Council moves to consider contracting FGM Architects for municipal complex study; suspension of rules passes unanimously

Vice Mayor Michele Weiss called a special meeting of the City Council of University Heights on Sept. 19 and the council voted unanimously to suspend the rules to consider Ordinance 2024-75, which would authorize the mayor to enter into an agreement with FGM Architects, Inc. for preliminary architectural services related to a proposed municipal complex.

Mr. Eberhard, chair of the city's Facilities Committee, told council members the committee reviewed an initial local assessment and concluded it lacked the municipal facilities expertise needed to define a space program. The committee issued an RFQ that produced ten responses, sought more detailed materials from three respondents, and later issued an RFP to six owner’s-representative firms within a 650-mile radius, receiving four responses and three proposals. The committee recommended FGM Architects, Inc. (transcript alternately refers to FGMA) of Reston, Virginia, noting the firm’s national experience and proposing to deliver two alternative master plans — one preserving the existing city hall and one that does not — along with cost estimates so council can compare economic and functional trade-offs.

Mr. Eberhard said FGM’s scope would verify the city’s space-program needs against national standards, meet with staff, and prepare two alternative master plans. He described a proposed six-week study window with work intended to start immediately and a target completion date of Nov. 4; he also said final timing could slip a few days while contract questions are resolved. The Facilities Committee expects the specialty architect to return later for peer review during conceptual design and design development phases to ensure the architect of record preserves the program content.

Councilmember Winifred Weizer said she supported the committee’s effort to secure a specialty architect but cautioned that repurposing older buildings can be costly. “I had a serious problem with taking older buildings that don't have significant historical significance and reworking them because they cost so much to redo interiors,” Weizer said, citing cost overruns in a Cleveland Heights high school project as an example. Several council members expressed support for the committee’s process and for having a local architect of record work with the specialty consultant.

During the presentation, Mr. Eberhard reviewed construction delivery methods — general contractor, multiple prime contractors, construction manager as agent, construction manager at risk (CM at risk), and design-build — and recommended CM at risk as most appropriate for the University Heights Municipal Center because it allows pre-construction services, partial fast-track purchasing, and places financial risk for buyouts on the CM rather than the city. He said that choice reinforces the need for an owner’s representative to manage the administrative burden and protect the city’s program requirements.

The minutes record a formal motion by Mrs. Weiss, seconded by Mr. John Rach, to suspend the rules to consider Ordinance 2024-75; roll call on the suspension recorded all voting “aye.” The minutes do not record a subsequent roll-call vote adopting Ordinance 2024-75 itself. The record also shows a prior motion, moved by Ms. Threse Marshall and seconded by Mrs. Weiss, to excuse Mr. Christopher Cooney and Mr. Brian King (all voted “aye”), and the meeting was adjourned after a motion by Ms. Marshall and seconded by Mrs. Sax (all voted “aye”).

Next steps: Mr. Eberhard said the Facilities Committee will deliver the two alternative master plans and related cost estimates in November and will present the design/materials guidance to the specialty architect before estimates are finalized. Councilmember Weizer asked that the committee provide council members with the committee’s PowerPoint presentation.

Votes at a glance: - Motion to excuse Mr. Cooney and Mr. King: moved by Threse Marshall, seconded by Michele Weiss; roll call— all voted “aye.” - Motion to suspend rules for Ordinance 2024-75: moved by Michele Weiss, seconded by John Rach; roll call— all voted “aye.” - Motion to adjourn: moved by Threse Marshall, seconded by Sheri Sax; roll call— all voted “aye.”

The Facilities Committee emphasized the city intends to compare two master-plan alternatives (reuse vs. replacement), that FGM Architects, Inc. is 343 miles from University Heights (Reston, Virginia), and that the committee will return with detailed alternatives and cost estimates in November.