Technology has completely changed how the Building and Life Safety Department (BLS) operates. In the 15 years since Village Hall was constructed, the physical office space requirements originally designed for BLS to manage significant amounts of paper are no longer relevant due to electric document submittals and server storage.
 
Part of the original BLS design included a document storage room where all plans moving through the permit review and inspection process could be retained by Staff. However, this space is now obsolete due to technology-based changes in the daily workflow brought on by implementing a software-based plan review process, which was made possible by the new ERP system. As a result, BLS Staff no longer uses that area of the Department and feel that the storage space would be better repurposed into a conference room, especially given the proximity to the main hallway on the Village Hall First Floor. With a new conference room, contractors and residents can meet with BLS Staff without walking through the large common area occupied by inspectors and plan reviewers, potentially interrupting them from performing their highly technical plan reviews. 

 
Village Staff have met with Architects from FGM to develop a new layout for BLS. This new layout will incorporate a new conference room, plan review office, and kitchen improvements.
 
Due to the sensitive nature of construction in an active work environment, Public Works Staff solicited proposals from general contractors that have previously performed satisfactory work for the architect. Staff met with three contractors in January 2023 and received two proposals for the construction work:

CONTRACTOR  TOTAL COST

Efraim Carlson & Son      $67,000
Happ Builders      $80,000
AGAE        No Bid
 
Public Works Staff would like to highlight that this price only includes converting the storage area to a conference room. In addition, Public Works maintenance crews will assist with minor plumbing issues in the kitchen area, electricians will install all required electrical, and maintenance mechanics will be responsible for turning over the existing conference room into a private office which will involve trim work, carpeting, and painting. 

Since there is no funding for this project, Staff recommends that $67,000 be transferred from contingency funds to the Capital Improvement Plan Fund, Municipal Building Refurbishing; 40-7101-571.50-20 BL 9505.

RECOMMENDATION 

Public Works Staff recommends that the Village Board award Efraim Carlson & Son, of Libertyville, Illinois, the contract for remodeling the Building & Life Safety Department Improvements, in an amount not to exceed $67,000. Staff further recommends transferring $67,000 from contingency funds to the Capital Improvement Plan Fund, Municipal Building Refurbishing; 40-7101-571.50-20 BL 9505 and authorize Staff to execute the necessary documents.