Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving a Second Amendment to the Professional Services Agreement with FGM Architects Inc. for Professional Architectural Services for Additional Conceptual Solutions for Village Facilities to Change the Not to Exceed Amount from $36,000 to $50,000 and Authorizing its Execution
End
Overview
Overview
FGM Architects, Inc. is currently under contract to provide professional architectural services connected with Village facilities. Staff is requesting to amend the agreement with FGM Architects, Inc. to increase the not to exceed amount by $14,000.00 to further evaluate the existing conditions of the Village Hall Facility and work with an independent architectural firm with experience in historic preservation, not yet selected, to evaluate the feasibility and cost to renovate the existing building and to address issues and service needed for Village Hall services, while preserving its historic character.
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Recommendation
Recommendation
Adopt the Resolution.
Background
On July 5, 2023, the Village Board approved a motion to advance the Police Station Improvement Project Option 4 (Rebuild the current Village Hall Campus with a new Village Civic Center that meets the current and potential future service needs of the Village including, but potentially not limited to, current Village Hall services and Public Safety and facility parking needs) to schematic design. The Board gave direction that the schematic design process should include public engagement as part of the development process.
Since the Board meeting on July 5th, the Village Board and staff have received public feedback related to statements made by staff and the consultant regarding the existing Village Hall facility, its condition, potential for renovation and estimated costs.
Staff recommends engaging FGM Architects to further evaluate the condition of the existing Village Hall Building and renovation needs. FGM Architects will make recommendations to address necessary improvements with the facility and meet the outlined goals of the renovation study project, while taking into consideration the historical nature of the building. The project goals include:
• Meeting current building codes, including addressing life safety issues.
• Meeting current accessibility codes, including Illinois Accessibility Code and Americans with Disabilities Act.
• Meeting or exceeding the Illinois Energy Conservation Code
• Addressing safety and security issues for the building and site
• Making the existing building function as a modern Village Hall, including addressing space, noise, and lack of support facilities issues.
Staff is requesting to amend the existing professional services agreement by increasing the no to exceed amount by $14,000.00, for a total not to exceed amount of $50,000.00 for further evaluation of the cost and feasibility of renovating the existing Village Hall facility to meet the needs of the Village residents and staff.
In addition to this evaluation and report by FGM Architects, staff will engage a separate architectural firm with experience in historic preservation, through an RFQ process, to evaluate the viability and cost of renovating the Village Hall facility to meet the goals of the Village and the needs outlined in the report prepared by FGM Architects, while maintaining the historic integrity of the existing building.
These studies and reports will help inform the Board and Public and facilitate informed conversation on the most appropriate path forward for the Police Station Improvement Project. The Village Board will be presented this information at a future meeting along with proposed next steps to continue to advance this project.
Fiscal Impact
There are sufficient unencumbered funds in the Building Improvement Fund, currently allocated for the Police Department - Construction of a Replacement Station project, within account number 3012-43790-101-540673, to cover these additional expenses.
DEI Impact
N/A.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
On July 5, 2023, The Village Board approved a motion to advance the Police Station Improvement Project Option 4 (Rebuild the current Village Hall Campus with a new Village Civic Center that meets the current and potential future service needs of the Village including, but potentially not limited to, current Village Hall services and Public Safety and facility parking needs) to schematic design.
The Village Board approved funding for design and engineering costs for the Police Station Improvement project as part of the Fiscal Year 2023 Building Improvement Fund.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
Staff will work with the consultants to prepare a report and presentation on the feasibility of renovating the current Village Hall facility to address life safety and accessibility issues, and meet current codes and address the needs of modern governance.
Intergovernmental Cooperation Opportunities
N/A.