===== PDF PAGE 59 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _6.;;.__r_·¥i-__.__,. __ City of West Chicago - Space Needs Assessment Study Final Report COMMITTEE AGENDA DATE: February 1, 2024 COUNCIL AGENDA DATE: N/A STAFF REVIEW: Mehul T. Patel, P.E., CFM., Director of Public Works SIGNATURE MA~/\ -'4~:-----_ APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE._________ _ ITEM SUMMARY: On April 17, 2023, the City Council approved Resolution No. 23-R-0005 for a professional architectural services agreement with FGMA Architects, Inc. to conduct a Space Needs Assessment Study (SNAS) for a future City Hall facility located on and around 119 W. Washington Street site along with a consolidated Public Works facility located on and around 1400 W. Hawthorne Lane. The purpose of this study was to evaluate the proper facility size for the current and future needs of the City to serve its residents. FGMA's scope of work was including but not limited to assessing the current and future needs of the City Hall including but not limited to Office of the Mayor; City Administrator's Office; Assistant City Administrator's Office, City Council Chambers; Conference Rooms; Finance Department including billing counter; Community Development Department including permit counter; Mail/Fax/Copier Room; Other office spaces; Fireproof vault; Fireproof secured server rooms; Employee lunch room; Employee locker rooms; and foyer/lounge area; etc. For Public Works site the scope was including but not limited to consolidating the operations from various locations to a centralized location. FGMA conducted site visits and staff interviews across multiple departments to better understand current operations and future needs. Based on the information gathered, analysis and staff feedback, FGMA reps proposed various options for both the City Hall and Public Works sites. After multiple rounds of comments, the final report was prepared and delivered in mid-December 2023. The Executive Summary is attached for reference. Should a Committee member wish to review the full report, please contact the Director of Public Works. It will be an enormous undertaking to move forward with both sites. Therefore, the primary focus is on the City Hall, surrounding public spaces, and associated public site improvements. The next step in the process will be to investigate financing options for construction of such improvements and begin the design of the site and building. The key takeaways for the City Hall location are as follows: 1. The ideal City Hall building site for current/future needs is approximately 20,000 square feet. 2. In 2023, the cost of a new City Hall can vary between $12.1 to $14.6 million for a single story building and between $12.6 to $15.1 million for a multi-story building. Please note these costs do not include surrounding public spaces and associated public site improvements. ACTIONS PROPOSED: The staff is hereby directed to move to the next steps in the process to investigate financing options for construction of the City Hall facility, surrounding public spaces, and associated public site improvements and to begin design of them. COMMITTEE RECOMMENDATION: ===== PDF PAGE 60 ===== [Extraction: OCR (rendered-page OCR)] FGMARCHITECTS CITY OF WEST CHICAGO City Hall and Public Works Needs Assessment Study SUBMITTED TO: City of West Chicago 475 Main Street West Chicago, IL 60185 FINAL UPDATE December 15, 2023 FGM # 23-3786.01 1211 W. 22 Street, Suite 700 Oak Brook, Illinois 60523-2109 630.574.8300 PHONE fgmarchitects.com ===== PDF PAGE 61 ===== [Extraction: embedded PDF text] FGM:ARCH ITECTS CITY OF WEST CHICAGO City Hall and Public Works Space Needs Assessment City Study Team Tia Messina -Assistant City Administrator Tom Dabareiner - Director of Community Development Nikki Giles - Finance Director Mehul T. Patel, P.E., CFM - Director of Public Works Dave Shah, P.E. -Assistant Director of Public Works Jake Whiteaker - Street Superintendent Rocky Horvath - Utility Superintendent Mike Noa - Facilities Management & Vehicle Maintenance Superintendent FGM Architects Team Jason Estes, Principal-in-Charge Jake McLaughlin Mike Elliott December 15, 2023 Page 2 ===== PDF PAGE 62 ===== [Extraction: embedded PDF text] FGMARCH ITECTS CITY OF WEST CHICAGO City Hall and Public Works Space Needs Assessment TABLE OF CONTENTS SECTION 1 ................... Executive Summary .......................................................... page 4 SECTION 2 ................... City Hall.. ........................................................................... page 5 Existing Building ................................................................ page 5 Building Space Needs ....................................................... page 6 Site Planning Concept ....................................................... page 13 Project Budgets ................................................................. page 15 SECTION 3 ................... Public Works ..................................................................... page 18 Existing Buildings .............................................................. page 18 Building Space Needs ....................................................... page 20 Conceptual Planning ......................................................... page 31 Project Budgets ................................................................. page 34 SECTION 4 ................... Appendix .......................................................................... page 39 Geotechnical Report at Public Works Site ........................ page 40 December 15, 2023 Page 3 ===== PDF PAGE 63 ===== [Extraction: embedded PDF text] FGMARCH ITECTS CITY OF WEST CHICAGO City Hall and Public Works Space Needs Assessment Introduction SECTION 1 The City of West Chicago commissioned FGM Architects to prepare a Executive Summary space needs analysis for both their City Hall and Public Works Facilities. The City's goal is to relocate the City Hall to a new location in the downtown area, and to create a facility that will meet both today's and future operational and community needs. For the Public Works Department, the primary goal would be to consolidate its Public Works facilities and operations into a single location, also ensuring that it will meet todays and future operations. Methodology FGMA obtained information for this study through data and documents provided though a series of discussions and tours with representatives from both the City and Public Works Department. The information was gathered and then analyzed to determine the City Hall and Public Works space needs and/or facility deficiencies that need to be addressed. The analysis was then summarized into a projection of space requirements called a Program Statement. While this study was performed in a very collaborative manner with staff members, FGMA consistently reviewed space requests and operating assumptions to ensure that the recommended space size allotments reflect accurate needs. Existing Facilities For each of the facilities, the primary goal of the existing conditions review is for the FGMA team to become familiar with the existing West Chicago facilities and be able to document the short comings of each of the different spaces. Conceptual Solution Development Using the Program Statement as the basis, FGMA has developed conceptual site plan diagrams for both the City Hall and a combined Public Works facility. Conceptual plans are diagrammatic in nature and illustrate graphically potential solutions. Budgeting Methodology The project budgeting that has been included within the study identifies the primary work anticipated at each of the building sites. FGMA has an extensive database of cost information and uses cost per square foot estimates as the budgeting methodology for the conceptual budgets. To verify budgets, FGMA consults with local area contractors. Because no actual design work has been performed, a budget range is provided for construction costs as well as a Total Project Budget. December 15, 2023 Page 4 ===== PDF PAGE 64 ===== [Extraction: embedded PDF text] FGMARCHITECTS CITY OF WEST CHICAGO City Hall and Public Works Space Needs Assessment Existing Building SECTION 2 The current City Hall building is located at 475 Main Street and formerly City Hall served as a Jewel Grocery Store. Based on documents provided by the City, the building was initially renovated in 1974 to become the current City Hall. There have been added interior renovations since the City originally moved into the building. The main floor of the building is 12, 160 gross square feet and includes a small mezzanine space which serves as a staff break room. The team toured the building with staff. Comments heard from staff included: • There is no natural light within any of the staff workspaces and offices. • The Community Development department is very remote and can be challenging to direct people to the back of the building. • There should be improvements to building security for staff members. • There are very limited meeting spaces within the existing building. • Storage needs • Council Room size and configuration limitations. December 15, 2023 Page 5 ===== PDF PAGE 65 ===== [Extraction: embedded PDF text] FGMARCH ITECTS CITY OF WEST CHICAGO City Hall and Public Works Space Needs Assessment Building Space Needs Representatives from the City Administrators Office, Information Technology, Community Development, Finance Departments and FGMA met to discuss the space needs for a new City Hall facility. This includes the types and sizes of spaces needed, how the spaces would work together, and future needs. FGMA provided questions in advance of our meetings to serve as discussion starters to each of the departments. Working within an existing building, people adapt and do their best so discussing what type of space could make you more efficient and productive can be daunting and exciting. The physical environment can also shape the culture of a workplace and be a factor in staff retention and attraction. Our discussions also included how the community might experience the facility; from interacting with departments to using a community room. The proposed City Hall is organized into several different types of building spaces including Public Spaces, Departmental Spaces, and Building Support Spaces. The following is a description of the various spaces identified within the building. Public Spaces These areas would include the Lobby space that features easily identifiable access to both the Finance and Community Development service counters. Adjacent to the Lobby would be the City Council Room with a dias to seat up to seventeen and public seating for 80. The intent would be to design this room to be able to be used as a training room for up to 40 people and also be used for Administrative Adjudications. The Council Room will be supported by a kitchenette, chair and table storage, and audio-visual equipment spaces. Immediately adjacent to the Council Room will be an Executive Session Meeting Room with seating for up to 24 people. A Community Room space to accommodate up to 25 people has also been included as part of the building planning. The intent will be to design public spaces to be able to be utilized after hours and be secured from the balance of the building to allow for the building use by the community on weekends and in the evening. Community Development Department The Community Development Department will be located adjacent to the building lobby with a reception counter to serve a minimum of two patrons. A meeting room has been planned for 6 to 8 people that will have access directly from the lobby. This will provide a space for staff to meet with the public without having to bring non-staff members into the departmental spaces. The department spaces will include both private and open workspaces for staff members, file storage, and a mudd room space for building inspectors to enter the building and store wet I dirty items after being on building sites. December 15, 2023 Page 6 ===== PDF PAGE 66 ===== [Extraction: embedded PDF text] FGMARCH ITECTS CITY OF WEST CHICAGO City Hall and Public Works Space Needs Assessment Finance Department The Finance Department will be located adjacent to the building lobby with a reception counter to serve a minimum of two patrons. This department will also have direct access to the meeting room described above. The department spaces will include both private and open workspaces for staff members. A secure storage room (vault-like) was requested that can also be used by other departments for items that need a higher level of security. An area to store up to 200 banker boxes has also been included. Information Systems Division The IT Division has been planned to include a large work area with three workstations and a workspace for the assembling of equipment. Their work area would be adjacent to the main computer room that will be equipped with dedicated cooling. Based on the final configuration of the building separate Intermediate Distribution Frame (IDF) closets may be required to extend data connectivity to all parts of the building. Administrative Department This Administrative Department does not need direct access to the building lobby space therefore it can be more remote within the building. The department includes both private and open workspaces for staff members. This department does include private office space for the Mayor. Staff Shared Spaces Based on staff interviews, it was noted that meeting and collaboration spaces should be included as part of the building planning. These spaces should be several sizes to accommodate a large group of 15-20 that might include the public or a small internal team. The spaces ideally would be in central parts of the building and be available to all departments. A staff break room should be provided that potentially has access to the outdoors. Private staff toilets separate from the public restrooms should be included. Emergency Services Disaster Agency (ESDA) A garage space for three vehicles and equipment has been included for the ESDA Services as well as a shared office space. Future Growth and Flexibility Each departmental space has included modest additional space to accommodate future growth and discussed the need to maximize flexibility to optimize building efficiency and use. The need for storage within each department was a discussion topic and has been integrated into each departmental area with the understanding that the management of stored items is always a consideration. December 15, 2023 Page 7 ===== PDF PAGE 67 ===== [Extraction: embedded PDF text] FGMARCH ITECTS CITY OF WEST CHICAGO City Hall and Public Works Space Needs Assessment Exterior Spaces For a civic building exterior spaces should also be considered as part of the overall planning. A plaza space can be used for ceremonial events or a place for people to gather. This can be a place for both community and staff. Building Size and Configuration Based on our discussions with representatives of the city departments, the following pages contain a list of the building space needs for a new city hall building. The list is organized by both spaces type and department and includes a brief description of the space. The following building space document is configured as if the building were a single-story structure. In this configuration, based on the spaces included the building would be 20,691 square feet. As part of our discussions with the city representatives we studied the concept of creating a two-story facility. In planning the two-story concept, we need to consider which elements of the building are best located on the first level versus the second. From a departmental perspective, the Finance and Community Development departments have the most day-to-day interaction with the community so it was determined that those groups should remain on the first level of the building. The Administrative Department and Information Technology could be located on the upper floor based on less interaction with the community. To better balance the building concept (first floor size versus second floor size) our recommendation is to position the Council Room on the upper level of the building. A two-story building does require building components not required as part of a single-story building including an elevator, egress stairways, and the duplication of some building elements including restrooms. The overall square footage of the two-story option would be 21,766 square feet. In planning a building site an advantage to a two-story building would be that the building footprint would be reduced to 12,766 square feet. December 15, 2023 Page 8