This is a service / maintenance or supply contract in Oak Park, Illinois. Contact the soliciting agency for additional information.

The Village of Oak Park ("Village") seeks proposals for a licensed local Architectural Design Review Consultant that will agree not to perform work in the Village of Oak Park for the duration of their contract. They may evaluate building permit applications for compliance with applicable design standard regulations established within the Oak Park Zoning Ordinance; perform pre-application consultations with developers and/or applicants for Planned Developments; and provide a detailed review of any architectural elevations or renderings for each Planned Development application to ensure compatibility with the surrounding area in an effort to enhance the overall visual image of the Village. I. REQUEST FOR PROPOSALS - INSTRUCTIONS The Village anticipates the following general timeline for this Request for Proposals ("RFP"). The following dates are subject to change: Activity Schedule Timeline All Questions Due October 7, 5:00 PM Central Time Email to: planning@oak-park.us Attention: Craig Failor, Village Planner Anticipated Award Date: December 3, 2024 or thereafter All proposals must be received by the specific time set forth above. Proposals received after the specified time will not be accepted. Proposals must be signed by an officer of the company who is authorized to enter into agreements on behalf of the company. Proposals over 25MB in email size may be rejected and will require to be sent in smaller multiple emails. The Village reserves the right to accept or reject any and all proposals and to waive any technicalities. AWARD OF CONTRACT A. Contract Term: The contract period commences on the date the Agreement in substantially the form attached is fully executed and will end when the services are completed. B. Authorization: The contractor will enter into the Agreement in substantially the form attached as approved and authorized by the Village of Oak Park Board of Trustees, and executed by the Village Manager. The contractor is advised that Village staff, other than the Village Manager, have no authority to sign agreements or modify existing agreements on behalf of the Village and that any such agreements are null and void. C. Termination for Non-appropriation of Funds: The Village reserves the right to terminate the Agreement if the Village's Board of Trustees fails to appropriate funds for the services to be provided under the Agreement. All funds for payments after December 31st of the current fiscal year are subject to Village appropriation for this purpose. D. Subcontracting: The contractor shall not assign or subcontract any portion of the services to be provided without the written approval of the Village. The contractor assumes responsibility for the performance of any services by subcontractors, whether or not authorized. In the event of a merger of a contractor with another firm, the agreement may only be assigned to the successor firm only upon the approval of the Village President and Board of Trustees. E. Insurance Requirements: The selected contractor must purchase and maintain for the length of the Agreement and coverage as set forth in the Agreement attached hereto. F. Information Data: All data and records prepared or obtained under this project shall be made available to the Village without restriction or limitation on their use. The Village shall have exclusive ownership of all proprietary interest in, and the right to full and exclusive possession of all data, information, materials and documents obtained, discovered and produced by the contractor. All reports, data, information, etc., prepared or assembled by the contractor shall not be made available to any individual or organization other than the Village of Oak Park. SCOPE OF SERVICES On September 18, 2017, the Village Board of Trustees adopted a revised Zoning Ordinance which requires architectural design reviews for all Planned Developments and other developments consisting of new construction and/or substantial enlargements of nonresidential and mixed-use structures as well as multiple family dwellings of three or more units and single-family homes. Additional information on this can be found in Article 7 of the Oak Park Zoning Ordinance. The intent of this process is to ensure all applicable developments receive an objective and timely review based on Village design standards. The selected architect/firm will be responsible to review all pertinent plans in a timely manner. Except for an initial review and recommendation of Planned Development applications, the architect/firm will access all building permit plans, as a registered user via the Village of Oak Park's VillageView Permitting Software system upon notification by Village staff of a pending review. Comments and reviews will be conducted within this system. For initial reviews and recommendations of Planned Developments, staff will coordinate contact between the applicant and architect. Working drawings will be provided either through the applicant or staff with an expectation that coordination and communication between all parties be paramount. It will be expected that a final review memorandum regarding Planned Development architectural drawings be prepared in a timely manner for consideration by the Oak Park Plan Commission. A more detailed Scope of Work may be necessary upon contract negotiations. STATEMENT OF WORK TO BE PERFORMED Initiation: Development identified in Article 7 of the Zoning Ordinance is subject to design review per the procedure below, with the following exceptions: 1. Planned developments are reviewed for compliance with these design standards during the planned development process. No additional design review process is required. 2. In the historic districts, when a Certificate of Appropriateness is required, no additional design review per this Article is required. If no Certificate of Appropriateness is required, then design review is required. 3. Development subject to any other review process including, but not limited to, those conducted by the Historic Preservation Commission, Plan Commission, or Community Design Commission, that includes review of building design are reviewed for compliance in those processes. Confirmation that additional design review is not required will be verified by the Zoning Administrator. Procedure: 1. Pre-Application Conference Applicants, prior to submitting a formal application for a building permit, may request at their option, a pre-application conference with the Zoning Administrator. The purpose of the conference is to help the applicant understand the applicable design standards by which the application will be evaluated. 2. Process a. Any building permit that requires design review will be submitted to the Department of Development Services, who will determine if it meets or does not meet the applicable design standards. b. A denial requires written findings as to how the proposed development does not meet the design standards. c. A denial may be appealed and the applicant must submit a written statement explaining the reason for an appeal. All appeals must be filed within 14 days of the issuance of the Department of Development Services denial. Review Considerations: In addition to the applicable standards, design review applications must consider the following and demonstrate that these were considered: 1. The location, arrangement, size, design, and general site compatibility of structures and site elements to ensure: a. Relate harmoniously to the scale and architecture of adjacent buildings. b. The removal or disruption of historic, traditional, or significant, uses, structures, or architectural features or neighborhood patterns should be minimized as much as possible, whether these exist on the site or on adjacent properties. New structures, additions, and alterations should be sympathetic to and complement the scale and design of surrounding historic structures and locally significant buildings of architectural merit. c. The arrangement of new structures should be compatible with existing development. Where appropriate, new structures should continue traditional street patterns in particular those subject to our form-based code regulations. d. New structures and additions to existing structures should not create substantial shadows on public plazas and other open spaces. In determining the impact of shadows, the following factors should be considered: the amount of area shaded, the duration of shading, and the importance of sunlight to the type of open space being shadowed. e. New structures should preserve and provide for active and passive solar access on adjacent properties as practicable. f. Efficient development that responds to the existing utilities and service conditions in order to minimize the demand for additional municipal services, utilities and infrastructure. g. Compatibility with, and mitigation of, any potential impact upon adjacent property. h. Illumination designed and installed to minimize adverse impact on adjacent properties. 2. Landscape and the arrangement of open space or natural features on the site should: a. Create an accessible and functional open space environment for all site users, including pedestrians, bicyclists, and motorists. b. Preserve existing natural features, including measures to preserve and protect existing healthy trees and plantings. Concepts of the Village's Sustainability Plan can be encouraged. c. Design drainage facilities to promote the use and preservation of natural patterns of drainage. d. Utilize plant materials suitable to withstand the climatic conditions of the Village and microclimate of the site. The use of species native to northeastern Illinois is encouraged. e. Use of screening to minimize the impact of the development on adjacent uses and enhance the appearance and image of the Village by screening incompatible uses and certain site elements, and creating a logical transition to adjoining lots and developments. 3. Circulation and off-street parking designed to: a. Provide adequate and safe access to the site for motor vehicles as well as alternate modes of transportation, including pedestrians, bicyclists, and public transit users. b. Minimize potentially dangerous traffic movements. c. Minimize curb cuts by using cross-access easements and shared parking d. Clearly define a network of pedestrian connections in and between parking lots, street sidewalks, open spaces and structures that is visible and identifiable. Concepts from the Village's Vision Zero and Bike Plan can be encouraged. Expiration: Design review approval will expire when the building permit expires. SUBMITTAL SUMMARY 1. Statements describing the firm, its discipline capabilities, list participating architects, and a discussion of staff availability. 2. Qualifications and position with the firm of those individuals who will be assigned to the project. Include resumes of key personnel. Each firm or architect must demonstrate that it has sufficient and qualified staff to carry out the task. 3. Statement of experience with similar projects reviewing building permits and working with developers. Identify location of the work, clients, contact information, dates of completion, and deliverables provided. 4. A proposal describing the firm's approach to this project, responding to the draft scope of services included herein, including a fee schedule. 5. An electronic copy of the Statement of Qualifications/Proposal should be submitted to Craig Failor, AICP, Village Planner, Department of Development Services, by email to planning@oak-park.us. 6. A selection committee of Village of Oak Park staff will evaluate qualifications. The firm selected shall be based on qualifications; however, it is requested that all firms include proposed fees and how these have been developed. After selection of the most qualified firm, staff will negotiate a final fee for the contract based on a detailed scope of service developed by the Village of Oak Park and the selected consultant. If the Village of Oak Park and that firm are unable to negotiate a contract, negotiations will be terminated with that firm and the next most qualified firm will be selected until a contract has been negotiated with a qualified firm. The Consultant shall enter into a Professional Services Agreement with the Village in substantially the form attached.