Submitted By
Rob Sproule, Public Works Director
Reviewed By
Erin E. Baynes, Assistant to the Village Manager
Agenda Item Title
Title
A Resolution Approving an Amendment to the Professional Services Agreement with Johnson Lasky Kindelin Architects, Inc. for Historic Preservation Architectural Services for Additional Conceptual Solutions for Village Facilities to Change the Not to Exceed Amount from $45,000 to $265,000 and Authorizing its Execution
End
Overview
Overview
The Village Board, Facility Review Committee, and Village staff have identified priority goals for the Police Station Improvement Project through the Space Needs Assessment, the Historic Preservation Evaluation process and facilitated Board discussion. Following feedback received from the Village Board in late May, Village staff would like to further develop the renovation (Option 3) and redevelopment (Option 4) schemes with the assistance of JLK and FGM Architects to determine the feasibility of a $100M budgetary constraint while taking into consideration the Village Board’s goals and priorities.
End
Recommendation
Recommendation
Adopt the Resolution.
Background
In July 2023, the Village Board approved a motion to advance Option 4 of the Police Station Improvement Project, a conceptual design that proposed rebuilding the current Village Hall campus with a new Village Civic Center, to schematic design with FGM Architects (MOT 23-67). Historically, four options were explored as part of the Space Needs Assessment; however, following feedback from the Village Board in May 2024, Option 1 and Option 2 are no longer under consideration. The remaining two options, Option 3 and Option 4, their advantages and disadvantages, and high-level, conceptual cost estimates are provided below.
Option 3: Build a new Police Station and renovate the Village Hall facility to meet the current and potential future service needs of the Village including, but potentially not limited to, current Village Hall services and facility parking needs. $132.0-138.3 million
• Cost not identified
• Limited options
• Current cost estimate and design addresses parking issues at Village Hall
• May require remote parking for Police Officer vehicles
• Addresses facility issues at the current Village Hall
• The current architecture and design of the building significantly limit the ability to renovate the facility to meet the Village Board's goals of sustainability, equity, and accessibility.
• Significant renovations to the facility to address building inadequacies will potentially compromise the architecture of the building and come at a premium cost based on the building design and condition.
• Decentralization of Village services
• Addresses Police space needs
• Addresses Village Hall space needs
Option 4: Redevelopment of 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. $139.4- 144.7 million
• Addresses facility parking needs
• Opportunity to more directly engage Madison St. (commercial space development)
• Addresses Police space needs
• Addresses Village Hall space needs
• Best opportunity to address sustainability, ADA, and equity goals
• Maintains existing greenspace with the best potential to increase.
• Requires temporary relocation of Village services (costs not included in estimate)
As part of a facilitated discussion in May 2024, the Village Board expressed concerns regarding the lack of detail provided in the conceptual cost estimates presented by both JLK and FGM Architects as part of their studies. The Village Board would like to balance meeting their goals against their associated costs. In an effort to address this concern, Village staff would like to work with JLK and FGM Architects to further refine the Facility Review Committee renovation (Option 3) and redevelopment (Option 4) schemes to flush out details as they pertain to costs. In this study, JLK Architects will work as the primary firm and FGM Architects will assist them as the sub-consultant. Village staff believed it was important to work with both architectural firms due to JLK’s ability to lend expertise in historic preservation and referential design elements for new construction and FGM’s familiarity with the Village’s space needs and expertise in police station design and modernizing safety and security features.
Utilizing a $100 million budgetary constraint in both the renovation (Option 3) and redevelopment (Option 4) schemes, JLK and FGM Architects will take the feedback that they have received from the Village Board, Facility Review Committee, and Village staff to expand upon important aspects of the Police Department and Village Hall facilities. In addition to refined construction costs, the firms and staff will also work to provide honed estimates of soft costs (furniture, fees, contingencies, etc.), multiple iterations of important spaces (council chambers, entrance, etc.) and their additional costs, and costs associated with additional parking. During this time, staff will also work to evaluate relocation impacts and costs for staff and village services during a potential construction of either project.
Fiscal Impact
There are sufficient unencumbered funds in the Building Improvement Fund Account Number: 3012-43790-101-540673 allocated for the “Police Department - Construction of a Replacement Station: Design” capital improvement project to cover this proposed cost. An additional $7,000 was added to the Amendment beyond the proposal scope to cover any additional unforeseen costs associated with the development of the schemes. Per the proposal, these items would be billed at current hourly rates.
DEI Impact
N/A
Alternatives
Alternative #1 - In July 2023, the Village Board approved a motion to advance the Police Station Improvement Project Option 4, a conceptual design option that proposed rebuilding the current Village Hall Campus with a new Village Civic Center, to schematic design with FGM Architects (MOT 23-67). The Village Board can advance the project based on the existing Village Board direction and amend the Architectural Services Agreement with FGM Architects to accommodate the schematic design.
Alternative #2 - The Village Board can select one of the original four options presented by FGM Architects as part of the Space Needs Assessment and direct Village staff to solicit qualifications from architectural firms for the planning and design engineering of that option.
Alternative #3 - The Village Board can provide direction to pause the project indefinitely.
Previous Board Action
On May 28, 2024, Steve Ludwig of Ludwig Speaks facilitated a discussion with the Village Board to affirm their priorities as they relate to the Police Station Improvement Project to ensure that future Village Board actions align with their values (ID 24-287).
On April 9, 2024, the Facility Review Committee with the support of Johnson Lasky Kindelin Architects, Inc. provided a presentation to the Board on the feasibility of renovating Village Hall to meet the needs of modern governance for the Village while maintaining its historic integrity (ID 24-200).
On October 30, 2023, the Village Board approved a Professional Services Agreement with Johnson Lasky Kindelin Architects, Inc. for historic preservation architectural services (RES 23-298). The Village Board also approved a resolution creating a Facility Review Committee for the Oak Park Village Hall Facility Renovation Evaluation Project and appointed its members (RES 23-309).
On July 31, 2023, the Village Board approved an amendment to the Professional Services Agreement with FGM Architects, Inc. for additional conceptual solutions for Village facilities (RES 23-239). The Village Board also directed staff to engage a separate architectural firm with experience in historic preservation to evaluate the viability and cost of renovating the Village Hall facility to meet the goals of the Village.
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 (MOT 23-67).
On April 24, 2023, the Village Board approved an amendment to the Professional Services Agreement with FGM Architects, Inc. for additional conceptual design options for the Police Station Improvement Project (RES 23-138). At this meeting, the Village Board also approved a task order for Professional Engineering Services with Cordogan Clark & Associates, Inc. to conduct condition assessments and complete energy audits for Village Hall (RES 23-132).
On February 18, 2020, the Village Board approved an Agreement with FGM Architects, Inc. for Architectural and Engineering Schematic Design Services for the Oak Park Police Department in an Amount Not to Exceed $322,600 (RES 20-093).
On November 19, 2018, the Village Board approved an Agreement with FGM Architects, Inc. for a Space Needs Assessment for the Oak Park Police Department in an Amount Not to Exceed $53,680 (RES 18-1050).
On January 22, 2013, the Village Board approved the Historic Preservation Commission’s 2013 Work Plan allowing the Historic Preservation Commission to pursue listing the Oak Park Village Hall building on the National Register of Historic Places. The application was accepted and the building was listed on August 25, 2014.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
In December 2024, Village Staff, JLK, and FGM Architects will present the Village Board with the refined renovation and redevelopment iterations along with their associated cost estimates.
Intergovernmental Cooperation Opportunities
N/A