Submitted By
Tammie Grossman, Development Customer Services Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Professional Services Agreement with Wight & Company for Fiscal Year 2019 and an Option to Renew for Two Additional One Year Terms for Architectural Design Review Services in an Amount Not to Exceed $40,000 Each Year and Authorizing its Execution
End
Overview
Overview
The Village has previously contracted with Wight and Company for architectural design consultation associated with Planned Development applications and applicable building permit applications. The Village’s Development Customer Services department recently issued a Request for Proposal for professional services for fiscal year 2019 plus two renewable years. The Village received two (2) responses.
Body
Staff Recommendation
Approve the Resolution and Professional Services Agreement with Wight and Company.
Fiscal Impact
For fiscal year 2019, in Account No. 1001 46202 101 530667 the Village staff has requested a budget in a not-to-exceed amount of $40,000 for an Architectural Design Consultant to perform architectural design reviews associated with Planned Development applications and building permit applications as dictated within the Zoning Ordinance.
In fiscal year 2018, the Village budgeted $25,000. In October 2018 staff requested an increase to $40,000 due to an unexpected increase in development activities. It is also anticipated that building permit reviews will increase in 2019 provided single-family dwelling design regulations are adopted into the Zoning Ordinance. Wight has provided three fee levels based on positions of key personnel held within their firm. The lowest rate of review is $125/hr. This is intended for only Zoning Ordinance building permit reviews. Included is a RFP response form with fee information for both respondents.
Background
The Village first engaged the firm of Lohan Anderson (later consolidated with Wight and Company) for pre-planned development architectural design review of the Vantage building located at the northeast corner of Lake Street and Forest Avenue. Their services were later contracted by the Village on a case by case basis for planned developments starting in July 2015. A professional services agreement was approved by the Village Board for each fiscal year 2016, 2017 and 2018.
Design standards were introduced as part of the 2017 Zoning Ordinance revision process. These design standards apply to new non-residential construction and mixed use developments, multiple family developments of three units or more, substantial enlargements of non-residential, mixed use and multiple family dwellings and planned developments. Presently, the Plan Commission is recommending including new single family homes and additions to this review process, based on a request for review by the Village Board.
At the September 5, 2017 Village Board meeting, the Village Board discussed the following related to design reviews within the draft Zoning Ordinance, 1. whether or not the design standards should be expanded to include single family residence additions (this matter was remanded to the Plan Commission and has been recommended for approval); and 2. whether or not a single entity is sufficient to conduct design reviews. The Plan Commission Chair indicated during this discussion that an independent architectural consultant review is very helpful in formulating their recommendation. The Village Board agreed to codify the architectural design review process for planned developments as proposed. At their September 18, 2017, the Village Board adopted the revised Zoning Ordinance which included the architectural review process as previously presented. The draft design standard regulations for single family homes are now available for Board consideration.
The 2018 Professional Services Agreement with Wight and Company ends on December 31, 2018. On October 12, 2018, staff posted a Request for Proposal (RFP) for an architectural design consultant for fiscal year 2019. On October 29, 2018, the RFP posting received two (2) responses; Wight & Company and Safebuilt. A review group consisting of the Village Planner, Zoning Administrator and Building Code Official/Permit Processing Manager reviewed the proposals and confirmed their recommendation with the Director of Development Customer Service. Wight and Company was selected based on several factors:
1. Description of the firm, its discipline capabilities, participating architects, and staff availability.
2. Qualifications and position with the firm of those individuals who will be assigned to the project.
3. Demonstration that they have sufficient and qualified staff to carry out the task(s).
4. Experience with similar projects.
5. A proposal describing their approach in response to the draft scope of services, and
fee schedule.
6. Familiar with the Village as two of the principal reviewing architects live in the Village.
7. Familiar with Village processes. The two lowest bidders did not have experience designing or reviewing large scale in fill development.
8. Local and international reputation.
9. Can work within budget constraints.
10. Staff availability.
Alternatives
The Village Board can approve the Agreement as written, ask for further negotiation points, select an alternate firm, or deny the contract.
Previous Board Action
February 1, 2016, the Village Board approved a Professional Services Agreement in an amount not to exceed $25,000.
January 17, 2017, the Village Board approved a Professional Services Agreement in an amount not to exceed $25,000.
September 5, 2017 the Village Board discussed and agreed that proposed language establishing a process for an architectural design consultant be codified in the Zoning Ordinance.
September 18, 2017 the Village Board adopted the revised Zoning Ordinance.
December 11, 2017 the Village Board approved a budgeted amount for fiscal year 2018 for an Architectural Design Consultant.
April 16, 2018, the Village Board approved a Professional Services Agreement in an amount not to exceed $25,000.
October 15, 2018, the Village Board approved an amendment to the Professional Services Agreement increasing the not to exceed amount to $40,000.
December 3, 2018, the 2019 Village budget proposes a not to exceed amount of $40,000 for this agreement.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
N/A.
Intergovernmental Cooperation Opportunities
Architectural design matters are unique to Village government within the corporate limits of Oak Park and therefore, intergovernmental cooperation opportunities do not exist.
Performance Management (MAP) Alignment
A Governance Priority established for the Development Customer Services Department -Economic Development.