R-1542 - 03/08/2016 - POLICE DEPT. - Resolutions Supporting Documents ITEM 6.C.2)
BOARD OF TRUSTEES MEETING
VILLAGE of SAMUEL E. DEAN BOARD ROOM
OAK BR , K , BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 8, 2016
SUBJECT: Police Facility Special Task Engagement Letter
FROM: James R. Kruger Jr., Chief of Police
BUDGET SOURCE/BUDGET IMPACT: 421-90400/$20,000
RECOMMENDED MOTION: I move that the Village Board approve Resolution 2016-
PD-RNVTN-PRJT-AG-R-1542 authorizing the Village Manager to sign the letter of
engagement with Williams Architects.
Background/History:
As part of the agreement the Village Board approved on January 12, 2016 to proceed
with the construction documents and plans for the police facility safety enhancements,
there were certain special tasks that fell outside the architectural fees that are standard
practice with all firms. During the negotiation process those fees were listed separately in
the agreement as they would be for any firm the Village had chosen. Williams has
requested that we execute a letter of agreement on three of the four fees listed, detention
hardware and security, landscape, and civil engineering. The fourth fee is for cost
estimating that we are planning to engage a third party construction manager to
coordinate this project with the Kluber electrical project so that the Village has another
layer of protection and that the projects are appropriately coordinated, rather than have
Williams perform that task. These fees are not due at this time and are part of the design
process that will be completed later this year.
Recommendation:
Staff recommends that the Village Board Approve Resolution 2016-PD-RNVTN-PRJT-
AG-R-1542 authorizing the Village Manager to sign the special task engagement letter
with Williams Architects.
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MWILLIAMS
ARCHITECTS
ArtrhiteCtuMO ( Planning Acluatic, Irituriors
11 February 2016
James Kruger
Police Chief
Oak Brook Police Department
1200 Oak Brook Road
Oak Brook, IL 60523
Re: Oak Brook Police
Detention Zone Renovation &Addition
Project No.: 2015-055
Dear Jim:
Per the Contract Between The Village of Oak Brook and Williams Associates Architects, Ltd. written
authorization is required to approve"Special Tasks"services. We are seeking Village Approval to secure
the following Special Tasks as indicated in Attachment A item 9 of the Contract:
Task Not to Exceed Cost
1. Detention hardware and security design $ 9,000.00
2. Landscape Architecture of the berm area affected
by the addition $ 3,000.00
3. Civil Engineering to rework the grades and parking
lot in the lower level patrol parking zone $ 8,000.00
Your signature below authorizes Williams Architects to commence with these services. Invoices will
identify such services with an individual task number.
Village of Oak Brook Authorized Representative Date
Printed Name and Title Authorized Representative
Thank you for the opportunity to expand our services to the Village of Oak Brook.
Sincerely,
Scott E. Lange, AIA, LEED AP
Vice President/ Principal
GA2015\2015-055 Oak Brook Police Detention Zone Renovation\B.General Basic Services—Task 20-50\B.07.Correspondence\Owner\2016 02 11 LTR X 001.docx
500 Park Boulevard, Suite 800 . Itasca, Illinois 60143 9 P 630.221.1212 e F 630.221.1220 . www.williams-architects.com
RESOLUTION 2016-PD-RNVTN-PRJT-AG-R-1542
A RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND WILLIAMS ARCHITECTS, LTD. FOR DETENTION HARDWARE
AND SECURITY, LANDSCAPE AND CIVIL ENGINEERING DESIGN
WHEREAS, the Village desires to retain a firm to provide architectural design services for work
required by the Police Department for certain safety enhancements("Services"); and
WHEREAS, Williams Architects, Ltd. ("Williams"), has been engaged in the design for certain
construction associated with the renovation of the Police Department portion of the Butler Government
Center; and
WHEREAS, pursuant to the Local Government Professional Services Selection Act ("Act"), 50
ILCS 510/0.01 et seq., and Section 1-7-6 of the Village Code, the Village is not required to follow the
notice, evaluation, and selection process set forth in the Act for architectural services provided by
architects that have a satisfactory relationship with the Village; and
WHEREAS, the Village and Williams desire to enter into and execute an agreement for Williams
to provide the Services to the Village ("Agreement"), which Agreement is attached to this Resolution as
Exhibit A; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interest of
the Village to enter into the Agreement;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of Agreement. The President and Board of Trustees hereby approve
the Agreement with Williams for the Services in substantially the same form as attached as Exhibit A and
in a final form approved by the Village Attorney in an amount in total not to exceed $20,000.
Section 3: Authorization and Execution of Agreement. The Village Manager and Village
Clerk shall be, and hereby are, authorized to execute the Agreement between the Village after receipt of
the final Agreement fully executed by Williams.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law. .
[SIGNATURE PAGE FOLLOWS]
Resolution 2016-PD-RNVTN-PRJT-AG-R-1548
Professional Services Agreement
For Detention Hardware and Security,
Landscape and Civil Engineering Design
Page 2 of 3
APPROVED THIS 8th day of March, 2016
Gopal G. Lalmalani
Village President
PASSED THIS 8th day of March, 2016
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
2
Resolution 2016-PD-RNVTN-PRJT-AG-R-1548
Professional Services Agreement
For Detention Hardware and Security,
Landscape and Civil Engineering Design
Page 3 of 3
EXHIBIT A
AGREEMENT
4850-7464-6830,v. 1
3