Submitted By
Emily A. Egan, Development Services Director
Reviewed By
Ahmad M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Authorizing a Professional Services Agreement with Wight & Company for Architectural Design Review Services for Fiscal Year 2025 and an Option to Renew for Two Additional One-Year Terms in an Amount Not to Exceed $35,000.00 Annually.
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Overview
Overview
The Development Services Department issued a Request for Proposals for professional services for fiscal year 2025 which includes two renewable one-year terms. The Village Board approved a Professional Services Agreement in 2019 and again in 2021 with a two-year renewal provision that ends this year 2024. The attached agreement is for a new professional services agreement for 2025 with two one-year renewal options. These services are for architectural design consultation associated with Planned Development applications and applicable building permit applications.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Village first engaged the firm of Lohan Anderson (later consolidated with Wight and Company) for a 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 fiscal years 2016, 2017, and 2018.
Design standards were introduced as part of the 2017 Zoning Ordinance revision process. At that time, the design standards applied 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. Subsequent to that, the Plan Commission reviewed and the Village Board approved new single-family home design standards in February 2019, based on a request for review by the Village Board.
The current Professional Services Agreement with Wight and Company ends on December 31, 2024. On September 24, 2024, staff posted a Request for Proposal (RFP) for an architectural design consultant for fiscal year 2025. On October 21, 2024, the RFP posting received one (1) response; Wight & Company. See the attached Request for Proposal response, in particular page 34 for their fee schedule. Wight and Company remains the appropriate consultant due to the following:
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. Demonstrate 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.
Fiscal Impact
The General Fund FY 2025 account # 1001 46202 101 530667 (External Support) is budgeted for $35,000.
DEI Impact
Using an outside architectural design review process provides an independent professional perspective to supplement staff considerations.
Alternatives
1. Alternative 1: Do not approve the resolution and do not execute the agreement.
a. This would leave the Village without an architectural review consultant for major development projects and confirming adherence to Zoning Ordinance regulations for housing development.
b. Architectural design reviews would be reliant on Village staff which could increase the review time for such projects mentioned above.
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 the 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.
On 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.
On October 15, 2018, the Village Board approved an amendment to the Professional Services Agreement increasing the not to exceed amount from $25,000 to $40,000.
December 10, 2018, the Village Board approved the Professional Services Agreement for fiscal year 2019 with a 2-year renewal option. The 2019 Village budget was a not-to-exceed amount of $40,000.
On January 28, 2019, the Village Board approved the inclusion of Single-Family Home Design Standards in the Zoning Ordinance.
September 3, 2019, the Village Board approved modifications to the Single-Family Home Design Standards in the Zoning Ordinance.
On December 2, 2019, the Village Board approved the first renewal year of the agreement. The 2020 Village budget was a not-to-exceed amount of $40,000.
On December 7, 2020, the Village Board approved the second renewal year of the agreement. The 2021 Village budget was a not-to-exceed amount of $35,000.
December 6, 2021, approved the Professional Services Agreement for fiscal year 2022 with a two-year renewal option. The 2022 Village budget was a not-to-exceed amount of $35,000.
December 5, 2002, the Village Board approved the first renewal year of the agreement. The 2023 Village budget was a not-to-exceed amount of $35,000.
On December 4, 2023, the Village Board approved the second renewal year of the agreement. The 2024 Village budget was a not-to-exceed amount of $35,000.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
Renewal for the 2026 fiscal year.
Intergovernmental Cooperation Opportunities
Architectural design matters are unique to the Village government within the corporate limits of Oak Park and therefore, intergovernmental cooperation opportunities do not exist.