAL $44,120
ITEMIZATION OF OTHER EXPENSES
To Complete the Assessment and Section I of the Report...
Travel and Lodging $7,500
General Office Expenses (laptop rental, facsimile,
photocopies, courier, express deliveries, postage, etc.) $2,300
Subtotal $9,800
To Complete Section II of the Report...
General Office Expenses (facsimile, photocopies, courier,
express deliveries, postage, etc.)
$200
Subtotal $200
TOTAL $10,000
R:
ATTACHMENT B: WORK PLAN AND TIMETABLE
To Complete the Assessment and Section I of the Report...
Project Management and Senior Counsel Ongoing
Logistics and Team Preparation November 2000
On -site Assessment December 4 - 13, 2000
Report Writing: Section I December 18, 2000 -
January 16, 2001
Draft Delivery of Report: Section I January 19, 2001
Final Delivery of Report: Section I February 9, 2001
To Complete Section II of the Report...
Information Gathering: Section II January 22 - February 2, 2001
Report Writing: Section II February S - 13, 2001
Draft Delivery of Report: Section II February 16, 2001
Final Delivery of Report: Section II March 9, 2001
0
ATTACHMENT C
See attached letter...
10