Submitted By
Cara Pavlicek, Village Manager
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Professional Services Agreement with FGM Architects, Inc., for a Space Needs Assessment for the Oak Park Police Department in an Amount Not to Exceed $53,680 and Authorizing its Execution
End
Overview
Overview
The Village issued a Request for Proposals in August of 2018 for the services for a space needs assessment for the Oak Park Police Department located on the lower level of Village Hall at 123 Madison Street in Oak Park. The Village received ten (10) responses. The purpose of a space needs assessment is to conduct a systematic study the Oak Park Police Department’s existing Police Facility for the purpose of determining if the design and size of the structure meet the needs of the Oak Park Police Department and provide recommendations for renovation with an alternate recommendation for replacement so that the Village can evaluate operation and financial impact of both recommendations.
Body
Staff Recommendation
Approve the Resolution and Professional Services Agreement with FGM, Inc.
Fiscal Impact
The FY18 Adopted Capital Fund Budget included $200,000 in Account No. 3012-43790-101-540673 for a space needs assessment.
The FY19 recommended CIP alternatively eliminates the 2018 appropriation for a Space Needs Assessment and alternatively requests $125,000 in FY19. The FY19 funding recommended is for the Space Needs Assessment and additional professional services in late 2019, subject to future Village Board direction following receipt and review of the Space Needs Assessment.
Background
An RFP was issued on August 1, 2018 and sealed proposals were received thru September 6, 2018 at 3 p.m. The Village received ten responses and a summary list of the respondents is attached. All RFPs were reviewed by an internal team consisting of Village Manager Pavlicek, Deputy Village Manager Shelley, Public Works Director Wielebnicki, Interim Police Chief Reynolds, Interim Commander Jacobsen and Police Budget and Revenue Analyst Murphy. Four firms were invited to make presentations and discuss their qualifications. Based upon those interviews, the internal team recommended FGM in part due to their responsiveness to RFP in regards to the ability to perform the scope of required services, their qualifications (experience and relevant knowledge, and their interview which detailed experience with similar communities on public safety projects as well as their understanding of the Oak Park space needs assessment scope of services.
As noted above, the Oak Park Police Department is headquartered in the lower level of Village Hall at 123 Madison Street in Oak Park.
Village Hall was originally constructed in 1975. It consists of three floors with a total approximate square footage of 74,000. At any given time, there has been between 130 and 160 total employees at Village Hall during working hours. During evening/overnight hours there are approximately 45 employees scheduled to work. Presently, there are approximately 140 Village Hall employees on a daily basis. When Village Hall was originally conceived, Village officials contemplated that the area on the extreme south end of the site could be used a future building site to house various community agencies or units of local government. Off-street parking for Village Hall and the Police Department is contiguous to the south. The parking lot is roughly 275 feet wide by 210 long for a total of 57,750 sq. ft.
Using quantitative and qualitative methodologies it is recommended that the Village enter into a Professional Services Agreement with FGM to identify needs, or gaps, between the Police Department’s current building condition and the users desired conditions or wants. The Village will use the assessment as a planning mechanism for developing or re-purposing the outdated facility into a building that supports the Police Department’s organization’s mission and objectives. The components of the assessment shall include current site evaluation, facility condition analysis, programming, and conceptual budgeting for project and construction costs. A comprehensive, thorough process is required so that a credible projection of space needs for current and future uses can be identified.
The final product shall be a comprehensive report that includes an executive summary, analysis of the existing facility and overall facility space needs. The project will also include analysis of the current Police Department in order to provide both a Renovation Analysis with an alternative of a Replacement Analysis which is to be presented in a format and language that is “user-friendly” and accessible to the general public to allow for the Village Board to discuss and evaluate the pros and cons between the option of Renovation and Replacement.
Alternatives
The Village Board can defer action and seek additional information.
Previous Board Action
N/A.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
N/A.
Intergovernmental Cooperation Opportunities
N/A.
Performance Management (MAP) Alignment
N/A.