HomeMy WebLinkAboutPR 20254: AGREEMENT FOR DEVELOPMENT OF DESIGN STANDARDS AND GUIDELINES FOR DESIGNATED HISTORIC SITES, DISTRICTS AND ZONES fii
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INTEROFFICE MEMORANDUM
Date: April 30, 2018
To: The Honorable Mayor and City Council
Through: Harvey L. Robinson, Interim City Manager 11
1.9
From: Ronald Burton, Director of Development Services
RE: P.R. NO. 20254—Resolution authorizing the City Manager to enter into an
agreement with HHM & Associates, Inc. of Austin, Texas
Introduction:
The intent of this Agenda Item is to request that City Council approve P.R. No. 20254
authorizing the City Manager to enter into an agreement with HHM & Associates, Inc. for the
development of design standards and guidelines for the designated historic sites, districts and
zones in the City of Port Arthur, Texas.
The City was awarded the FY2017 Certified Local Government ("CLG") Grant in the amount
of $15,000.00 with required matching funds available in the City's Development
Services/Planning Professional Services Account No. 001-1051-517.54-00.
Background:
A request was submitted for funding for this project for the current fiscal year (FY17-18). The
project was described as "development of design guidelines/standards" and approved by City
Council as part of the budget process.
The City of Port Arthur solicited proposals from firms specializing in the development of
historic guidelines and standards and received five (5) responses. A review committee, made
up of City Staff, evaluated and reviewed said proposals and found HHM & Associates, Inc. to
be the highest ranked based on the proposal criteria and their response.
Budget Impact:
The total cost associated with completing the design guidelines and standards is $30,186.39.
The City received the FY2017 Certified Local Government ("CLG") Grant in the amount of
$15,000.00 and matching funds in the amount of$15,186.39 are available in the Development
Services/Planning Professional Services Account No. 001-1051-517.54-00 as budgeted for
FYI7-18.
Recommendation:
It is recommended that City Council approve P.R. No. 20254 authorizing the City Manager to
enter into an agreement with I-IHM& Associates, Inc. for the development of design standards
and guidelines for the designated historic sites, districts and zones in the City of Port Arthur,
Texas.
The City was awarded the FY2017 Certified Local Government ("CLG") Grant in the amount
of $15,000.00 with required matching funds available in the City's Development
Services/Planning Professional Services Account No. 001-1051-517.54-00.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P.R.NO.20254
04/30/2018 PDL
PAGE 1 OF 9
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER
INTO AN AGREEMENT WITH HHM & ASSOCIATES,INC. OF AUSTIN,
TEXAS FOR THE DEVELOPMENT OF DESIGN STANDARDS AND
GUIDELINES FOR THE DESIGNATED HISTORIC SITES, DISTRICTS
AND ZONES IN THE CITY OF PORT ARTHUR, TEXAS WITH A
PROJECTED BUDGETARY IMPACT AMOUNT OF$30,186.39.FUNDING
FOR THIS AGREEMENT WILL BE FROM THE FY2017 TEXAS
HISTORICAL COMMISSION CERTIFIED LOCAL GOVERNMENT
("CLG") GRANT IN THE AMOUNT OF $15,000.00, WITH REQUIRED
CITY PARTICIPATION OF $15,186.39 AVAILABLE IN DEVELOPMENT
SERVICES/PLANNING PROFESSIONAL SERVICES ACCOUNT NO.001-
1051-517.54-00.
AGREEMENT WITH HHM & ASSOCIATES, INC.
WHEREAS, on February 7, 2017 the City of Port Arthur was awarded the FY2017
Certified Local Government("CLG")Grant from the Texas Historical Commission in the amount
of$15,000.00, as delineated in Exhibit"A"; and,
WHEREAS,the purpose of the grant is to develop design standards and guidelines for the
designated historic sites, districts and zones within the City of Port Arthur, Texas; and,
WHEREAS,the City advertised Request for Qualifications (RFQs) for design standards
for the City's Designated Historic Districts on November 26, 2017 and December 4, 2017; and
received five (5)proposals
WHEREAS, on January 3, 2018, the City received a total of five (5) proposal and after a
considerable amount of review based on the criteria of the proposal, the Evaluation Committee
selected HHM & Associates, Inc. of Austin, Texas as delineated in Exhibit "B", as the highest
rank for the design project, with a projected budgetary amount of$30,186.39; and
WHEREAS, the funding for the project will be the $15,000.00 awarded from the Texas
Historical Commission,plus a required City participation of$15,186.39, for a total of$30,186.39;
and,
P.R.NO.20254
04/30/2018 PDL
PAGE 2 OF 9
WHEREAS, pursuant to Resolution No. 18-086, the City Council deemed it to be in the
best interests of the citizens of the City of Port Arthur to authorize thp City Manager to negotiate
a contract with HHM&Associates, Inc. of Austin, Texas for the development of design standards
and guidelines for the designated historic sites,districts and zones in the City of Port Arthur,Texas;
and,
WHEREAS, it is in the best interest of the City of Port Arthur to enter into an agreement
with HHM&Associates, Inc. of Austin, Texas, as delineated in Exhibit"C"; now therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR,
TEXAS:
THAT, the facts and opinions in the preamble are true and correct.
THAT, the City Manager is hereby authorized to enter into an agreement HHM &
Associates, Inc. of Austin, Texas, as delineated in Exhibit"C".
THAT, funding is available in Development Services/Planning Professional Services
Account No. 001-1051-517.54-00.
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ,ADOPTED AND APPROVED this day of May,A.D.2018 ata Regular
Meeting of the City Council of the City of Port Arthur, Texas by the following votes: AYES:
MAYOR:
COUNCILMEMBERS:
P.R. NO.20254
04/30/2018 PDL
PAGE 3 OF 10
NOES:
Derrick Ford Freeman, Mayor
ATTEST:
Sherri Bellard, TRMC, City Secretary
APPROVED AS TO FORM:
.€/(4
alecia Val izeno, City Attorney
APPROVED FOR ADMINISTRATION:
Harvey L. Robinson, Interim City M. ager
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Ronald"Ron" Burton,Assistant IT y Manager/
Director of Development Serv. es,
APPROVE AS TO AVAILABILITY OF FUNDS:
M1_,
Andy Vasquez, CPA, irector of Finance
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Clifton Williams, CPPB, Purchasing Manager
P.R.NO.20254
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PAGE 4 OF 10
EXHIBIT "A"
TEXAS HISTORICAL COMMISSION
real places telling real stories
February 7,2017
Ronald Burton,Director
City of Port Arthur
444 Fourth Street
Port Arthur,TX 77640
Re: FY2017 Certified Loral Government Grant Award for the City of Port Arthur, Texas.
Dear Mr.Burton:
The Texas Historical Commission appreciates your interest and application to the Certified Local Government
(CLG) Grant Program. We are pleased to inform you that the grant request from the City of Port Arthur of
$15,000.00 for Historic Preservation Design Guidelines was selected for funding by the Commission at their
January 27t1i meeting.
We do not anticipate any issues in funding your grant; however,we are still awaiting the exact amount of our
federal allocation for grants.Until this final amount is known we are unable to execute a contract with the City
for its project. We anticipate being able to finalize the grant agreement with you in March.Please keep in mind
that we won't be able to reimburse for any expenditure prior to the contract with the City of Port Arthur,so you
should not start formal work on the project until that time.
We apologize for this inconvenience and encourage your patience. Funded projects will have until September
30,2018 to complete their work;a deadline that we believe is feasible.Thank you for your efforts to preserve
and promote our state's heritage and we look forward to working with you on this important project. Should
you have any questions or if we can be of further assistance,please contact me at 512.463.9063.
Sincere!y,
Madeline Clites
CLG State Coordinator
CC: The Honorable Derrick F.Freeman,Mayor
4
GREG ABBOTT,GOVERNOR•JOHN L.NAU,III,CHAIR•MARK WOLFE, EXECUTIVE DIRECTOR
P.O.80X 12276•AUSTIN,TEXAS•78711-2276•P 512.463.6100•F 512.475 4872•thc.texas.gov
P.R.NO.20254
04/30/2018 PDL
PAGE 5 OF 10
EXHIBIT "B"
RFQ FOR A HISTORIC PRESERVATION FIRM FOR THE
DEVELOPMENT OF DESIGN STANDARDS AND GUIDELINES FOR THE
DESIGNATED HISTORIC SITES, DISTRICTS AND ZONES IN THE CITY OF PORT
ARTHUR, TEXAS
City of Port Arthur
Design Standards for the City's Designated Historic District
Proposal Evaluation Matrix
Ann Benson Horizon HHM& MainStreet
Weight McGlone,LLC. Environmental Associates,Inc. Architects,Inc. Murry G.Miller
San A ntonino,TX Houston,TX Austin,TX San Antonio,IX North Richard Hills,TX
Applicant Capacity 1800 1440 1620 1800 1440 Disqualified
Readiness to Proceed 1200 1120 1160 1160 1120 Disqualified
Total 3000 2560 2780 2960 2560 Disqualified
ii
I h
Clifton Williams,CPPB,Purchasing Manager
P. R. NO.20254
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EXHIBIT "C"
Proposed Scope and Budget—Design Guidelines/Standards April30,2018
City of Port Arthur Designated Historic District HHM&Associates,Inc.
PROPOSED SCOPE AND BUDGET
The proposal herein updates the project approach and timeline submitted to Port Arthur on December
28, 2018 in order to integrate the project extension granted to the City of Port Arthur by the Texas
Historical Commission (THC) on April 20,2018. In addition,this proposal provides a cost estimate for all
tasks proposed in the scope below.The proposal is organized to include the following components:
• Proposed Scope of Work
• Proposed Timeline
• Proposed Budget
Each of these elements work together to ensure efficient and timely project management throughout
the duration of the contract.
Proposed Scope of Work
HHM understands that that the City of Port Arthur requires three (3) sets of design standards and
guidelines, customized to address the unique property types and architectural styles found among (1)
the Port Arthur Historic District, (2) the Port Arthur Downtown, and (3) individual historic landmarks
throughout the City of Port Arthur. HHM has structured a work plan that reflects the needs of the City of
Port Arthur, as well as the requirements of the CLG grant detailed in Attachment B of the contract
between the City and the THC.The proposed work plan reflects the approach that HHM has developed,
refined, and successfully implemented over the 34 years the company has been assisting local
municipalities with preservation planning efforts. HHM has divided the proposed work plan into four
primary tasks:
• Task 1. Project Initiation
• Task 2. Public Meetings and Supplemental Field Documentation
• Task 3. First Draft Design Standards and Guidelines for City and THC Review
• Task 4.Second Draft Design Standards and Guidelines for Public Comment
• Task 5. Final Design Standards and Guidelines
WORK PLAN
• Task 1.Project Initiation
o Review previously completed historic resources surveys and individual landmark
designations,as available
o Obtain Jefferson County Appraisal District(CAD)data in GIS-compatible format
o Review the City of Port Arthur Historic Preservation Ordinance,as well as any related
sections of municipal code
o Review the City's Draft Comprehensive Plan to better understand the City's vision
o Present database options to the City to review and evaluate to determine the option
that best meets their ongoing management needs
o Conduct a kick-off conference call with City staff
o Make any necessary revisions to this work plan to ensure shared expectations for the
project
• Task 2.Public Meetings and Supplemental Field Documentation
o HHM will prepare for supplemental field documentation,by doing the following:
• Create a database for the City, based on input gathered during project initiation
■ Import Jefferson County CAD data
1
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Proposed Scope and Budget—Design Guidelines/Standards April 30,2018
City of Port Arthur Designated Historic District HHM&Associates,Inc.
• Import GIS shapefiles provided by the City
• Import any available previous documentation and eligibility determinations
from prior surveys and designation reports gathered during project initiation
• Pre-populate the database with basic records for all landmarks and historic
districts using CAD data for addresses, property identification numbers (PIDNs),
and approximate dates of construction'
■ Add blank fields for the City to encode new data during ongoing management
and future survey efforts,consulting with the City to determine which fields of
data are relevant
o Gather any necessary supplemental field documentation. For the design guidelines,this
will be limited to:
• Contextual photographs of the districts that document representative
landscapes and streetscapes
• Detailed photographs of character-defining architectural features for examples
of each property type and architectural style
• Detailed photographs of condition and integrity issues that are typical in Port
Arthur
o Attend up to two(2) public meetings with the City of Port Arthur and relevant
stakeholders,including property owners within the historic district,to discuss the
project and gather input for the community's needs.These will be scheduled during the
same trip as field documentation to minimize travel expenses.
o Prepare a quarterly report for the THC at the conclusion of this task.
• Task 3. First Draft Design Standards and Guidelines for City and THC Review
o Prepare a draft of three(3)sets of design standards and guidelines,fully formatted and
richly illustrated. Each document will clearly differentiate between standards,which are
legally required,and recommendations,which are not legally binding.The language
used for the text of the documents will be accessible to the general public,and the tone
will aim to provide resources and ideas that help property owners find economic
solutions,rather than making preservation costly and complicated. HHM will work with
the City of Port Arthur and the THC to determine the outline of the documents,but
HHM anticipates that the contents of each document will include,but not be limited to,
the following:
■ Executive Summary
• Table of Contents
• Acknowledgements
■ Purpose and Scope
• Background
• Applicability
• Review process
• Architectural Character of Historically Designated Properties/Landmarks
• Architectural styles
• Building forms
• Template or flow-chart for identifying character-defining features
1 As per Addendum No. 1, HHM understands the approximate number of properties in the City's designated historic
district is 155,but is subject to change.
2
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Proposed Scope and Budget—Design Guidelines/Standards April 30,2018
City of Port Arthur Designated Historic District HHM&Associates,Inc.
■ Assessment of Integrity
• Overall integrity
• Common alterations
• Template or flow chart for evaluating integrity
■ Standards and Guidelines for Historically Designated Properties/Landmarks
• Alterations to Historically Designated Properties/Landmarks
o Front exterior walls
o Doors and door openings
o Windows and window openings
o Roofs and roof features
o Porches/Canopies
o Landscape and site features
• Additions to Historically Designated Properties/Landmarks
o Height
o Massing
o Setbacks
o Materials
o Stylistic elements
• New Infill Construction
o Height
o Massing
o Setbacks
o Materials
o Stylistic elements
• Template or flow-chart for evaluating alterations to Historically
Designated Properties/Landmarks
• Exemptions for non-historic buildings,as applicable
• Standards and Guidelines for New Construction
• Construction of new infill on vacant/undeveloped land or parking lots
• Construction of new auxiliary buildings
• Construction of new landscape and site features
• Template or flow chart for evaluating new construction
• Appendices
• Glossary
• Inventory of applicable resources,in format compatible with Microsoft
Access or other database software,as well as GIS
• GIS-based maps of applicable resources
• Ordinance information
• Contact information for Historic Preservation Office
• Online resources from the Texas Historical Commission and National
Park Service
o Submit three(3)sets of draft design standards and guidelines to the City and THC for
concurrent review and comment
o Participate in one(1)conference call with the City to discuss and clarify comments
regarding the draft
• Task 4. Second Draft Design Standards and Guidelines for Public Comment
o Address all comments from the City and THC regarding the first draft
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Proposed Scope and Budget—Design Guidelines/Standards April 30,2018
City of Port Arthur Designated Historic District HHM&Associates,Inc.
o Prepare a comment matrix to document how HHM responded to each comment
o Submit the three(3)sets of revised drafts to the THC and the City to distribute to the
public for review and comment
c Attend one(1) public meeting in Port Arthur under this task
o Prepare a quarterly report for the THC at the conclusion of this task
• Task 5. Final Design Standards and Guidelines
o Address all comments from the public regarding the second draft,consulting with the
City about how to reconcile contradictory comments
c Prepare a comment matrix to document how HHM responded to each comment
o Submit three(3)final sets of design standards and guidelines(one[1]set for the City
and two[2]sets for the THC)
ASSUMPTIONS
• HHM will prepare three(3)sets of design standards and guidelines,customized to address the
unique property types and architectural styles found among(1)the Port Arthur Historic District,
(2)the Port Arthur Downtown,and (3)individual historic landmarks throughout the City of Port
Arthur.
• HHM will be available for three(3)meetings in Port Arthur,as outlined in the work plan above.
• HHM will be able to communicate with THC staff throughout the project,copying the City of
Port Arthur on all communications.
• City of Port Arthur staff will:
o Provide electronic copies of available previous survey and landmark designation reports
including maps,photographs,and other historical documentation
o Contact representatives of the City of Port Arthur Police Department to inform them of
the project and the type of work that the survey team will perform during field
investigations
o Be available for conference calls,meetings,and review of the draft report per the
schedule below
o Provide a meeting space in Port Arthur and organize meeting logistics.
a Compile all comments from various stakeholders and consolidate contradictory
comments internally
ANTICIPATED DELIVERABLES
HHM will work with the City to ensure that the THC receives all of their required project deliverables.
• Task 1. Project Initiation
o One (1) revised version of this work plan, if needed, submitted electronically via HHM's
cloud-based file-sharing site
• Task 2. Public Meetings and Supplemental Field Documentation
a One (1) quarterly report, submitted electronically via HHM's cloud-based file-sharing
site
• Task 3. First Draft Design Standards and Guidelines for City and THC Review
o Three (3) sets of design standards and guidelines, submitted electronically via HHM's
cloud-based file-sharing site
• Task 4.Second Draft Design Standards and Guidelines for Public Comment
o Three (3) sets of design guidelines,submitted electronically via HHM's cloud-based file-
sharing site
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Proposed Scope and Budget—Design Guidelines/Standards April30,2018
City of Port Arthur Designated Historic District HHM&Associates,Inc.
o One (1) quarterly report, submitted electronically via HHM's cloud-based file-sharing
site
• Task 5. Final Design Standards and Guidelines
o Digital version of all documents
o Original files of photographs or other images used for the design guidelines documents
o Final digital versions of any maps and graphic images for the design guidelines
documents
o A database for keeping inventory of historically designated properties/landmarks
including GIS shape files
o As per the CLG grant requirement (Appendix B: Expected Products of a Historic
Preservation Planning Project):
• One (1)original set of work products to the City in hard copy and/or digital copy
per the City's preference
• Two (2) (one bound hard copy and one electronic copy) of the final report and
design guidelines to the THC
Proposed Project Timeline
HHM's qualified professional staff stands ready to complete each of the tasks outlined above within the
project timeline detailed below. For the purposes of this proposal, HHM assumes that the notice to
proceed (NTP) date will be Thursday, May 31, 2018. As specified in the project extension granted by the
THC,the updated contract expiration date will be Sunday, March 31,2019.
Task Days+NTP* Projected Deadline
Task 1.Project Initiation 14 Thursday,June 14,2018
Task 2.Public Meetings and Documentation 70 Thursday,August 9, 2018
Quarterly Report to THC** 89 Tuesday,August 28, 2018
Task 3.First Draft 98 Thursday,September 6,2018
City and THC Comment 128 Saturday,October 6,2018
Task 4.Second Draft 156 Saturday, November 3,2018
Public Comments Compiled by City 187 Tuesday,December 4, 2018
Quarterly Report to THC** 211 Friday,December 28, 2018
Task 5.Final Design Guidelines and Standards 215 Tuesday,January 1, 2019
Contract Expiration Sunday, March 31,2019
*Assumed NTP Date: Thursday, May 31,2018
**The dates for quarterly reports cited in the RFC fall prior to the assumed NTP. This timeline assumes that only the
last two (2) quarterly reports will be feasible within the timeframe of this project, at dates adjusted to meet the
extended timeline.
Proposed Budget
HHM's proposed budget for labor and expenses is set forth below. Additional detail is available upon
request. HHM proposes to invoice on a monthly basis for labor and expenses expended to that date.
Lind Itartr Subtotal TOTAL
Labor $28,396.61
Direct Expenses Not to Exceed $1,789.78
TOTAL $30,186.39
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