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A Resolution Approving a Retail Lease Agreement for a Construction Field Office at 104 North Oak Park Avenue for the Oak Park Avenue Streetscape Project in an Amount not to Exceed $28,500 and Authorizing its Execution
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Introduction
overview
A construction field office is needed in order to have a space for the Village’s consultant to use when managing the upcoming Oak Park Avenue Streetscape project. For these types of large projects, providing a field office is typically done by the project’s contractor as a pay item. The Engineering Division found office space within the Hemingway District, which will be the most convenient and allow for hosting meetings with businesses during the project. By the Engineering Division finding and leasing this field office instead of using the construction contract pay item, the Village will be saving approximately $2,000 per month, or approximately $38,000, over the 19-month term of the lease.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior actions:
• At the Village Board meeting on November 11, 2025, the Village Board approved a Contract with A Lamp Concrete Contractors, Inc. for Project 25-20, Oak Park Avenue Streetscape Improvements in an amount not to exceed $18,464,984 (RES 25-301)
• At the Village Board meeting on October 14, 2025, the Village Board approved the purchase of temporary and permanent sidewalk easements on Oak Park Avenue (RES 25-268)
• At the Village Board meeting on August 5, 2025, the Village Board had a presentation and discussion on the Oak Park Avenue Streetscape Project and directed staff to revise the sidewalk paving materials from bluestone to pavers (ID 25-467)
• At the Village Board meeting on February 18, 2025, the Village Board authorized the Rejection of all Bids for Project 25-20, Oak Park Avenue Streetscape Improvements (RES 25-138)
• At the Village Board meeting on December 3, 2024, the Village Board approved a Task Order for Professional Engineering Services with TranSystems Corporation for Construction Engineering for the Oak Park Avenue Streetscape Project, in an Amount Not to Exceed $1,522,388. (RES. 24-385)
• At the Village Board meeting on December 3, 2024, the Village Board approved an Amendment to the Professional Services Agreement with Terra Engineering, Ltd. for the Design of the Oak Park Avenue Streetscape and Utility Projects to Change the not to Exceed Amount from $998,577 to $1,121,790. (RES 24-377)
• At the Village Board meeting on August 27, 2024, the Village Board approved an Independent Contractor Agreement with J. Graham, LLC. for the Viaduct Art Installation, in an amount not to exceed $235,000. (RES 24-268)
• At the Village Board meeting on July 30, 2024, the Village Board approved an Independent Contractor Agreement with Ray King Studio, Ltd. for the Flame Beacon Art Installation, in an amount not to exceed $154,250. (RES 24-267)
• At the Village Board meeting on June 11, 2024, the Village Board approved a Motion to Concur with the Recommendation of the Oak Park Area Arts Council to Enter an Independent Contractor Agreement with Ray King Studio, Ltd. for a Flame Beacon Art Installation at the Southeast Corner of South Boulevard and Oak Park Avenue. (MOT 24-180)
• At the Village Board meeting on June 11, 2024, the Village Board approved a Motion to Concur with the Recommendation of the Oak Park Area Arts Council to Enter an Independent Contractor Agreement with Graham Carraway for a Viaduct Art Installation Under the Viaduct Between North Boulevard and South Boulevard. (MOT 24-181)
• At the Village Board meeting on December 4, 2023, the Village Board approved a Professional Services Agreement with Terra Engineering, Ltd. for the Design of the Oak Park Avenue Streetscape and Utility Projects, in an amount not to exceed $998,577. (RES 23-322)
• At the Village Board meeting on October 23, 2023, the Village Board had a presentation and discussion of the Oak Park Avenue Streetscape Project and the Oak Park Avenue Streetscape Steering Committee’s Recommended Conceptual Design and Alternatives. (ID 23-467)
• At the Village Board meeting on September 5, 2023, the Village Board approved a Second Amendment to the Professional Services Agreement with Terra Engineering, Ltd. for the Design of the Oak Park Avenue Resurfacing, Utility, and Streetscape Projects to change the not-to-exceed amount from $1,010,958 to $1,214,548. (RES 23-273)
• At the Village Board meeting on March 6, 2023, the Village Board approved a Resolution Creating a Steering Committee for the Oak Park Avenue Streetscape Project and a Motion to Approve the Appointment of Members to the Steering Committee. (RES 23-57
Background
A construction field office is needed to have a space for the Village’s consultant to use when managing the upcoming Oak Park Avenue Streetscape project. The Engineering Division looked at properties in the Hemingway District that would work for a field office and the vacant office space on the second floor at the U.S. Bank Building at 104 N. Oak Park Avenue was the best fit as far as the size of the space (712 square feet), its location within the construction project, and that the space could be used to host meetings with businesses during the project.
Providing a field office is typically done by the construction contractor as a pay item for these types of projects. The Village included a pay item for the contractor to bid, and the contractor bid a unit price of $3,500 per month for this pay item. The Village was able to negotiate a reasonable rent of $1,500 per month for a 19-month term starting December 1, 2025, and ending on June 30, 2027. The total amount of the lease is $28,500. By the Engineering Division finding and leasing this field office instead of using the construction contract pay item, the Village will be saving approximately $2,000 per month (minus costs for phone and internet, which will be paid separately) or approximately $38,000.
Timing Considerations
Adoption of the Resolution at this time will allow for the consultant to start using the space in December to get ready for the construction project which is scheduled to start in January.
Budget Impact
There are available funds for this lease in the FY25 and FY26 Budget in the Capital Improvement Fund, Public Works - Engineering, Streetscaping account no. 3095.43780.101.570959.
Staffing Impact
“There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
By having this field office within the Hemingway District, there will be better opportunity to have meetings with the impacted businesses and stakeholders for the project.
Updates on the project will be provided to people who subscribe for updates on the project’s website at www.RenewtheAvenue.com <http://www.RenewtheAvenue.com>
Staff Recommendation
Adopt the Resolution, which will allow for the field office to be leased in a timely fashion and save the Village money.
Advantages:
• This action will result in cost savings
Disadvantages:
• There are no disadvantages to this action.
Alternatives
Alternative 1:
The Board can delay to gain additional information.
Advantages:
• The Board can be presented with the requested information.
Disadvantages:
• Delays will prevent the consultant from using this space and having an office in January while the project is actively occurring.
Alternative 2:
The Board can vote down the item.
Advantages:
• There are no advantages to this action.
Disadvantages:
• Increased cost and lack of control over the location of the field office.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Bill McKenna, Assistant Public Works Director/Village Engineer
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Lease