08-182 Resolution No. 08-182
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
ALLEN AND PEPA ARCHITECTS, INC. FOR ELGIN HISTORIC AREA
ARCHITECTURAL SURVEY AND INVENTORY OF PROPERTIES
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Olufemi Folarin,City Manager,and Diane Robertson,City Clerk,be and are hereby authorized and
directed to execute an agreement on behalf of the City of Elgin with Allen and Pepa Architects,Inc.
for Elgin Historic Area Architectural Survey and Inventory of Properties,a copy of which is attached
hereto and made a part hereof by reference.
s/Robert Gilliam
Robert Gilliam, Mayor Pro Tem
Presented: August 13, 2008
Adopted: August 13, 2008
Omnibus Vote: Yeas: 5 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this i4 day of 'a OL`11 , 2008, by and between
the CITY OF ELGIN, an Illinois municipal corporation (hereinafter referred to as "CITY") and
ALLEN + PEPA ARCHITECTS, INC., an Illinois corporation (hereinafter referred to as
"CONSULTANT").
WHEREAS,the CITY desires to engage the CONSULTANT to furnish certain professional services
in connection with the preparation of a survey and inventory of property in the City of Elgin's
Historic District Area (hereinafter referred to as the PROJECT); and
WHEREAS,the CONSULTANT represents that he is in compliance with Illinois Statutes relating to
professional registration of individuals and has the necessary expertise and experience to furnish
such services upon the terms and conditions set forth herein below.
NOW, THEREFORE,it is hereby agreed by and between the CITY and the CONSULTANT that the
CITY does hereby retain the CONSULTANT for and in consideration of the mutual promises and
covenants contained herein,the sufficiency of which is hereby acknowledged to perform the services
relating to the PROJECT as described herein, subject to the following terms and conditions and
stipulations, to-wit:
1. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Historic
Preservation Specialist of the CITY, hereinafter referred to as the "DIRECTOR".
B. CONSULTANT shall perform the services for the PROJECT as outlined in
CONSULTANT'S proposal for the Architectural/Historical Survey of Elgin's
Historic District Area dated April 11, 2008, attached hereto as Attachment A.
2. PROGRESS REPORTS
A. A project schedule for the Project is included within Attachment A. Progress will be
recotded on the prof schedule and subm ttd-monthly as-acomponent ofh-e-Status ------ - -
Report described in C below.
B. The CONSULTANT will submit to the DIRECTOR monthly a status report keyed to
the project schedule.A brief narrative will be provided identifying progress, findings
and outstanding issues.
3. WORK PRODUCTS
All work products prepared by the CONSULTANT pursuant hereto including, but not
limited to,reports,plans,designs,calculations,work drawings,studies,photographs,models
and recommendations shall be the property of the CITY and shall be delivered to the CITY
upon request of the DIRECTOR provided, however, that the CONSULTANT may retain
copies of such work products for its records. Such work products are not intended or
represented to be suitable for reuse by the CITY on any extension to the PROJECT or on any
other project, and such reuse shall be at the sole risk of the CITY without liability or legal
exposure to the CONSULTANT.
4. PAYMENTS TO THE CONSULTANT
A. For services provided the CONSULTANT shall be paid at the rate of its personnel
employed on the PROJECT as set forth in the Detailed Cost Estimate of
CONSULTANT attached hereto as Attachment B with the total fee to be paid to the
CONSULTANT not to exceed$34,941.25 regardless of the actual time expended or
the actual costs incurred by the CONSULTANT unless substantial modifications to
the scope of the work are authorized in writing by the DIRECTOR and approved by
way of written amendment to this Agreement.
B. Any Reimbursable expenses of the CONSULTANT are included within the above-
referenced not-to-exceed total fee of$34,941.25.
C. The CITY shall make periodic payments to the CONSULTANT based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic
payments to the CONSULTANT shall not exceed the amounts shown in the
following schedule,and full payments for each task shall not be made until the task is
completed and accepted by the DIRECTOR.
5. INVOICES
A. The CONSULTANT shall submit invoices in a format approved by the CITY.
Progress reports (2C above) will be included with all payment requests.
B. The CONSULTANT shall maintain records showing actual time devoted and cost
incurred. The CONSULTANT shall permit the authorized representative of the
CITY to inspect and audit all data and records of the CONSULTANT for work done
under this Agreement. The CONSULTANT shall make these records available at
reasonable times during the Agreement period,and for a year after termination of this
Agreement.
6. TERMINATION OF AGREEMENT
N withstanding any Other provision hereof,the CITY may terminate this Agreemen-at any -- -
time upon fifteen(15)days prior written notice to the CONSULTANT.In the event that this
Agreement is so terminated, the CONSULTANT shall be paid for services actually
performed and reimbursable expenses actually incurred prior to termination, except that
reimbursement shall not exceed the task amounts set forth under Paragraph 4 above.
7. TERM
This Agreement shall become effective as of the date the CONSULTANT is given a notice to
proceed and, unless terminated for cause or pursuant to paragraph 6, shall be deemed
concluded on the date the CITY determines that all of the CONSULTANT'S work under this
Agreement is completed. A determination of completion shall not constitute a waiver of any
rights or claims which the CITY may have or thereafter acquire with respect to any term or
provision of the Agreement.
8. NOTICE OF CLAIM
If the CONSULTANT wishes to make a claim for additional compensation as a result of
action taken by the CITY, the CONSULTANT shall give written notice of his claim within
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,
15 days after occurrence of such action. No claim for additional compensation shall be valid
unless so made. Any changes in the CONSULTANT'S fee shall be valid only to the extent
that such changes are included in writing signed by the CITY and the CONSULTANT.
Regardless of the decision of the DIRECTOR relative to a claim submitted by the
CONSULTANT, all work required under this Agreement as determined by the DIRECTOR
shall proceed without interruption.
9. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation or breach shall
be deemed to constitute a default, and the other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either party, by reason of any default, fails within fifteen (15) days after
notice thereof by the other party to comply with the conditions of the Agreement, the other
party may terminate this Agreement. Notwithstanding the foregoing,or anything else to the
contrary in this Agreement, with the sole exception of an action to recover the monies the
CITY has agreed to pay to the CONSULTANT pursuant to paragraph 4 hereof, no action
shall be commenced by the CONSULTANT against the CITY for monetary damages.
10. INDEMNIFICATION
To the fullest extent permitted by law,CONSULTANT agrees to and shall indemnify,defend
and hold harmless the CITY, its officers, employees, agents,boards and commissions from
and against any and all claims, suits, judgments, costs, attorneys fees, damages or other
relief, including but not limited to workers compensation claims, in any way resulting from
or arising out of negligent actions or omissions of the CONSULTANT in connection
herewith, including negligence or omissions of employees or agents of the CONSULTANT
arising out of the performance of this Agreement. In the event of any action against the
CITY,its officers, employees,agents,boards or commissions,covered by the foregoing duty
to indemnify, defend and hold harmless such action shall be defended by legal counsel of the
CITY'S choosing. The provisions of this paragraph shall survive any expiration,completion
and/or termination of this Agreement.
11. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or
held contractually liable under any term or provision of this Agreement or because of their
execution, approval or attempted execution of this Agreement.
12. INSURANCE
A. Comprehensive Liability. The CONSULTANT shall provide,pay for and maintain
in effect, during the term of this Agreement, a policy of comprehensive general
liability insurance with limits of at least 51,000,000 aggregate for bodily injury and
51,000,000 aggregate for property damage.
The CONSULTANT shall deliver to the DIRECTOR a Certification of Insurance
naming the CITY as additional insured. The policy shall not be modified or
terminated without thirty(30) days prior written notice to the DIRECTOR.
The Certificate of Insurance which shall include Contractual obligation assumed by
the CONSULTANT under Article 10 entitled "Indemnification" shall be provided.
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This insurance shall apply as primary insurance with respect to any other insurance or
self-insurance programs afforded to the CITY. There shall be no endorsement or
modification of this insurance to make it excess over other available insurance,
alternatively, if the insurance states that it is excess or prorated, it shall be endorsed
to be primary with respect to the CITY.
B. Comprehensive Automobile Liability. Comprehensive Automobile Liability
Insurance covering all owned,non-owned and hired motor vehicles with limits of not
less than $500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirements for insurance coverage for the
general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a$1,000,000 aggregate.
D. Professional Liability. The CONSULTANT shall carry CONSULTANT'S
Professional Liability Insurance Covering claims resulting from error, omissions or
negligent acts with a combined single limit of not less than $1,000,000 per
occurrence. A Certificate of Insurance shall be submitted to the DIRECTOR as
evidence of insurance protection. The policy shall not be modified or terminated
without thirty(30) days prior written notice to the DIRECTOR.
13. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEQUENCES,
PROCEDURES AND SAFETY
The CONSULTANT shall not have control over or charge of and shall not be responsible for
construction means,methods,techniques, sequences or procedures,or for safety precautions
and programs in connection with the construction,unless specifically identified in the Scope
of Services.
14. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement,there shall be no
discrimination against any employee or applicant for employment because of sex, age,race,
cloy,-ereed,national-o irr,mar al-status,of the presence of anysensory;meal or pirysical- — —handicap, unless based upon a bona fide occupational qualification, and this requirement
shall apply to, but not be limited to, the following: employment advertising, layoff or
termination,rates of pay or other forms of compensation and selection for training,including
apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit of any
services or activities made possible by or resulting from this Agreement on the grounds of
sex, race, color, creed, national origin, age except minimum age and retirement provisions,
marital status or the presence of any sensory,mental or physical handicap. Any violation of
this provision shall be considered a violation of a material provision of this Agreement and
shall be grounds for cancellation, termination or suspension, in whole or in part, of the
Agreement by the CITY.
15. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the successors and
the assigns of the parties hereto; provided, however, that no assignment shall be made
without the prior written consent of the CITY.
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16. DELEGATIONS AND SUBCONTRACTORS
Any assignment,delegation or subcontracting shall be subject to all the terms,conditions and
other provisions of this Agreement and the CONSULTANT shall remain liable to the CITY
with respect to each and every item, condition and other provision hereof to the same extent
that the CONSULTANT would have been obligated if it had done the work itself and no
assignment, delegation or subcontract had been made. Any proposed subcontractor shall
require the CITY'S advanced written approval.
17. NO CO-PARTNERSHIP OR AGENCY
This Agreement shall not be construed so as to create a partnership, joint venture,
employment or other agency relationship between the parties hereto.
18. SEVERABILITY
The parties intend and agreed that, if any paragraph, sub-paragraph,phrase, clause or other
provision of this Agreement, or any portion thereof, shall be held to be void or otherwise
unenforceable, all other portions of this Agreement shall remain in full force and effect.
19. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of
convenience and for reference and in no way are they intended to define,limit or describe the
scope of intent of any provision of this Agreement, nor shall they be construed to affect in
any manner the terms and provisions hereof or the interpretation or construction thereof.
20. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the
subject matter hereof and may not be changed, modified, discharged or extended except by
written amendment duly executed by the parties. Each party agrees that no representations or
warranties shall be binding upon the other party unless expressed in writing herein or in a
duly-ex ecuted-amendmen ereof, or eharTg-order as-heroin provide-d.
21. APPLICABLE LAW
This Agreement shall be deemed to have been made in, and shall be construed in accordance
with the laws of the State of Illinois. Venue for the resolution of any disputes or the
enforcement of any rights pursuant to this Agreement shall be in the Circuit Court of Kane
County, Illinois.
22. NEWS RELEASES
The CONSULTANT may not issue any news releases without prior approval from the
DIRECTOR, nor will the CONSULTANT make public proposals developed under this
Agreement without prior written approval from the DIRECTOR prior to said documentation
becoming matters of public record.
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23. COOPERATION WITH OTHER CONSULTANTS
The CONSULTANT shall cooperate with any other consultants in the CITY'S employ or any
work associated with the PROJECT.
24. INTERFERENCE WITH PUBLIC CONTRACTING
The CONSULTANT certifies hereby that it is not barred from bidding on this contract as a
result of a violation of 720 ILCS 5/33E et seq. or any similar state or federal statute regarding
bid rigging.
25. SEXUAL HARASSMENT
As a condition of this contract, the CONSULTANT shall have written sexual harassment
policies that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse,investigative and complaint process available through the Illinois
Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the department and commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights Act.
A copy of the policies shall be provided by CONSULTANT to the Department of Human
Rights upon request 775 ILCS 5/2-105.
26:__--SUBSTANCE ABUSE PROGRAM.—As a condition cIf Zus agreement, CONSULTANT
shall have in place a written substance abuse prevention program which meets or exceeds the
program requirements in the Substance Abuse Prevention Public Works Project Act at 820
ILCS 265/1 et seq. A copy of such policy shall be provided to the City's Assistant City
Manager prior to the entry into and execution of this agreement.
27. WRITTEN COMMUNICATIONS
All recommendations and other communications by the CONSULTANT to the DIRECTOR
and to other participants which may affect cost or time of completion, shall be made or
confirmed in writing. The DIRECTOR may also require other recommendations and
communications by the CONSULTANT be made or confirmed in writing.
28. NOTICES
All notices, reports and documents required under this Agreement shall be in writing and
shall be mailed by First Class Mail, postage prepaid, addressed as follows:
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A. As to CITY:
Jennifer Fritz-Williams
Historic Preservation Specialist
City of Elgin
150 Dexter Court
Elgin, Illinois 60120-5555
B. As to CONSULTANT:
Eric Pepa
Allen+Pepa Architects
Elgin Studio
81 S. McLean Boulevard, Suite X,A
South Elgin, Illinois 60177
29. COMPLIANCE WITH LAWS
Notwithstanding any other provision of this AGREEMENT it is expressly agreed and
understood that in connection with the performance of this AGREEMENT that the
CONSULTANT shall comply with all applicable Federal, State,City and other requirements
of law,including,but not limited to,any applicable requirements regarding prevailing wages,
minimum wage, workplace safety and legal status of employees. Without limiting the
foregoing, CONSULTANT hereby certifies, represents and warrants to the CITY that all
CONSULTANT'S employees and/or agents who will be providing products and/or services
with respect to this AGREEMENT shall be legal residents of the United States.
CONSULTANT shall also at its expense secure all permits and licenses,pay all charges and
fees and give all notices necessary and incident to the due and lawful prosecution of the
work, and/or the products and/or services to be provided for in this AGREEMENT. The
CITY shall have the right to audit any records in the possession or control of the
CONSULTANT to determine CONSULTANT'S compliance with the provisions of this
section. In the event the CITY proceeds with such an audit the CONSULTANT shall make
available to the CITY the CONSULTANT'S relevant records at no cost to the CITY.
IN WITNESS WHEREOF,-the parties-hereto have entered into and executed this agreement
effective as of the date and year first written above.
FOR THE CITY: FOR THE CONSULTANT:
By By:
City an er •
Attest:
City Clerk
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ATTACHMENT_ .
TTACH
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ALLEN PEPA
A R C H I T E C T S
April 11, 2008
Allen+Pepa Architects
Elgin Studio
81 S. McLean Boulevard, Suite A
South Elgin, II 60177
To Whom It May Concern:
Allen+Pepa Architects is excited to present this proposal for the Architectural/
Historical Survey of Elgin's Historical District Area. As you will see in this proposal,
we have put considerable thought and discussion into devising an approach
that will put the data gathered through the survey into a truly accessible format
that will be a useful resource for many projects to come. Creating this database
will be an exciting process and we look forward to being a part of it.
We understand the important role this project has in documenting, preserving
and enhancing the history and character of this area of Historic Elgin. We will
strive to give you the best possible product and service to help Elgin meet its
goals in cataloging and creating a better understanding of its rich architectural
history.
If you have any questions regarding our process or proposal, please feel free to
contact me. Thank you for your consideration.
Sincerely,
10/
Eri ( Pe.a, AIA
Allen+Pepa Architects, Elgin Studio
epepa @allenpepa.com
f_TI!t PEPA
ALLEN
AR C H I 'T E C TS
Approach to the Project
Detailed Scope of Services
Thank you for the opportunity to provide a proposal for the creation and update
of the Elgin Historic District Architectural Survey. AIIen+Pepa Architects is
proposing to provide the specific services requested as well as what we believe
are some valuable additional services that would add greatly to the usability
and enjoyment that this type of survey has the potential of generating.
1. Intensive Architectural Resources Survey
a. Review original Elgin Historic District (EHD) Survey from 1983
b. Review and gather other existing documentation on the EHD.
c. Prepare preliminary database list of properties to survey
d. Prepare preliminary worksheets for each property prior to actual
survey
e. Schedule dates and times to do actual site walk and survey
f. Do site walk and survey-fill out inventory forms for each property,
photograph each property.
g. Research, identify and categorized all inventoried properties
according to the following criteria:
i. Approximate construction date
ii. Architectural style
iii. Building type
iv. Level of significance:Significant, Contributing, Altered, Non-
Contributing and Invasive.
h. Identify the 25 most significant properties in the EHD area.
i. identify 25 properties /structures most readily able to become
"Significant" through renovation and alteration.
2. Prepare an Executive Summary to include the following:
a. A complete description of the survey methodology as required
b. A detailed current and historic description of the survey area,
including a complete list of the buildings within the area organized
by address and to include approximate construction date,
architectural style, building type and level of significance
c. A written documentation of the historic context in which the Elgin
Historic District fits, noting the following areas of interest:
d. its geographic location in relation to the inception of the City of
Elgin and its first settlers
e. The architectural history of this area represented by the buildings
and structures and the progression of development of this area
f. Notable architects, builders and building owners significant in the
development of this area
g. Locations of non-architectural points of significance in this area
h. Notable structures that no longer exist, but that have extant photos
or documentation
ALLEN ' PEPA
A R C H i 'T E C T S
Approach to the Project
3. Prepare individual inventory Forms, which shall include the following:
a. Digital photos of Primary Structure- 1 front and 2 side elevations (3
total photos)
b. Digital photo of Secondary Structure- Preferably front (1 photo)
c. Create and provide color digital photographs in .jpg format of all
above noted photos.
d. Photos will be taken under optimal lighting conditions with minimal
obstruction from trees, leaves and other foreign objects.
4. Supporting Documents included in Scope of Services
a. Prepare a map of the survey area indicating properties that have
been identified as Significant, Contributing, Altered, Non-
Contributing and Invasive.
b. Prepare a spreadsheet of all the properties listed including the
following information:
i. Total number of acres surveyed
ii. Total number of properties surveyed
iii. Total number of each classification category of property
surveyed
c. Prepare a brief description of previous surveys undertaken of this
area by both private and public sectors (including the original END
Survey done in 1983 and National Register Certification)
d. A consideration of "data gaps"- areas missing from this current
survey, the reason for their omission and suggestions as to how
these gaps may be address through future projects.
e. Document and discuss any difficulties encountered in the
implementation of this survey.
f. Prepare a bibliography of sources consulted.
g. Attend kickoff and coordination meetings as requested by the City
of Elgin (up to a total of 5 meetings).
5. Additional Services Suggested:
a. Create a searchable database (Microsoft Access or Oracle) of this
Historic District, formatted to be useable by the general public to
allow sorting according to specific and multiple surveyed
categories or descriptors (such as "Italianates built from 1870 to
1880).
b. Create a series of color Photo Montages of significant blocks in the
Elgin Historic District that allow a block or area of significance to be
captured in a more contextual way.
ALLEN 171T PEPA
A R C H I 'T E C T S
Approach to the Project
Schedule
AIIen+Pepa Architects is prepared to begin work on this project within one week
of a Notice to Proceed from the City of Elgin. We would propose the following
steps:
1. Kick-off Meeting- to include Project Team, City Staff and any other persons
relevant to the project
a. 1 Week
2. Research of existing documents and conditions prior to survey-
a. 2 Weeks
3. Conduct Intensive survey of Historic District-
a. 6 Weeks
4. Meet with City Staff to discuss progress
a. 1 Week
5. Prepare individual Inventory Forms
a. 3 Weeks
6. Prepare Executive Summary and Supporting Documents
a. 2 Weeks
7. Meet with City Staff for Final Review and corrections
a. 1 Week
8. Finalize corrections, compile and print final document
a. 2 Weeks
Total time anticipated for this project is 18 Weeks. Time frame may be adjusted
depending on weather conditions, ability to schedule meetings with staff and
other unforeseen circumstances.
Allen+Pepa will additionally meet with City Staff during the Inventory process to
discuss progress and questions as needed.
ti
ALLEN PEPA
A R C H ( 'T E C T S
Company Profile
Eric Pepa, AIA
Allen+Pepa Architects, Elgin Studio, Inc. rr��� ��,���
81 S. McLean Blvd., Suite A % "` r ` ‘&4,4
South Elgin, IL 60177
Ph. �� ► a� ,
Ph. (847) 695-7092 X= i� !_, .u��3 .� Ol
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Email epepa @allenpepa.com - �� -
Web: www.allenpepa.com t 1 1 °
ALLEN+PEPA ARCHITECTS
Allen+Pepa Architects is an award winning design and planning oriented firm that believes
traditional downtowns such as Elgin's have great potential to once again become the hearts of
our communities. Allen+Pepa Architects specialize in the renovation, remodel and adaptive reuse
of historically significant buildings as well as new downtown infill buildings and new commercial
development that has traditional proportions melded with contemporary design elements.
Allen+Pepa Architects was formed from a fusion of Lane Allen Architects in Batavia, and
Perihelion, Ltd. In Elgin, two established architectural firms serving Kane County and the Fox River
Valley region. As a team, Lane and Eric utilize their combined strengths and experience to
provide the highest possible professional service to their clients. Allen+Pepa maintain two
separate offices, one in the Elgin Area and the other in Batavia. Eric Pepa, AIA, will be the lead
architect for this Architectural / Historic Survey, with support from Lane Allen and production
assistance from Rebecca Allen and Heidi Hurst.
A long-time resident of Elgin, Eric has been actively involved in the preservation and revitalization
efforts of Elgin for many years. As a former member of Elgin's Heritage Commission and Co-chair
of the Downtown Neighborhood Association's Design Committee, Eric is intimately familiar with
the architecture of Elgin and its neighborhoods. His awards include an Illinois Main Street Design
Award for the renovation of the former Elk's Lodge and a Main Street Award for the DNA Block
Walk Report, which he initiated with Paul Bednar, Co-chair of the committee. For the Block Walk
Report, the volunteer team made block by block recommendations for image improvements
through a large portion of Downtown Elgin.
In addition to their work in Elgin, A+P Architects has assisted a number of other municipalities with
historic renovation and downtown design guideline projects. They were the design architect for
the City of Batavia on the reconstruction of Batavia's downtown Donovan Bridge, currently under
construction. They have assisted the cities of Plano, Oswego and Aurora with various aspects of
design guidelines for their historic districts and have renovated numerous historic buildings in the
Fox Valley Area.
In assisting Elgin with this Architectural Survey, A+P Architects will continue its commitment to
preserve the rich history of the Fox Valley, while developing its new buildings with the best
concepts of urban design and sustainable architecture.
ALLEN F.,/ PEPA
A R C H VT E C T S
Project Team
ERIC PEPA, AIA A11en+Pepa Architects.
Eric Pepa was the founder of Perihelion Architects, Ltd, which
focused on architectural projects in downtown Elgin and the
surrounding area Prior to that Eric was a project architect in the
Chicago area overseeing large residential and commercial
projects. Eric has served as an adjunct faculty member for the
School of the Art Institute of Chicago as well as Judson College
School of Architecture. He served on Elgin's Heritage Commission
from 2001-2008 and was co-chair of the Downtown Neighborhood
Association Design Committee. Eric received his Bachelor's degree
in Communications and his Master of Architecture from the
University of Illinois at Urbana-Champaign. His awards include two
Illinois Main Street Excellence Awards for a historic renovation and
a Block Walk Report. He has broad interests in historic preservation,
philosophy, the arts and sciences, and town planning.
LANE ALLEN, AIA. Allen+Pepa Architects
IPV:=:- As a project architect for large architectural firms in and around
the Chicago metropolitan area Lane Allen, AIA gained extensive
experience in the design and construction of civic, religious, and
recreational buildings. A native of Batavia, Lane opened his own
office in Batavia's downtown in January of 2000. Since it's
inception, the firm has been dedicated to promoting planning
concepts that focus on the holistic development of neighborhoods
and communities. Lane was a founding board member of Batavia
Main Street and is deeply involved in the downtown revitalization
efforts of Batavia. He is also a member of Aurora's downtown
development group, Seize the Future. Lane's awards include the
A.I.A.'s Outstanding Professional Member Award in 2002, an AlA
Honors Award for a residence in 1997, and an Ole Award for
Outstanding Architecture from the City of Batavia. Lane helped
develop the Downtown Design Guidelines for the Village of
Oswego, IL and assisted with the City Center Plan for the City of
Plano, Illinois and the new design guidelines for the Downtown
Overlay District in Aurora. Lane holds an Architecture degree from
the University of Oregon. He is NCARB certified and has
architectural licenses for the states of Illinois, Wisconsin, and
Michigan.
ALLEN 1 PEPA
AR C H I /T E C T S
Project Team
y `x' HEIDI HURST AIIen+Pepa Architects
Heidi is a resident of Elgin and attended Elgin's Judson College,
where she earned her Bachelors Degree in Architecture. Currently,
, she is working on her Master of Architecture degree. Heidi assists
gsf. = with all phases of architectural work and is skilled in many drafting
and graphic programs, including AutoCad, Revit, Viz, Illustrator and
Photoshop. She will assist in the research, photography and
production of the Elgin Survey project.
REBECCA ALLEN Allen+Pepa Architects
Rebecca Allen has a broad design background and assists in all
phases of design, marketing and production at Allen+Pepa
it rte;
Architects. She is well-versed in architectural and interior design,
graphic design, AutoCad drafting, and architectural illustration.
Prior to working for Allen+Pepa, Rebecca spent many years in the
exhibit design field. She has a degree from the Kansas City Art
Institute in Industrial Design. Rebecca will assist in the research,
photography, layout and production of this project.
ALLEN N PEPA
A R C H I "1T E C T S
Projects and References
Project: FOX OVERLAY DISTRICT DESIGN GUIDELINES
AND REGULATIONS, Aurora, IL
Completed: April, 2008
Reference: Karen Christiansen,
Downtown Manager for City of Aurora
(630) 844-3670
kchristensen @aurora-il.org
Project: PLANO CITY CENTER PLAN, Plano, IL
Completed: February, 2006
Reference: Whitney French-
(former) Economic Development Director for City of Plano
(630) 552-0052
frenchw @farnsworthhouse.com
Project: DOWNTOWN ELGIN BLOCK WALK REPORT, Elgin, IL
Completed: 2005
Description: An assessment and survey organized and performed by volunteers
of the Downtown Neighborhood Association of Elgin's Design
Committee. A taskforce was assembled to walk an individual block
per week, collect data, photograph and document site conditions.
This collection of some 16 blocks was documented over a 6 month
period and compiled into a summary book for distribution to
members and various relevant persons. This project won an Illinois
Main Street Award in 2006
Reference: Norma Miess, (former) Executive Director for the Downtown
Neighborhood Association of Elgin
Contact: Jennifer Benson
(847) 488-1456
jbenson @elainil.org
ALLEN PEPA
A R C H I 'T E C T S
Projects and References
Project: OSWEGO DESIGN GUIDELINES, Oswego, 1L
Completed: August, 2001
Reference: Rod Zenner
Village of Oswego Planning Department
(630) 554-3622
rzenner @oswego.il.ora
Project: CHICAGO PUBLIC SCHOOLS NEEDS ASSESSMENT, Chicago, IL
Completed: 1995
Description: Member of evaluation team for$500 million bond issue to assess
renovation and repair needs on hundreds of schools within district
including ADA, asbestos and lead abatement, masonry repair,
deterioration and other general needs. Included detailed survey
and documentation of several hundred school facilities.
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ERIC PEPA ii, outdated industrial area and the areas ripe for new
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ELGIN, IL
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* Eric Pepa was involved In this project as a team member only and
not as an architect of record.Thanks also to Paul Bednar, Betsy
Couture, Jennifer Benson and others.
As a volunteer organization,the Downtown Neighborhood Association of
Elgin is comprised of local residents and business owners with interest in
Elgin's Downtown revitalization. To that end, in 2005 and 2006 a series of
ERIC PEPA Block Walks were undertaken to assess and evaluate both opportunities
Elgin Studio and concerns on a very detailed basis. Over 16 blocks were surveyed,
(847)695-7092 once per week-documentation was made, photographs were taken,
observations and thoughts were collected. Eventually this catalog of
LANE ALLEN surveys was collected into a detailed book which not only indicated
graphically the areas covered, but also listed in a chart both short and mid
Batavia Studio term goals for each area.
(630)879-8831
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:Cron by-Hobbs Building
Feasibility Study Aurora, IL
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The City of Aurora selected
-. Allen+Pepa Architects to provide a
feasibility study on the develop-
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- " Hobbs Building, a prominent
AI l ' Aurora landmark that has been
: vacant for decades. The study
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the building and drawings docu -
meriting the building as it exists,
potential construction cost estim-
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Elgin t di suggested future uses.The study
(847)695-7 092
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67
developers to encourage the
redevelopment of this historic
LANE ALLEN treasure.
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Thornle=T .en' Building
Batavia, IL
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tr , K-s x `= .. After decades of neglect City of Batavia condemned
1 M m this former train station building and facilitated its
renovation. This renovation included the repair of
deteriorating masonry and window frames, window
" replacement,the opening of upper storefront
'' Y a i windows that had been paneled over, and
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replacement of the signage band and woodwork.
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( " '' The left facade was renovated by Lane Allen
"" <.-,:r Architects in 1997, with help from Batavia's Facade
I----�A- --= """ Grant program. The new storefront design reopened
large upper windows that had been paneled over.
ERIC PEPA �w m This restored the storefront to it's original proportions
Elgin Studio and provides a lighter, more airy feel to the interior.
847 695-7092 The renovation also included the repair and
- ,--' restoration of deteriorating masonry and the
__ " ----- , restoration and painting of rotting window frames.
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Riverside Commons
Batavia, IL
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a s 2 i Y9 a s al g downtown Batavia. The existing
- decorative cast-iron columns had
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'-`, ' -' '''77--::" The design strategy included
�` ,a keeping the glass storefront intact
Before Renovation to minimize cost while maximizing
` v the restoration. The resulting
, � restoration brought back the
ERIC PEPA r. ; original integrity of the storefront,
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!gin Studio i :.(847) 695-7092 � . q 1 ?'�' complemented by the new three
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American Cancer Society
Batavia, IL
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_ :d" - into 7 modern office suites for use by the
'7:', 7 American Cancer Society. The interior int-
reflects the rustic flavor of the building,
U Y -- and features exposed heavy timber
* " ` -'`� ." beams and columns and natural
la"- ' ' limestone walls. A new entry replaced
� -. ' the former loading dock, creating a new
"primary third" connecting the two
massive limestone buildings at either side
of the entrance and establishing a new
identity for the building.
ERIC PEPA Pi . . ...a..., 1
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Ortega Built�t n g
Aurora, IL
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$ 4 r " , r the renovation. The
entire facade will was rebuilt in
brick, using historical proportions
and detailing. The interior was
- remodeled as a restaurant and
the upstairs remodeled as the
restaurant owner's family
residence. When the
= : �� " allows, the adjacent facade budget will
:., s_ be renovated as well.
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Elk's Lodge
ELGIN, IL
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�' restoration of the former Elk's Lodge, a two
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"" f ;t story, 16,000 sf English Tudor structure in
Downtown Elgin. Because of the state of
k ' D ; disrepair, the building required structural and
' ,..; environmental analysis. The structure turned out
.� "� '&1510k;,,-- /,�. ;i--' to be substantially intact, but all mechanical,
w `: = ! .1 electrical and plumbing systems and lath and
°~ plaster walls needed to be removed. Asbestos
and lead abatement were performed prior to
r r' l .,, repair to the structure.
: Exterior walls were tuck pointed, roof was torn
' -- 42° ''''^k., off and redone. Windows and doors were
- repaired and reused. Existing oak and maple
-' flooring was sanded and re-finished. New
f t - r insulation and all new mechanical systems were
ERIC PEPA f t;',"` t ' r;a, installed. New trim was created to match
Elgin Studio ?� existing trim and the exquisite lobby stair was
(847)695-7092 __-_ � ,:. repaired. The building has returned to it's former
" ` `.. 1920's grandeur and has been transformed into
LANE ALLEN ., a modern, elegant and fully used facility.
Batavia Studio
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movie theatre hired Allen+Peps
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- stones of the façade were shifting
' : _ and failing to keep out water.
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I _ failing lintel) and work with a
'= .I -1 structural engineer and a
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saving this historical structure from
ERIC PEPA i further damage.
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Batavia Studio
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Batavia Eaststde Center
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Batavia, IL
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The Batavia Park District transformed
- this historic church and school into a
recreational facility that can be used for
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concerts, banquets, receptions and a
4% variety of community activities. The
project included exterior restoration, an
�F - a addition, and a complete interior
$ remodeling that created an invigorating
but historically sensitive space.The work
on the facility included the renovation of
Yy. a catering kitchen, classrooms and a
i gymnasium.
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Batavia Studio
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City of Elgin, Illinois
Certification Requirements
Please submit all required forms and documentation, fully completed and signed, with
your proposal. No proposal will be accepted without this information.
1 To assure compliance with the City of Elgin's Affirmative Action Ordinance, all contractors and
vendors. Herein referred to as"bidders", are requested to submit the following information:
1. Workforce analysis using the enclosed Bidder's Employee Utilization form.
2. Provide the information required in Item #3 on the employee utilization form if the answer to
Question#2 on the form is "Yes".
3. Provide a written commitment outlining the steps that the bidder plans to take in the area of recruitment and
promotion of minorities and females to assure equal employment opportunity. (A copy of the bidder's
affirmative action plan may be submitted in lieu of this requirement.)
2. To assure compliance with the City of Elgin's Sexual Harassment Ordinance,all bidders must submit a signed
sexual harassment form enclosed with the Invitation to Bid.
3. The undersigned certifies that the offerer is not delinquent in the payment of any tax administered by the
Illinois Department of Revenue unless there is a pending proceeding contesting the tax.
4. The undersigned certifies that the offerer is not barred from offering on this solicitation as a result of a
conviction for the violation of State law prohibiting bid-rigging or bid-rotating.
5. The successful bidder agrees that upon acceptance by the City of Elgin,the executed Invitation to Bid along
with all instructions,conditions,and specifications attached thereto constitute a binding contract which may be
enforced by the city.
Signature/Title
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Company Name }
Address
Phone Number Ce0 CAC 7(54t-
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City of Elgin,Illinois
Equal Employment Written Commitment Guideline
The written commitment required in Item#4 of the Bidder's Employee Utilization Form
shall:
• Set out the name and phone number of the bidder's Equal Employment Officer.
• Clearly identify the bidder's recruitment area and the percentage of minorities and females in the area's
population and labor force.
• Set out what the bidder has done and has set as a goal to ensure the recruitment of minority and female
employees.
• Set out the bidder's specific goals to recruit minorities and females for training programs or other similar
opportunities available through the bidder's organization.
• Indicate bidder's consent to submit to the City of Elgin,upon request,statistical data concerning its employee
composition and recruitment efforts anytime during the term of the contract.
• Show bidder's consent to distribute copies of the written commitment to all persons who participate in
recruitment,screening,referral,and selection and hiring of job applicants for the bidder.
• Clearly show that the bidder shall require all subcontractors,if any,to submit a written commitment complying
with the above requirements of their affirmative action plan to the City of Elgin.
• Clearly state the bidder agrees that:
"Bidder(company name)shall not discriminate against any employee or applicant on the basis of race,color,religion,
sex,national origin,age,place of birth,ancestry,marital status,or disability(physical or mental)which will not
interfere with the performance of the job in question."
Description of Groups for Classification Purposes
White: all persons having origins in Europe,North America,or the Middle East
Black: all persons having origins in any of the Black racial groups of Africa
Hispanic: all persons of Mexican,Puerto Rican,Cuban,Central South American,or other Spanish culture or
origin,regardless of race
Asian American: all persons having origins in the Far East,Southeast Asia,the Indian subcontinent,or the Pacific
Islands
American Indian:all persons having origins in any of the original peoples of North America and who maintain
cultural identification through tribal affiliation or community recognition
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City of Elgin, Illinois
Sexual Harassment - - Policies and Programs
Effective July 1, 1993,every party to any contract with the City of Elgin and every eligible bidder is required to have
written sexual harassment policies that include,at a minimum,the following information:
• the illegality of sexual harassment
• the definition of sexual harassment under state law
• a description of sexual harassment,utilizing examples
• a vendor's internal complaint process including penalties and a description of the means by which complaining
parties may complain directly to management personnel other than the alleged harassing individual
• the legal recourse, investigative and complaint process available through the Illinois Department of Human
Rights,and the Illinois Human Rights Commission
• directions on how to contact the department and commission
• protection against retaliation as provided by Section 6-101 of the Human Rights Act
I hereby affirm that the organization which I represent has in place sexual harassment policies which include the
required information set forth above, and I hereby agree to furnish the City of Elgin - Human Resources
Department with a copy of these policies if they so rein
Signature/Title
Company ��`
Date 1!a
Sexual harassment is defined as follows:
"Sexual harassment"means any unwelcome sexual advances or requests for sexual favors or any conduct of a sexual
nature when(1)submission to such conduct is made either explicitly or implicitly a term or condition of an individual's
employment,(2)submission to or rejection of such conduct by an individual is used as a basis for employment decisions
affecting such individual,or(3)such conduct has the purpose or effect of substantially interfering with an individual's
work performance or creating an intimidating,hostile,or offensive working environment.
Any questions by contracting parties or eligible bidders concerning compliance with these requirements should be
directed to the City of Elgin-Human Resources Department at(847)931-5618.
The undersigned,on behalf of the undersigned company,hereby agrees to fully indemnify and hold the City of
Elgin harmless from any and all liability,loss or damage including costs of defense or claim,demands,costs of
judgment against it arising from any complaint based on unlawful harassment and/or employment action,
including,but not limited to termination,based on any protected category as provided by law,including,but not
limited to,sexual harassment resulting from the act of any member of my organization in the performance of this
contract.
Signature/Title a
Company
Date
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City of Elgin, Illinois
BIDDER'S EMPLOYEE UTILIZATION FORM
This report is required by the City of Elgin and must be submitted before the contract can be awarded.
Chapter 3.12.1000 Affirmative Action-City Contracts
I.Name and Address of Bidder 2. Description of Project
100 CATEGORIES Total Whites Blacks Hispanics Asians or American Minority Female(All
Employees Pacific Indians (M&F) Categories)
Islanders % %
M / F M / F M / F M / F M / F
Example:Managers 18 3/5 3/2 4/0 ' 0/1 0/0 55.6% 44.4%
00/18) (8/18)
TOTALS
Signature of Company Official Title Telephone Number I Date Signed Page
I of
2. Have you ever been awarded a bid by the City of Elgin?
Yes No
3. If the answer to question#2 is Yes,please submit a copy of the Employee Utilization Form that was submitted with your last
successful bid along with a fully completed copy of this form.
4. Please submit,according to the guideline provided in the attached document,a written commitment to provide equal
employment opportunity. An Employee Utilization Form is required for any subcontractors.
NOTE: In the event that a contractor or vendor,etc.,fails to comply with the fair employment and affirmative action provisions ofthe City of Elgin,
the City amongst other actions may cancel,terminate,or suspend the contract in whole or in part.
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CITY OF ELGIN, ILLINOIS
TAX/COLLUSION/DEBARMENT/PREVAILING WAGE/LEGAL STATUS OF
EMPLOYEES AFFIDAVIT
State of ss.
County of
,being first duly sworn,hereby deposes and states:
(1) That s/he is the of the party
making the foregoing bid.
(2) That the bidder is not barred from contracting with any unit of local government for any reason,
including but not limited to debarment as a result of a violation of 720 Illinois Compiled Statutes,
Section 5/33E-3 or 5/33E-4, as amended.
(3) That no collusion or agreement among other bidders or prospective bidders to bid a fixed price or
otherwise restrain competition by agreement has taken place.
(4) That the bidder is not delinquent in the payment of any tax administered by the Illinois Department
of Revenue unless there is a pending proceeding contesting any such tax.
(5) That the bidder hereby certifies: [check all that apply]
■ bidder has not received any notices of violations of the
Illinois Prevailing Wage Act(820 ILCS 130/0.01 et seq.)
■ in the event any such notice has been received by bidder, a
copy of any such notice is attached hereto.
• in the event that bidder has received such a notice, any
documentation demonstrating the resolution of any such notice is attached hereto.
■ for each such notice received by bidder,the matter has been
resolved as follows:
(6) That the bidder hereby certifies that it shall comply with the provisions of the Prevailing Wage Act
(820 ILCS 130/0.01 et seq.).
(7) That the bidder hereby certifies,represents and warrants that all of bidder's employees and/or agents
who will be providing products and/or services with respect to the subject bid and contract are and
shall be legal residents of the United States,and are and shall be legally authorized to perform any
such applicable work and/or services.
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Signature of Bidder,if an individual:
Signature of Bidder, if a partnership:
Subscribed and sworn to Partner(indicate
General or Limited) before me this day of
, 20__
Signature of Bidder, if a corporation: My commission expires:
President
Secretary
Signature of Bidder, if a limited liability company:
Member or Manager
P:\Legal Dept\fotms\Bid Doc Certification Requirements-PrevailWage Aff-2-21-08.doc
AGREEMENT
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ALLEN ' ), PEPA
A R C H I T E C T S
Detailed Cost Estimate
April 11, 2008
Architectural / Historical Survey of Elgin's Historic District Area
Elgin, IL
Proposed Hourly Rates
a. Principal $120.00/hr.
b. Field Surveyor/ Assistant $ 75.00/hr.
c. Intern / Draftsperson $ 50.00/hr.
Principal Proj. Mgr. Intern
$ $ $
Description of Work 120.00 75.00 50.00 Total
Writing of Executive Summary 3 12
Description of Survey
methodology 4
Current and Historic description
of Survey Area 2 8
Complete list of buildings by
address w/date, style, type,
significance 4 20
Description of context-history of
development of area, history of
buildings, important architects,
builders, owners 3 12
Description of previous surveys 4 4
Gaps, omissions, difficulties,
suggestions 2 4
Bibliography 1 5
Cover 3
Subtotal Hours 23 68 0 91
$ $
Subtotal Fee 2,760.00 5,100.00 $ - $ 7,880.00
inventory of Buildings
Total buildings 697
Time per building 0.25
Total for inventory 174.25
Compile forms and fill out 174.25
Meetings 12
Map of Survey Area-indicating
significant, contributing, non-
contributing 5 12
Tabulations-of acres surveyed,
#of properties,#significant, etc. 5 16
Printing time and printing costs 12
Subtotal.f4ouf^s 10 2:14.25 . 1,8,6.25 410.5
ATTACHMENT B
ALLEN PEPA
A R C H l 'T E C T S
Detailed Cost Estimate
$ $ $
Subtotal Fee 1,200.00 16,068.75 9,312.50 $26,581.25
Total Hours 5015
I Total All Services $34,441.25
Printing Costs $500.00
Total All $ 34,941.25
Additional Services _
Searchable Database $3,000.00
Color Photo Montage $250 Per Block Photo
Travel Costs- None
rn-
June 19, 2008
TO: Mayor and Members of the City Council
FROM: Olufemi Folarin, City Manager /
Jennifer Fritz-Williams, Historic Preservation Specialist
SUBJECT: Elgin Historic District Area Architectural Survey and Inventory Selection of
Consultant—Allen+Pepa Architects Inc.
PURPOSE
The purpose of this memorandum is to provide the Mayor and Members of the City Council with
information to consider the selection of Allen + Pepa Architects Inc. to complete the survey and
inventory of properties in the City's Elgin Historic District area.
RECOMMENDATION
It is recommended that the City Council approve the recommendation of staff and the Elgin
Heritage Commission to enter into an agreement with Allen + Pepa Architects Inc. to complete
the survey and inventory of properties in the City's Elgin Historic District area at a cost of
$35,000.
BACKGROUND
In January of 2008, the Elgin Heritage Commission received a budget allocation to resurvey and
update the information on the Elgin Historic District. The existing survey was completed in
1981 and is not up to the current standards of preservation practice. For example, no individual
inventory sheets exist for each property. These forms are now standard practice and include
important information on the significance of the building overall, date of construction, type of
building, style of architecture, alterations, and remaining significant features. Furthermore, the
existing survey does not reflect over 20 years of preservation efforts in the district leading some
properties to be labeled `non-contributing' that have in fact been restored and contribute to the
character of the district. This survey will also expand the definitions of categorization to include
homes that are currently `altered' but through the assistance of existing City programs would
become `contributing.'
Requests for proposals were publicized in the Daily Herald and the Courier News on February
29, 2008 and posted on the City's website starting at the end of February with a deadline of April
11, 2008. Ten complete proposals were received by the deadline.
The Elgin Heritage Commission and the City's Historic Preservation Specialist reviewed and
ranked the proposals based on the criteria for selection of firms as outlined in the Request for
Elgin Historic District Area Survey and Inventory
June 19, 2008
Page 2
Proposals. The criteria were Experience (0-20), Examples (0-20), Scope of Services (0-40), and
Familiarity with Local Resources (0-20). The ranking of the firms were as follows:
Firm Points Scored
1. Allen+Pepa Architects 84
2. Granacki Historic Consultants 79
3. Jean Guarino-Clark 75
4. WJE 70
5. The Office of Michael Dixon 60
6. Bauer-Latoza Studio 60
7. Landmark Engineering Group 55
8. Altusworks 50
9. SCI Engineering 45
10. AKRF 45
The selection of Allen + Pepa Architects Inc was based on their thorough response to the scope
of services required by the proposal, examples of other local surveys completed, and their
familiarity with local resources.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
The contract with Allen + Pepa Architects would total $35,000. Funding is budgeted ($35,000)
and available ($35,000) in the General Fund, account number 010-0902-709.80-04, "Elgin
Heritage Commission,"project number 039732 to enter into this contract.
LEGAL IMPACT
The City of Elgin will need to enter into an agreement with Allen+ Pepa Architects.
Elgin Historic District Area Survey and Inventory
June 19, 2008
Page 3
ALTERNATIVES
1. The City Council may choose to approve the recommendation of staff and the Elgin
Heritage Commission to enter into an agreement with Allen + Pepa Architects Inc. to
complete the survey and inventory of properties in the City's Elgin Historic District at a
cost of$35,000.
2. The City Council may choose to reject recommendation of staff and the Elgin Heritage
Commission to select Allen + Pepa Architects Inc. to survey the Elgin Historic District
area.
Respectfully Submitted for Council consideration.
JFW
Attachments