Title
Franklin Loebe Center Renovation - Architecture Services
History
BACKGROUND
In 2008, the Village conducted a Space Needs Assessment completed by Gilfillan Callahan Nelson Architects (now Studio GCN) that focused on the efficient use of some Village-owned facilities. The study determined there were significant inefficiencies that the Village faces in the Parks/Facilities and Recreation operations due to the facility and space limitations. A discussion of the future long-term goals for Village facilities determined utilization and the next steps in completing facility projects.
In summary, the completed Space Needs;
• documented the present operation and facilities (including a clear understanding of the building types and physical characteristics of each space)
• defined the current and future activities of the Recreation and Parks/Facilities Departments meeting with key stakeholders
• identified activity relationships to see where efficiencies could be maximized
• determined square footage requirements for programming, office, work space, etc.
• inventoried square footage requirements for equipment and vehicles
• modeled the existing plan layouts and provided recommendations for future plan layout
Since the study, several phases of recommendations were adopted by the Village Board and have already been completed. The first phase of renovation in the facility located at 14600 Ravinia - Recreation Administration - has been completed. The required exterior repairs and the upper level of the interior were completed with a build-out of the south wing by the tenant, Recording for the Blind & Dyslexic (now called Learning Ally), and the remainder by Village staff using Parks and Building Maintenance skilled staff to save the Village significant cost.
14600 Ravinia (former Police Station)
Phase I - Renovation of the Exterior - COMPLETED FY2010 Project Budget: $ 518,093
Actual Final Exterior Rehab Project Expenditure: $333,605
Additional Expense: Security System for building $22,362
Remaining Funds - rolled-over to FY11 for Phase II $ 162,125 (see below)
Phase II - Renovation of the Interior - COMPLETED Winter 2010/11
• The Recording for the Blind and Dyslexic - (¾ south side of upper level)
Renovation work was fully provided and funded by the RFBD.
• Renovation of the offices, bathrooms, hallway, lobby and exterior landscaping
Completed largely in-house with remaining funds from prior work. $100,912
(north side of upper level and ¼ of south side of upper level)
Security alarms and swipe cards $ 27,475
New fire alarm panel to serve the entire facility $ 8,868
Window replacement on the south side of the building $ 21,670
Facility signage $ 3,200
The lower level of the Recreation Administration facility (14600 Ravinia) includes concrete-block walls and a great deal of unnecessary plumbing associated with the former use as jail cells. Reconfiguration of this area will be more labor intensive and thus more expensive to renovate. The Space Needs Plan also suggests an option to create a new enhanced public entryway on the south side of the building and cross-connection of the parking lots thus creating a more connected campus feel. Cross-connection of the parking lot was also completed this year to further that connection. The Space Needs plan recommends that the Recreation registration group be re-located to a portion of the lower level at a new south-facing entrance. The ESDA group also plans to relocate to half of the north side of the lower level. Details on the lower level are still to be determined. The renovation of the lower level is tentatively programmed for FY2013.
FOR DISCUSSION
FY2012 - Franklin Loebe Center - 14650 Ravinia Avenue
Renovation of the interior space. As you may recall, the Space Needs Study recommended consolidation of the pre-school program into the FLC facility. The Board confirmed that desire when the move to relocate Recreation Administration to make room for additional classrooms at FLC was approved last year.
During the 2012 budget planning process, staff recommended scaling back the plans identified in the Space Needs to include the additional classroom space to accommodate the entire Preschool Program, but to keep as much within the existing footprint of this facility as possible. Besides the classes currently held at the Robert Davidson Center, the programming and storage currently at the Old Village Hall would also be relocated to FLC.
Parks and Building Maintenance Director, Frank Stec, has indicated that his staff will work to renovate the interior classroom space during the winter months when possible and during inclement weather days in the early part of the year. The budget recommendation also included the study's reconfiguring of the entrance to the FLC building to create a small lobby entrance. With the increased number of patrons, this additional space will allow for a more appropriate access point.
The item before you recommends the additional work required by Studio GC to review the pre-school operation needs including parking and entryways and to prepare required construction drawings for the renovation and lobby addition. The addition work will be bid out to a contractor early next year. The proposal for additional architectural services is attached. Staff is requesting to waive the Bid process for these professional services because the architect has completed all of the prior work on the village's Space Needs Analysis project and already has the building plans and measurements, which will provide for cost savings and efficiencies.
On December 5, 2011, this item was reviewed and approved by the Parks & Recreation Committee and referred to the Board for approval.
Financial Impact
$13,125 plus appropriate reimbursables have been budgeted in the FY12 budget.
Recommended Action/Motion
I move to approve to waive the Bid process for the Franklin Loebe Center renovation architecture services
and
I move to approve a contract with Studio GC in the amount of $13,125 plus reimbursables to prepare revise the existing plan for the Franklin Loebe Center located at 14650 Ravinia Avenue renovation and to prepare basic construction plans for the same.