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HomeMy WebLinkAbout04/04/1990, C-17 - HIRING A CONSULTANT TO CONDUCT AN ARCHAEOLOGICAL RESOURCE INVENTORY WITHIN THE CITY AND URBAN RESER MEETING DATE: city of san lUls OBlspo 4-4-90 COUNCIL AGENDA REPORT ITEM NUMBER: -/ 0 FROM: Arnold B. Jonas, Community Development Director PREPARED BY: Terry Sanville, Supervising Principal Planner SUBJECT: Hiring a consultant to conduct an archaeological resource inventory within the city and urban reserve. CAO RECOMMENDATIONS: (1) Authorize the Community Development Director to negotiate a services agreement with Betsy Bertrando for the completion of a archaeological resources inventory; and (2) Authorize the City Administrative Officer to execute the services agreement, with the amount of compensation not to exceed $14, 000 (which includes contingencies for refinements to the consultant's preliminary scope of work) . DISCUSSION The 1989-91 Financial Plan includes the hiring of a consultant to conduct an archaeological resource inventory (reference page Cultural Heritage Committee, D-70) . The purpose of the inventory is to collect, compile, organize and present (in map and file form) information concerning historic and prehistoric archaeological resources within the city's Urban Reserve.. In January, 1990, Request For Proposals (RFPs) were distributed and the Community Development Department received four proposals (reference attached copy of RFP Scope of Work) . Following initial screening, three of the consultants were interviewed by staff and the Archaeological Subcommittee of the Cultural Heritage Committee. The completion of an archaeological resource inventory has been a goal of the CHC for several years. It is necessary to hire a consultant to do this work because (1) the CHC membership does not have the time or expertise, and (2) it will take six months and over 800 hours of consultant work (reference consultant proposals) to do the job. Hiring a consultant will ensure that the work is comprehensive and completed in a timely manner. Proposed Consultant Ranking Consistent with city procedures, the interview committee ranked the three consultants and as follows: 1. Betsy Bertrando 2 . PHR Associates 3 . ARC Environmental and Energy Services Co. city OC San LUIS OBISPO MiS COUNCIL AGENDA REPORT Page 2 -- Archaeological Resource Inventory The interview committee recommended Betsy Bertrando for this project based on her experience in the community (she is a San luis Obispo resident) , understanding of the project and appropriateness of the work program. FISCAL IMPACTS The 1989-91 Financial Plan identifies this project on page D-70. The General Fund (001-0403-008-119) includes $12 ,000 for archaeological resource studies and $5, 000 dollars for special research. The consultant's cost for the archaeological studies is $12,900 to be fully supported by the general fund. DEPARTMENT SIGNATURES City Administrative Officer ?oAt or y Z�WJ Finance Tepirtment Community Deve I o ment Director EXHIBIT A J SCOPE OF WORK To create maps and overlays identifying prehistoric and historic archaeological sites, color coded by time period together with a reference file accessible by street address and/or parcel number. File will address: Parcel Identification or description Potential archaeological resource Reference source State trinomial designation when available City will supply a base map on which will be recorded prehistoric sites and stream courses (Map A). An overlay (Map B)will denote mission buildings and lands. Also structures known to have existed prior to 1850. An overlay (Map C)will denote with three color codes structures inventoried by the cultural heritage commission as well as important structures no longer existing outside the downtown core area. City will supply zone maps for the city core as denoted in Map 1, historic resources survey target area, Vol. 1. Completion Report: Historic Resources Survey, 1983. Buildings in existence will be color coded to their time period (Map D). An overlay (Map E) will delineate, in the color designated for 1926, structures from 1926 that no longer exist. An overlay (Map F) will delineate, in the color designated for 1903, structures from 1903 that no longer exist. An overlay (Map G) will delineate, in the color designated for 1886, structures from 1886 that no longer exist. In doing the above research the following groups or individuals will be contacted: Archaeological Clearing House at UCSB. Will provide reported site survey information. San Luis Obispo Country Archaeological Society. Contact person - U Dr. Charles Dills, for existing archaeological sites and detail reports. C� San Luis Obispo_County- Historical Society Museum. Contact person - Mark Hall-Patton,source of many references,Sanborn Maps,City Directories, etc. Dr. Robert Hoover. Historical Site Report Forms and Mission references. Cal Poly Library. Special collections- Resource maps. LaFaye Ludwick. Mission era maps. SLO CitylCounty Library, Contact person - Virginia Crooks, historical archives. Chumash Indian Leaders. Cultural Heritage Committee. Work.shall progress as described in Exhibit B and consultant will review each phase with the archaeological sub-group of the Cultural Heritage Committee In conclusion, appropriate bibliographies, extra listings, and references for the aforementioned maps will be added to the cultural resource commission files. 2 EXHIBIT B COMPENSATION AND WORK SCHEDULE Maximum Compensation Completion Work Phase Per Work Phas Schedule 1. Completion of research $2,867.00 40 days from and assembly of research contract date materials 2. Completion and delivery of $1,433.00 60 days from Maps A and B with files contract date 3. Completion and delivery of $4,300.00 120 days from all draft maps including C, contract date D, E, Fand G 4. Completion and delivery of $4,300.00 180 days from Final Maps C through G with contract date files, bibliographies and extra resource materials TOTAL $12,900.00 180 days city of sAn tuis oBispo 990 Palm Street/Post Office Box 8100 • San Luis Obispo, CA 93403.8100 January 5, 1990 REQUEST FOR CONSULTANT PROPOSALS Subject: Request For Proposal by the City of San Luis Obispo for an Archaeological Resource Inventory. The City of San Luis Obispo wants to hire a consultant to collect, compile, organize and present information concerning historic and prehistoric archaeological resources within the city's Urban Reserve Line. A summary program statement is attached. You are invited to submit a proposal for this work. Deadline for submitting proposals... If you are interested in submitting a proposal, five copies should be submitted Mr. Terry Sanville, Principal Planner City of San Luis Obispo Community Development Department 990 Palm Street P.O. Box 8100 San Luis Obispo, California 93403-8100 and received in our offices no later than Friday, January 26, 1990, at 3:00 p.m. Required Content of proposals... Proposals should include at least the following information: Resumes: the proposal should identify the person who will act as project manager for this project and any other staff (if different) that will actually perform the work. Resumes for the project manager and production staff should describe their work experience and training. Resume information should include the names and telephone numbers of at least three references and include recent (within the past year) clients. Pertinent resume information of the firm may also be submitted as appropriate. �'-�7- G Page 2 -- RFP for Archaeological Services Draft Work Program: the proposal should include a draft workprogram that itemizes major work tasks, work products and production schedule. Tile work program should demonstrate how the consultant intends to coordinate efforts with key city staff, various committees, the local archaeological clearing house, native American representatives, local archaeologists and others. The anticipated roles of these contributing people and agencies should be defined. Budget: the proposal should include an hourly fee schedule for consultant services and estimate the expected work hours needed to complete the major tasks. As noted in the attached summary work program, the City has established a maximum budget for consultant service of $15,000. The consultant will be compensated on a time and materials basis. Selection Process... The city will review all proposals and rank candidate consultants according to their work experience and knowledge of the field of archaeology, clarity of purpose and demonstrated understanding of the project, and the cost of services. Top candidate consultants will be asked to participate in interviews to be scheduled in February, 1990. The city reserves the right to reject each or all proposals submitted by consultants. Questions???? If you have any questions, please call Terry Sanville, Principal Planner at (805) 549- 7178. Sincerely, Terry Sanvill , Principal Planner Community Development Department San Luis Obispo. California �/ r r ARCHAEOLOGICAL RESOURCE INVENTORY SUMMARY PROGRAM STATEiVIEi�1T � A. Consultant Services Required The City of San Luis Obispo wants to hire a consultant to collect, compile, organize and present information concerning historic- and prehistoric archaeological resources. B. Objectives of Program The city wants to compile and organize archaeological information to: 1. Better understand the location and potential significance of historic and prehistoric archaeological resources. 2. Help establish requirements for conducting site surveys as part of private and public actions that may impact archaeological resources.. 3. Promote the public's knowledge and appreciation of San Luis Obispo's history and prehistory. C. Study Area Archaeological resource data should be compiled for all territory within San Luis Obispo's city limits and Urban Reserve Line which encompasses land within the city limits and adjoining unincorporated territory targeted for city expansion. (See attached map.) D. Use of Existing Data This study should rely upon compilation and organization of existing data from a variety of sources; no site survey work is required. The city possesses some mapped information made available by the University of California at Santa Barbara. It will be the consultant's responsibility to further research and identify other data sources. E. Desired End Products The City wants the consultant to compile data and prepare a series of maps at a suitable scale that show: 1. The location of potential historic archaeological resources (the sites of historic buildings that have been demolished). This information should be plotted at the parcel level and coded to a description and listing of potential resources. References for each location should be included. 2. The historic location of all stream courses within the community where aboriginal settlements or activities may have occurred. A 7 -AMY CAL 1.1611 -JLMW LAGUNA LAKE MULS N SCALE V=35W APPLICATIONUNDER REVIEW city • -:- - • : • • & MAJOR RESIDENTIAL _ AREAS ., Obisoo.CA 9340-8100 i � 3. The location of previous archaeological site surveys keyed to survey reports available from the University of California at Santa Barbara. (The city already possesses a working map that shows much of this information.) The consultant will also prepare an annotated bibliography of data sources that can be used by the city to help direct archaeological site surveys and establish a filing system for data already in city possession and that collected as a part of this effort. F. Duties of the Consultant The consultant will be responsible for producing all products identified in Paragraph "E" and also communicating with all individuals, organizations and agencies as needed, to complete this work. A listing of organizations and agencies that the consultant should contact is attached. The consultant shall act as a independent contractor in this effort. G. Assistance Provided by the City The city will provide base maps to the consultant, at scales mutually agreed upon by city and consultant, for the production of the required resource maps. The San Luis Obispo Cultural Heritage Committee (a 10-member citizens group with knowledge and expertise in historic and archaeological preservation) will be available to advise consultant concerning data sources and provide advice and counsel as needed. The city will appoint a project manager that will work with consultant to administer this program. H. Program Budget The city has established a maximum budget of $15,000 for consultant services for this project. Consultant will submit monthly progress reports and payment invoices, itemized by task, researcher and hours, and be paid on a time and materials basis. Monthly progress reports shall identify the status of each itemized work task described in the work program (eg. the % of task completion), compliance with production schedules established in the work program or recommendations for new production deadlines, and a description of any unforseen complications in completing the work. I. Program Schedule It is the desire of the city that the consultant selected for this job will be able to complete all work within 120 days of the date of the contract between consultant and city.