Board Meeting — Agenda packet

Public Notice Public participation at meetings and correspondence is welcome. Submit emails or letters to the Village Clerk at clerk@sisterbaywi.gov or at the Village Administration Office at 2383 Maple Drive, Sister Bay. Letters may not be read at the meeting but referenced and/or summarized. You may also email Board members directly. Questions regarding the nature of the agenda items or more deta il on the items listed can be directed to the Village Administrator at julie.schmelzer@sisterbaywi.gov. Copies of reports and other supporting documentation are available for review online and at the Village Administration Office during operating hours (8 a.m. to 4 p.m. Mondays – Thursdays, 8 a.m. to noon on Fridays). Upon reasonable notice, a good faith effort will be made to accommodate the needs of disabled individuals through sign language interpreters or other auxiliary aid or accommodation at no cost to the individual. Due to the difficulty in finding interpreters, requests should be made as far in advance as possible, preferably a minimum of 48 hours. For additional information or to request this service, contact the Village Administration Office at 920-854-4118; (FAX) 920-854-9637; emailing the Village Clerk at clerk@sisterbaywi.gov, or, by writing to the Village Administration Office, 2383 Maple Drive, PO Box 769, Sister Bay, WI 54234 (allow adequate mail time). It is possible that members of and possibly a quorum of members of other governmental bodies may attend the meeting to gather information; no action will be taken by any governmental body other than the body specifically referred to above. The Village of Sister Bay is an Equal Opportunity Provider and Employer Posted Date: 08/13/2026 VILLAGE BOARD MEETING TUESDAY, AUGUST 18, 2026 – 6:00 PM Sister Bay Liberty Grove Fire Station, 2258 Mill Rd., Large Meeting Rm. To access the meeting electronically, click: https://zoom.us/j/4439901723?pwd=yAVpi40M1OIqgNufcVUE8XWCUSkKaH.1&omn=97063638580 Meeting ID 443 990 1723, Code 304078; Connect by Phone 1-301-715-8592, Meeting ID 4439901723# Deviations from the agenda order shown may occur For additional meeting information visit: www.sisterbaywi.gov, click ‘Agendas and Minutes’ AGENDA 1. Call to Order & Roll Call (Zoom Participants Mute Devices) 2. Approve Agenda 3. Approve Meeting Minutes: a) July 21, 2026; Regular Meeting b) August 5, 2026; Special Meeting 4. Comments, Correspondence and Concerns from the Public (Public comment limited to 3 non-transferable minutes per person) 5. Ordinances & Resolutions: N/A 6. Discussion/Action Items a) Employee Handbook; Fire Station Support b) Village Administration Building; Request for Proposal Architecture/Engineering Services c) Donation Proposal; Sister Bay Lion’s Club; Flagpole d) Strategic Planning; Public Administration Associates; Schedule for Implementation e) Monthly Financial Report & Appropriations 7. Staff Reports 8. Committee Reports (See below committee listing) 9. Matters to be Placed on a Future Agenda or Referred to a Committee, Official or Employee 10. Next Meeting a) September 15th, 2026; 6:00 PM 11. Adjourn 1. Finance Committee 7. Library Commission 13. Sewer and Water Utility Committee 2. Fire Board 8. Marina Committee 14. SBAA 3. Green Tier Legacy Community Committee 9. Parking Committee 15. Technology & Telecomm Committee 4. Historical Society 10. Parks, Property & Streets Committee 16. Tourism Zone Commission 5. Holiday Lighting 11. Personnel Committee 17. Village Hall Planning Task Force 6. Housing Committee 12. Plan Commission 1 VILLAGE BOARD OF TRUSTEES MEETING MINUTES 2 Tuesday, July 21, 2026, 6 P.M. 3 Unapproved 4 5 1. Call to Order & Roll Call 6 President Nate Bell called the meeting to order at 6:00 PM on Tuesday, July 21, 2026. 7 8 Present: President Nate Bell, Lousie Howson, Brigid White, Terry Kelly, Steve Bacsi, Skip Heidler, 9 Patrice Champeau. 10 11 Staff: Administrator Benjamin Andrews, Finance Specialist/Treasurer Vlad Gannik, Village Clerk Julie 12 Thyssen. Others: John Lijewski, Terry Wolf Zoom: Marina Manager Dave Lienau, Utilities Director 13 Megan Barnes, Parks & Streets Director Erik Linczmaier, Abby Doobie, Kristin Fine, Michael Miller, 14 Sarah Bertges 15 16 2. Approve Agenda 17 Motion to approve the agenda was made by Kelly and seconded by White. Motion carried – all ayes. 18 19 3. Approve Meeting Minutes 20 a) June 16, 2026; Regular Meeting 21 The Board noted two corrections to the June 16, 2026 Regular Meeting minutes: changing "golf 22 festival" to "goat festival," and clarifying that the approved color change applied to the rooftop, 23 pergola, and stair access structure. 24 Motion to approve the minutes as amended was made by Bell and seconded by Bacsi. Motion carried 25 – all ayes. 26 27 4. Comments, Correspondence and Concerns from the Public 28 John Lijewski, President of the Sister Bay Historical Society, addressed the Board regarding the 29 Society's barn preservation and renovation project, proposed as the Center for History, Education, 30 and Community. He described the facility's capacity for events, educational programs, and 31 community gatherings, noting its similarity in size to the Crest Center. The project's total fundraising 32 goal is $6,000,000, of which $4,500,000 is designated for construction and $1,500,000 for 33 endowment. Mr. Lijewski formally requested a village contribution of $750,000, payable over three 34 to five years, and noted alignment with the Village's 2025 strategic plan. He indicated that a formal 35 proposal would be submitted to the Finance Committee by the following day. The Board directed 36 that the matter be added to the Finance Committee agenda for their next meeting. 37 38 5. Ordinances & Resolutions 39 a. Resolution 2026-004; Adopting a Disconnection Policy 8:39 40 Andrews presented the Disconnection Policy, noting that it primarily codifies existing requirements 41 under Wisconsin Administrative Code as regulated by the Public Service Commission (PSC). Two 42 points of clarification were raised during discussion. First, regarding Section 2, the billing example 43 referencing a 31-day period was explained as reflecting the Village's quarterly billing cycle, wherein 44 bills are issued on the 10th of the month. Second, regarding Section 4B(1)(a), Heidler questioned 45 why language in that subsection specifically referenced "residential customers" in the context of 46 disconnection notices rather than all customers. Utilities Director Barnes indicated she would verify 47 whether the code draws a distinction between residential and commercial customers for 48 disconnection notice purposes, and it was agreed the language would be reviewed and clarified 49 accordingly. 50 Minutes of the July 21 2026 Meeting of the Village Board of Trustees – Unapproved 2 Motion to approve Resolution 2026-004 as amended, with clarification on Section 4B(1)(a) to be 1 verified by the Utilities Director, was made by Bell and seconded by Heidler 2 3 b. Resolution 2026-005; Adopting a Leak Adjustment Policy 4 Andrews noted that, unlike the other utility policies, the Leak Adjustment Policy is not regulated by 5 the PSC, as sewer is generally unregulated for municipalities. The policy was developed in response 6 to recurring requests for billing adjustments following events such as frozen pipes or undetected 7 leaks Barnes confirmed that approximately five to six such adjustment requests had been received 8 over the past five years, underscoring the need for formal policy. The Board concurred that a repeat-9 offender provision was unnecessary. 10 Motion to approve Resolution 2026-005 as amended was made by Champeau and seconded by 11 Heidler. Motion carried – all ayes. 12 13 c. Resolution 2026-006; Adopting a Deferred Payment Policy 14 Andrews presented the Deferred Payment Policy as required under PSC administrative code. The 15 policy defines the process for offering deferred payment agreements (DPAs) to residential 16 customers, with discretionary extension to commercial customers. The policy includes the DPA form 17 as an attachment. 18 Motion to approve Resolution 2026-006 was made by Heidler and seconded by White. Motion carried 19 – all ayes. 20 21 d. Resolution 2026-007; Adopting a Tax Certification Policy 22 Andrews presented the Tax Certification Policy, also required under PSC administrative code, noting 23 the process is rarely invoked. It was clarified that delinquent balances are applied directly to the 24 property tax bill rather than placed as a formal lien. 25 Motion to approve Resolution 2026-007 was made by Bell and seconded by Howson. Motion carried 26 – all ayes. 27 28 e. Resolution 2026-008; Approving the Receipt of 2025 Audit 29 The Board received the physical copy of the 2025 Audit, which had been presented in final form the 30 previous month. It was confirmed the document is identical to the version previously reviewed, 31 without the draft watermark. 32 Motion to approve Resolution 2026-008 accepting receipt of the 2025 Audit was made by Bell and 33 seconded by Bacsi. Motion carried – all ayes. 34 35 f. Resolution 2026-009; Adopting Tax Incremental Financing (TIF) Assistance Policy 36 White explained that the policy was created to consistently evaluate TIF assistance requests, 37 especially for TID No. 2, which lacked a framework before. The policy focuses on housing and 38 infrastructure projects. Andrews noted that issuing TIF incentives requires such a policy, per the TID 39 No. 2 project plan. Key amendments were made: The cap in Section C was changed to 20% from 25% 40 for consistency, with both capped at 20% of total development cost or $1,000,000. Language 41 distinguishing "project total cost" from "total development cost" was combined under 20%. 42 In Section E, costs incurring prior to project approval were clarified as non-eligible unless authorized 43 by the Board. After adoption, Andrews stated the policy would become an application on the Village 44 website. 45 Motion to approve Resolution 2026-009 as amended was made by Kelly and seconded by White. 46 Motion carried – all ayes. 47 48 g. Resolution 2026-010; Adopting Technology and Device Policy 49 Andrews explained the policy shifts away from village-issued devices to a stipend model for 50 members using personal devices via the designated cloud platform. Legal counsel advised adding 51 Minutes of the July 21 2026 Meeting of the Village Board of Trustees – Unapproved 3 that departing officials must remove all confidential documents within seven days. Amendments 1 included: 1) Transition Provision: “current term” use of Surface Pros, aligning with an orderly 2 transition and hardware upgrade schedule, and 2) Cloud Platform, changed from “Microsoft 365” to 3 “Village’s official cloud platform” to future-proof policy. 4 Motion to approve Resolution 2026-010 as amended was made by Howson and seconded by Heidler. 5 Motion carried – all ayes. 6 7 6. Discussion/Action Items 8 a. ClearGov; Budgeting Software 9 Andrews presented a proposal to implement ClearGov cloud-based budgeting software to replace 10 the Village's long-standing Excel budgeting system. He explained that the current process relies on 11 complex spreadsheets that pose risks related to formula errors, institutional knowledge, and 12 inefficiency. After evaluating both Cassell and ClearGov, staff recommended ClearGov because it 13 offers integrated operating and personnel budgeting, capital improvement planning, digital budget 14 books, and public transparency tools. 15 16 Treasurer Gannik supported the recommendation, stating the software would standardize budgeting 17 processes, improve transparency, reduce reliance on individual staff knowledge, and provide time 18 savings after the initial implementation year. The Board discussed contract costs, annual price 19 increases, data ownership, and implementation timelines. The Finance Committee recommended a 20 January 1, 2027 implementation date to allow sufficient time for onboarding and staff training. 21 Board members agreed the long-term operational benefits justified the investment. 22 Motion to approve the ClearGov service agreement with a January 1, 2027 start date as 23 recommended by the Finance Committee was made by Howson and seconded by White. Motion 24 carried – all ayes. 25 26 b. Sludge Storage Tank Aeration System Replacement 27 Barnes reported that the primary sludge storage tank's aeration system sustained damage over the 28 winter due to ice-related pressure buildup. She recommended replacing the system using the 29 original contractor, August and Winter, at an unbudgeted cost of approximately $113,000, to be paid 30 from the wastewater treatment plant replacement fund. Barnes also outlined operational changes 31 to prevent similar damage in the future. 32 Motion to approve the Sludge Storage Tank Aeration System Replacement was made by White and 33 seconded by Kelly. Motion carried – all ayes. 34 35 c. HydroCorp; Non-Residential Renewal Program Agreement 36 Andrews presented the annual renewal agreement with HydroCorp for commercial cross-connection 37 inspections. Because HydroCorp updated its contract language, legal counsel recommended adding 38 language preserving the Village's statutory municipal liability protections, and HydroCorp agreed to 39 the change. Barnes explained that commercial cross-connection inspections require specialized 40 certification, making the contracted service appropriate. 41 Motion to approve the HydroCorp Non-Residential Renewal Program Agreement incorporating legal 42 counsel's recommended contract language was made by Kelly and seconded by Heidler. Motion 43 carried – all ayes. 44 45 d. Utilities 2016 Chevy Silverado; Surplus Property 46 Andrews reported that the 2016 Chevrolet Silverado was declared surplus in accordance with the 47 Village's surplus property policy after no departments expressed interest in retaining it. Barnes 48 stated the truck is in good condition, with expected sale proceeds of at least $10,000 to help offset 49 the cost of a new utility service truck already budgeted. The Board approved the surplus sale and 50 directed staff to sell the vehicle through the Village's surplus auction process. The Board also 51 Minutes of the July 21 2026 Meeting of the Village Board of Trustees – Unapproved 4 discussed evaluating electric vehicles for future fleet replacements and agreed that a cost-benefit 1 analysis should be incorporated into the Capital Improvement Plan process. 2 Motion to approve the surplus sale of the 2016 Chevrolet Silverado was made by and Kelly seconded 3 by White. Motion carried – all ayes. 4 5 e. Monthly Financial Report & Appropriations 6 The Board reviewed the monthly financial report. A question was raised regarding a payment on 7 page 190 to the Public Service Commission in the amount of $4,434.37, dated June 24, 2026, coded 8 as "sewer rate complaint." Barnes confirmed upon review that the invoice represents hours billed by 9 PSC attorneys for review of a pending complaint case. Andrews noted that no final decision has been 10 issued; a decision matrix outlining the review framework has been released. Staff was directed to 11 follow up with legal counsel to determine whether the cost should have been split with the 12 complaining party. 13 14 Additional questions were raised regarding engineering expenditures for the new marina building 15 and a Cellcom billing increase, both of which were addressed by staff. 16 Motion to approve payment of bills in the amount of $422,871.32 was made by Bell and seconded by 17 Howson. Motion carried – all ayes. 18 19 7. Staff Reports 20 Staff reports were received. Discussion included the status of the historical signage project, with 21 Andrews confirming that the Sister Bay Historical Society has agreed to take on the project. A formal 22 agreement will be prepared. Regarding the water quality sign near the beach, Andrews indicated he 23 would contact the county to clarify the ongoing operational cost, which had not been disclosed at 24 the time the sign was installed. The Board expressed preference for a more visible and cost-effective 25 solution, such as a visible indicator flag and QR code, over the current electronic sign arrangement at 26 approximately $600 per year. 27 28 8. Committee Reports 29 Committee reports for Marina, Finance, Library, and Green Theater were received. Bell requested 30 that the Community Coordinator report, previously absent from Board packets for an extended 31 period, be repositioned under Committee Reports rather than Staff Reports going forward. 32 Regarding the Library Committee, it was reported that a fee dispute with the Sister Bay Association 33 (SBA) related to the Marina Fest event had been discussed and appeared resolved. A separate 34 matter regarding the removal of a shared dumpster following the relocation of maintenance staff 35 was noted; it was confirmed that waste pickup service is provided at no cost to the library as a 36 village building. 37 38 9. Matters to be Placed on a Future Agenda or Referred to a Committee, Official or Employee 39 a. Special Village Board Meeting – August 5th, 2026 40 The Board confirmed a Special Village Board Meeting to be held on Wednesday, August 5, 2026 at 41 10:00 AM for the purpose of convening in executive session regarding the Sister Bay fiber optic 42 litigation matter, with legal counsel in attendance. 43 44 b. Regular Village Board Meeting – August 18th, 2026 45 No discussion. 46 47 10. Executive Session 48 a. Wisc. Stats. 19.85(1)(g) – Fiber Optic Discussion 49 b. Wisc. Stats. 19.85(1)(c) – Employee Performance Evaluation 50 Minutes of the July 21 2026 Meeting of the Village Board of Trustees – Unapproved 5 Motion by Bell, seconded by Kelly, to convene in closed session pursuant to Wis. Stats. § 19.85(1)(g) 1 to confer with legal counsel regarding strategy in the fiber optic litigation matter, and Wis. Stats. § 2 19.85(1)(c) to consider the performance evaluation of an employee over whom the governmental 3 body has jurisdiction or exercises responsibility. Roll call. Motion carried – all ayes. 4 5 11. Next Meeting 6 Special Village Board Meeting – August 5th, 2026 7 Regular Village Board Meeting – August 18th, 2026 at 6:00 PM 8 9 12. Adjourn 10 The Board remained in closed session. No action was taken. The meeting adjourned at 10:08 p.m. 11 while in closed session. 12 13 Minutes respectfully submitted by Julie Thyssen, Village Clerk 14 1 VILLAGE BOARD OF TRUSTEES SPECIAL MEETING MINUTES 2 Wednesday, August 5, 2026 3 Unapproved 4 5 1. Call to Order & Roll Call 6 President Nate Bell called the meeting to order at 10:00 AM on Wednesday, August 5, 2026. 7 8 Present: President Nate Bell, Lousie Howson, Brigid White, Terry Kelly, Steve Bacsi, Skip Heidler. 9 Patrice Champeau was excused. 10 11 Staff: Administrator Benjamin Andrews, Village Clerk Julie Thyssen, Village Attorney Randy Nesbitt, 12 League of Wisconsin Municipalities Remzy Bitar 13 14 2. Approve Agenda 15 Motion to approve the agenda was made by Bell and seconded by Howson. Motion carried – all ayes. 16 17 3. Executive Session 18 a) Wisc. Stats. 19.85(1)(g) — 19 Motion to convene into Executive Session Wisc. Stats. 19.85(1)(g) to confer with legal counsel for the 20 governmental body who is rendering oral or written advice concerning a strategy to be adopted by 21 the body with respect to litigation in which it is or is likely to become involved. i. Clinton v. Village of 22 Sister Bay ii. PSC Rate Case Hearing. Roll call vote– all ayes. 23 24 b) Motion to Reconvene into Open Session 25 Motion to reconvene into open session was made by Kelly and seconded by Heidler. Roll call vote– all 26 ayes. 27 28 c. Motion for Action, if Appropriate 29 Motion was made by Kelly and seconded by Howson to proceed to appeal the Clinton v. Village of 30 Sister Bay to the Wisconsin Supreme Court. Motion carried – all ayes. 31 32 13. Adjourn 33 Motion to adjourn at 11:27 p.m. was made by Heidler, seconded by Bacsi. Motion carried – all ayes. 34 35 Minutes respectfully submitted by Julie Thyssen, Village Clerk 36 COMMENTS, CORRESPONDENCE, AND CONCERNS FROM THE PUBLIC Date: August 18, 2026 To: Village Board Re: August 2026 Author: Sarah Bertges, Administrative Assistant/Deputy Treasurer Written comments, correspondence, and concerns addressed to the Village Board for the month are included in the following pages: 1 Ben Andrews From: Peyton Sent: Saturday, July 25, 2026 8:28 PM To: Julie Thyssen Subject: Sister Bay Flag Attachments: Sister Bay Flag No.1.png Good evening, Ms.Thyssen. My name is Peyton Caster. I am not a resident of Sister Bay; however, I have travelled there on several occasions. I design flags in my free time, and I see that the Village of Sister Bay does not have any official flag listed online. As such, I have taken the liberty to design a flag for Sister Bay that is attached to this email. The flag I have designed incorporates the colors of the Swedish flag to represent Sister Bay's Scandinavian roots, specifically Swedish roots due to Sister Bay's iconic restaurant Al Johnson's. Furthermore, the Nordic cross displayed on the flag similarly represents flag conventions present in the flags of all of the Nordic countries. The wave pattern seen represents the waves of Lake Michigan on your shores. The colors also have additional meanings, with the white representing both the whitecap waves of Lake Michigan as well as the seasonal snowfall, the yellow also representing one of the many colors of the fall scenery Sister Bay is also iconic for, and finally the blue representing the deep blue water of the lake. I am an amateur flag enthusiast, and when visiting Sister Bay, I was struck by how easily the cultural and geographic elements of your village could be summed up into one rather simple but unique design to represent your quaint and beautiful town. I hope you enjoy my design; note that this is only the first iteration, and I would be happy to make adjustments as you see fit. I do not ask for any monetary compensation in return, and I would even be willing to send a physical copy of the flag at my own expense, provided I find a good vendor at a reasonable price. I am merely a flag enthusiast who believes your town deserves an adequate symbol to encompass its picturesque beauty. Thank you for your time, Sincerely, Peyton Joseph Caster 1 Ben Andrews From: Spectrum Business Unified Communications with RingCentral <noreply@email.spectrumenterprise.ringcentral.com> Sent: Friday, July 31, 2026 1:11 PM To: Sarah Bertges Subject: New Voice Message from Village of Sister Bay - WHITE GULL INN on 07/31/2026 1:09 PM Voice Message Dear Sarah Bertges, You have a new voice message: From: Village of Sister Bay - WHITE GULL INN Received: Friday, July 31, 2026 at 1:09 PM Length: 00:28 To: (920) 854-4118 * 101 Sarah Bertges Voicemail Preview: "Hey Sarah, this is Patrice, Jean Paul colleague. I just wanted to make the village aware of a problem. So, we have been the victim of some small thefts on South Highland Road. We've had two two events this week of people stealing things out of our yard. Um, I did make a police report, but I just kind of wanted to let the village know that that is going on. Thank you. Bye." Listen to this message over your phone or log in to your Spectrum Business Unified Communications with RingCentral account with your main number, extension number, and password. You can also manage your voicemails in your Spectrum Business Unified Communications with RingCentral account. Thank you for using Spectrum Business Unified Communications with RingCentral! By subscribing to and/or using Spectrum Business Unified Communications with RingCentral, you acknowledge agreement to our Terms of Use. © 2022 - 2026 RingCentral, Inc. All rights reserved. Spectrum Business is a trademark of Charter Communications, used under license All other logos, marks, designs and otherwise are the trademarks and intellectual property of RingCentral, Inc. 1 Ben Andrews From: Maryanne O'Dowd > Sent: Monday, August 10, 2026 7:44 PM To: Julie Thyssen Subject: Ceremonial Proclamation Request from Friends of Door County Libraries Attachments: Proclamation_FODCL_WinniePooh-looza_2026.docx TO: Julie Thyssen, Village of Sister Bay FROM: Maryanne O’Dowd, Board of Directors, Friends of Door County Libraries The Friends of Door County Libraries respectfully request that your governing body consider adopting a ceremonial proclamation recognizing the 100th anniversary of the publication of A.A. Milne’s Winnie-the- Pooh by symbolically renaming your community for one day, Wednesday, October 14, 2026, with a Winnie-the-Pooh-inspired honorary name. The date holds special significance: it is the exact centennial of the beloved book’s publication. This lighthearted, family-friendly proclamation is part of Winnie Pooh-looza, a multi-week, countywide celebration featuring events and programs organized by the Friends of Door County Libraries in partnership with Door County libraries, community organizations and local businesses. To make the celebration unique and fun, participating municipalities are invited to choose the honorary name that best reflects their community’s personality. Suggested names include: The Hundred Acre Wood, Pooh Village, Pooh Corner, Pooh Hollow, Pooh Grove, Pooh Woods, Christopher Robin's Corner, Piglet Place, Eeyore Crossing, Rabbit Ridge, Kanga Landing, Honey Harbor, The Hundred Acre Wood, Owl Hollow, Rabbit Hollow, Piglet Point, and Bee Friendly Village. Choose any of the suggested honorary names or another appropriate Winnie-the-Pooh-inspired name – bee creative! The ceremonial renaming offers a simple, visible way to join the centennial celebration and invite residents and visitors to slow down, explore, and enjoy the places that make Door County “A Thoughtful Spot.” To make participation as easy as possible, we have enclosed a draft proclamation that your board may use or modify as desired. Participating municipalities will be recognized through the Friends of Door County Libraries’ social media channel and promotional and marketing materials. You are welcome to publicize participation in this celebration as well. Thank you for considering this request and for your continued support of our libraries, literacy and programs that bring people of all ages together. We would be pleased to provide any additional information. Contact me at with questions. Attachment: Draft Ceremonial Proclamation Maryanne Giustino O'Dowd PROCLAMATION Celebrating the 100th Anniversary of the Publication of Winnie-the-Pooh October 14, 2026 One hundred years ago, on October 14, 1926, the world was introduced to a small bear with a very large heart. Today we celebrate the enduring legacy of A.A. Milne's beloved classic and the timeless values of friendship, kindness, curiosity and imagination that continue to inspire readers of all ages. WHEREAS On October 14, 1926, A.A. Milne published Winnie-the-Pooh, introducing readers to Winnie-the- Pooh, Christopher Robin and their friends in the Hundred Acre Wood; and WHEREAS For a century, this cherished literary classic has inspired generations through stories that celebrate kindness, friendship, imagination, compassion, curiosity and the simple pleasures of nature, reading and community; and WHEREAS Libraries play a vital role in fostering literacy, lifelong learning and a love of reading by connecting people of every generation with timeless books such as Winnie-the-Pooh; and WHEREAS The Friends of Door County Libraries have organized Winnie Pooh-looza, a countywide celebration commemorating the 100th anniversary of the publication of Winnie-the-Pooh through library programs, reading, writing, art, nature experiences and community events throughout Door County; and WHEREAS Door County is a place where quiet forests, winding trails, peaceful shorelines, welcoming libraries and vibrant communities invite people to slow down, wonder, reflect and reconnect— creating countless Door County Thoughtful Spots, where stories are shared, imaginations flourish and lifelong memories begin; and WHEREAS The ______________________________________________ recognizes this literary milestone as an opportunity to celebrate the joy of reading, the importance of libraries, the beauty of nature and the power of stories to bring communities together; NOW, THEREFORE, BE IT PROCLAIMED that the ______________________________________________ joins communities throughout Door County in celebrating the 100th Anniversary of the Publication of A.A. Milne's Winnie-the-Pooh on October 14, 2026. BE IT FURTHER PROCLAIMED that, in recognition of this special occasion, the ______________________________________________ shall be ceremonially known on October 14, 2026 as ______________________________________________ (Suggested honorary names include Pooh Village, Piglet Place, Eeyore Crossing, Owl's Roost, Rabbit Ridge, Kanga Corner, Roo's Run, or The Hundred Acre Wood.) BE IT FURTHER PROCLAIMED that residents and visitors are encouraged to celebrate by visiting their local library, reading a favorite story, spending time outdoors and discovering one of Door County's Thoughtful Spots— a place to pause, imagine, connect and appreciate the simple joys that have made Winnie-the- Pooh a beloved companion to readers for 100 years. Adopted this ______ day of ____________________, 2026. President / Chair Clerk (Official Seal) Page 1 STAFF REPORT Date: August 18, 2026 To: Village Board Re: Employee Handbook Review – Fire Department Support Policy BACKGROUND INFORMATION Village staff and the Personnel Committee have been reviewing proposed Employee Handbook policy language addressing Village employee participation in the Sister Bay –Liberty Grove Volunteer Fire Department. The purpose of the policy is to clearly outline expectations, eligibility, and procedures for employees who wis h to serve as volunteer firefighters, while preserving continuity of essential Village operations. Initial draft language was reviewed by the Personnel Committee on June 23, 2026, where staff collected detailed feedback from committee members, department managers, and the Fire Chief. Following that meeting, staff incorporated the requested revisions and provided both a redline and clean version of the updated policy at the Personnel Committee’s July 20, 2026 meeting. Summary of Feedback Received • The following key themes were identified through staff and committee review: • Concern that requiring PTO for emergency responses during work hours may discourage participation; some suggested restoring historical practices providing one hour of paid time or similar incentive. • Recommendation to strengthen policy language acknowledging the essential nature of volunteer fire service. • Preference that employees only be required to notify the Village of their volunteer service rather than obtain approval. • Desire for more flexible emergency -response language, allowing employees to leave immediately when notified of a call unless doing so threatens essential Village services. • Suggestion that calls under one hour does not require PTO, noting consistency with some private-sector practices. • Request for clarification regarding expectations for returning Village vehicles before responding. • Recommendation to add a Non-Retaliation and Support of Volunteer Service clause. All feedback was incorporated into the revised policy brought to the July 20 committee meeting. Page 2 COMMITTEE RECOMMENDATION At its July 20, 2026, meeting, the Personnel Committee reviewed the updated draft and determined that the revisions appropriately addressed the feedback provided at the prior meeting. The committee voted unanimously to: 1. Accept the updated policy language governing employee participation in the Sister Bay – Liberty Grove Volunteer Fire Department; and 2. Forward the policy to the Village Board for adoption as part of the Employee Handbook. RECOMMENDED ACTION Village Staff recommends the Village Board review the proposed Employee Handbook policy, incorporated into the Employee Handbook, and further consider adopting the revised Employee Handbook (aligned with the recommendation by the Personnel Committee). If the Village Board were in favor of this action, the following motion could be made: “I move to adopt the revised Employee Handbook , as recommended by the Personnel Committee, for the Village of Sister Bay.” ATTACHMENT(S) 1. Proposed Employee Handbook Excerpt (Fire Department Support Policy) Village of Sister Bay Employee Handbook Adopted 8/19/2026 Eff. August 18, 2026 21 Be educated about FMLA and what it covers – it may cover anxiety, depression, postpartum depression, and other conditions, if they meet the definition of a “serious health condition”. Wisconsin and Federal FMLA coverage runs concurrently with the employee being entitled to the protections provided by law which afford them the most favorable terms. All paid PTO or other leave offered by the Village runs concurrently with FMLA leave. If an employee on FMLA leave exhausts all their leave balances, but needs additional leave, other Village employees can donate a portion of their accrued time off to the empl oyee, but shall leave at least eighty (80) hours in their accrual bank for their own potential emergencies. Generally, an employee cannot be terminated for taking leave; however, there may be exceptions. For example, if there were documented disciplinary or performance issues prior to the employee’s leave, or, the village had discussed reducing staff levels in the department prior to the leave. Bereavement Leave Bereavement leave is not mandatory in the State of Wisconsin, but the Village has decided to provide up to three (3) days of paid leave following the death of a close family member. For purposes of this benefit, ‘close family member’ includes th e employee’s spouse or domestic partner, child or stepchild, or employee’s parents or the domestic partner’s parents. Participation - Volunteer Fire Department The Village of Sister Bay deeply values the contribuƟons of employees who volunteer with the Sister Bay– Liberty Grove Fire Department. We are proud to support these e fforts and are commi Ʃed to o ffering flexibility and reasonable accommodaƟons whenever possible, while sƟll ensuring the safe, efficient, and uninterrupted delivery of essenƟal Village services. Eligibility. Village employees are encouraged to par Ɵcipate in the volunteer Fire Department, provided such service does not interfere with the employees’ ability to safely and effecƟvely perform the essenƟal funcƟons of their Village posi Ɵon. Employees serving as members of the Sister Bay-Liberty Grove Fire Department shall noƟfy their supervisor and the Village Administrator of their parƟcipaƟon so scheduling, safety, and operaƟonal consideraƟons may be discussed. Response. The Village acknowledges that emergency incidents cannot be predicted and may occur during an employee’s scheduled workday. • Emergency Response. Employees responding to emergency incidents during scheduled work hours may leave work without prior approval when notified by the Fire Department, provided they promptly notify their supervisor as soon as practicable. Temporary restrictions may be imposed only when the employee's absence would create an immediate threat to public safety, critical infrastructure operations, or the continuation of essential Village services. • Use of Leave. Employees may receive paid leave for fire calls that require less than one hour of absence during their scheduled work time. For fire calls that extend beyond one hour, employees may use unpaid leave or available paid time off (PTO). This section does not guarantee paid leave for volunteer fire responses beyond the one-hour provision noted above. Village of Sister Bay Employee Handbook Adopted 8/19/2026 Eff. August 18, 2026 22 • Return to Work . Employees must notify their supervisor as soon as reasonably possible when responding to a call during work hours and provide an estimated time of return. Training, Mee Ɵngs, and Non-Emergency Ac ƟviƟes. Employees may attend fire-department-related training, drills, meetings, or community education activities outside their regular work hours without restrictions. Training during work hours requires s upervisor approval. Supervisors are encouraged to reasonably accommodate these requests where workloads permit. Safety and Fa Ɵgue Management. Because fire response activities may occur overnight or may be physically demanding, the following applies to ensure safety in Village operations: • If an employee has responded to an overnight call or incident resulting in significant fatigue, they must notify their supervisor before beginning their shift. • Supervisors may require the employee to use PTO or, if warranted for safety, allow unpaid time off. • Employees must not report for duty if their ability to safely perform their job duties may be impaired. Workers’ CompensaƟon and Liability. Under Wisconsin law, volunteer firefighters are covered by workers’ compensation while performing fire department duties; coverage is provided by the Fire Department, not the Village. This coverage applies only during official fire department activities and does not substitute for the Village’s expectations regarding attendance, communication, and safe wo rk practices during the employee’s Village duties. Use of Village Resources. Employees may not use Village vehicles, faciliƟes, equipment, or unqualified paid work Ɵme for volunteer fire department acƟviƟes unless specifically authorized by their supervisor or the Village Administrator. Any such authorizaƟon must ensure that Village operaƟons and assets are protected and that no con flict of interest exists. When appropriate, employees may be permi Ʃed to drive Village vehicles to the fire staƟon, and they should make reasonable efforts to noƟfy their immediate supervisor of the vehicle's locaƟon. CompensaƟon and Dual-Role Considera Ɵons. The Village does not supplement or o ffset s Ɵpends, honorariums, or other compensa Ɵon provided by the Fire Department. Time spent performing fire department du Ɵes is not considered Village work Ɵme and is not eligible for Village over Ɵme, compensatory Ɵme, or benefits beyond the authority of the employee handbook policy language. Conduct, Ethics, and Conflicts of Interest. Employees serving as volunteer firefighters remain subject to all Village policies, including the Code of Ethics, Conduct Standards, Con fidenƟality, and Drug and Alcohol-Free Workplace provisions of this handbook. Employees must avoid real or perceived conflicts of interest, including using Village employment to influence fire department decision-making or vice versa. Review and Administra Ɵon. Any ques Ɵons regarding this sec Ɵon should be directed to the employee’s immediate supervisor, who may consult the Village Administrator for clari ficaƟon. The Village Board retains the authority to modify this policy in wri Ɵng, in accordance with the procedures outlined in this handbook. Non-RetaliaƟon. The Village recognizes volunteer emergency responders as a criƟcal component of public safety. No employee shall be disciplined, denied promo Ɵon, su ffer adverse employment ac Ɵon, or otherwise be retaliated against solely because of lawful par ƟcipaƟon in the Sister Bay-Liberty Grove Fire Department, a Ʃendance at emergency incidents, required training, or ful fillment of Fire Department obligaƟons, provided the employee complies with the requirements of this policy. Page 1 STAFF REPORT Date: August 18, 2026 To: Village Board Re: Village Administration Building; Request for Proposal; Evaluation of Proposals Author(s): Benjamin Andrews, Village Administrator Action(s) Requested: ☐ Ordinance ☐ Resolution ☒ Motion ☒ Receive/File BACKGROUND INFORMATION The Village of Sister Bay issued a Request for Proposal (RFP) for Architecture/Engineering Services (hyperlinked) for the new Village Administration Building. A total of fifteen firms submitted proposals in response to the RFP. Here is a hyperlink to all Submissions. At its July 6, 2026 meeting, the Parks, Property & Streets Committee reviewed all fifteen submissions. Following the initial review, the Committee identified four top-ranked firms (Hyperlinked): • Birschbach & Associates • The Boldt Company • Somerville, Inc. • Wold Architects & Engineers The Committee then directed staff to conduct an “apples ‑to‑apples” comparison of these four finalists. This comparison included obtaining clarifications related to service inclusions/exclusions for IT infrastructure, audiovisual systems, security, interior design, landscape architecture, and furniture/FF&E, as well as co nfirming any subcontracted versus owner ‑responsible elements. Each firm was also asked to provide a comprehensive list of exclusions. The Committee scheduled its final recommendation for the August 3, 2026 meeting, with a presentation to the Village Board planned for August OVERVIEW Village Staff completed the requested comparison using the submitted materials of the four finalist firms. This review evaluated the completeness of architectural and engineering services offered, specialty system support, design disciplines, and overall fee structures. Page 2 RECOMMENDATION After completing its review over two meetings, the Parks, Property & Streets Committee recommended Wold Architects & Engineers to the Village Board as the preferred firm for Architecture/Engineering Services for the Village Administration Building. Recommended Motion If the Village Board were in favor of selecting the Parks Committee -recommended firm, the following motion could be made: “I move to select Wold Architects & Engineers as the Architecture/Engineering firm in response to the Village’s Request for Proposals for the Village Administration Building.” POLICY ALTERNATIVE(S) 1. Accept the Parks Committee Recommendation 2. Select a Different Finalist Firm 3. Request Additional Information or Clarification 4. Postpone Action NEXT STEPS If the Village Board selects a firm, the next steps would be to notify the firm of formal selection and begin the contract negotiation process. ATTACHMENT(S): 1. Comparison Framework for the Four Finalist Firms 2. Wold Architects & Engineers Proposal 3. Proposed AIA Contract (Preliminary) Comparison Framework for the Four Finalist Firms Services:General Information Firm: Firm Profile: Understanding of Needs: Architecture Structural MEP Electrical Plumbing Civil Fire protection Birschbach & Associates • Small Wisconsin firm (5 staff), 47 years in business. • Full-service architecture with subcontracted MEP. • Very personalized, principal-led engagement. • Detailed understanding of site, Scandinavian/Coastal Nordic aesthetic, Village operations, and timeline. Included; In-house Included; In-house Included; Subcontracted Included; Subcontracted Included; Subcontracted Not Included; Owner’s Responsibility Limited; could be included for addition fee. Boldt Company • Full-service AE team within a large ESOP organization (15 design staff). • Strong MEP and structural depth; civil by Payne & Dolan. • Extensive municipal experience. • Strong emphasis on workflow, public/staff separation, board chamber functionality (50–75 seats). • Focus on adjacency to Library. Included; In-house Included; In-house Included; In-house Included; In-house Included; In-house Included; Subcontracted Not Included Somerville, Inc. • Large 100% employee-owned AE firm (47 employees). • In-house architecture, interiors, MEP, fire protection; civil/landscape via consultants. • Heavy Wisconsin municipal experience. • Clear recognition of program (4,250–5,900 SF), security, ADA, technology, records, flexibility. • Uses structured visioning sessions. Included; In-house Included; Subcontracted Included; In-house Included; In-house Included; In-house Included; Subcontracted Included Wold Architects & Engineers • Large national AE firm (330+ staff). • Deep municipal specialization; strong engineering bench. • Independent cost estimator included. • Very detailed articulation of needs; understands records, elections, technology, civic presence. • Offers multiple municipal layout models. Included; In-house Included; In-house Included; In-house Included; In-house Included; In-house Included; In-house Included 1 of 4 Comparison Framework for the Four Finalist Firms General Information Firm: Birschbach & Associates Boldt Company Somerville, Inc. Wold Architects & Engineers Services (Cont.): IT AV Security Interior design Landscape design Furniture / FF\&E Not Included Not Included Not Included Limited; could be included for addition fee. Not Included Not Included Not Included Not Included Not Included Not Included Not Included Not Included Limited; Limited conduit/cable tray only; full IT not included Limited; not included but available as subconsultant with 10% markup. Not Included Included Limited; not included but available as subconsultant with 10% markup. Not Included Included; via technology/security designer. Not Included Included; via technology/security designer. Included; fee of $145-$180 hourly rate Not Included Included; covered under the banner of interior design. 2 of 4 Comparison Framework for the Four Finalist Firms General Information Firm: Birschbach & Associates Boldt Company Somerville, Inc. Wold Architects & Engineers Services (Cont.): Exclusions: IT, AV, security systems, interior design, FF\&E, sprinkler & fire alarm design (extra), landscape design, civil engineering, multiple additional meetings, extra renderings Design Fee: $149,900 Construction Administration: Included (bi-weekly visits) Total (Base): $149,900 Reimbursables: Minimal Detailed schedule July 2026–Dec 2027, bi-weekly CA, aligned with DSPS review. IT/AV/low-voltage/security; reimbursables with markup; some civil services outside base fee. Design Fee: $219,405 Construction Administration: $45,100 Total (Base): $264,505 Reimbursables: 10% markup Structured 2026–2028 schedule, strong bid-phase support. FF\&E, full IT/telecom, full AV, signage/artwork, environmental graphics, survey, geotechnical, hazmat studies. Design Fee: $159,900 Construction Administration: $45,100 Total (Base): $205,000 Reimbursables: 10% markup Design 2026–2027, bidding early 2027, completion 2028. Printing/copies, mileage, some reimbursables, furnishings. Base fee excludes FF\&E procurement Design Fee: $120,000 Construction Admin: $24,000 Total (Base): $144,000–$127,000 + reimbursables Reimbursables: ~$7,000 estimated Tailored schedule based on 2028 completion; experience with municipal sequencing. Fee Structure: Schedule: 3 of 4 Comparison Framework for the Four Finalist Firms General Information Firm: Birschbach & Associates Boldt Company Somerville, Inc. Wold Architects & Engineers Principal-driven oversight; small-team continuity. Marshfield Utilities, Ephraim Public Works, Fort Atkinson FD. Integrated AE coordination and builder-informed constructability. Ridges Sanctuary, Neenah Animal Shelter, City of Marinette joint facility. Robust QC checklists and multi‑stage reviews; <2% change order history. Stevens Point City Hall, Sturgeon Bay Municipal Center, Denmark Library/Community Center. BIM-based coordination, independent cost estimator, municipal QA systems. Cross Plains Village Hall, Tower Lakes Village Hall, Deer Park Village Hall. References:QA/QC: 4 of 4 Wold Architects & Engineers Proposal 1. Qualifications Wold Architects and Engineers is a privately owne d planning, architecture, engineering, and interior design firm founded in 1968, with over 330 staff, including 60 licensed architects, 19 licensed engineers, and 14 interior designers. The firm reports extensive municipal-sector experience, including village halls, city halls, public safety facilities, council chambers, secure records environments, and election functions. Wold places 15th in the BD+C Giants 400 Report for local government architecture firms. Key project personnel: • Matt Bickel, AIA, LEED AP – Project Architect & Government Practice Leader • Kirsta Ehmke, AIA – Project Manager • Jonathan Kuzynowski, AIA – Lead Designer • Amy Vertacnik, LEED GA – Interior Designer • Matt Verdun, PE – Mechanical Engineer • Brad Johannsen, PE – Electrical Engineer • Kent Adams, PE, SE – Structural Engineer • Jonathan Murray, LEED AP – Cost Estimator • Dan Kruth, RCDD – Technology/Security Designer The team is supported by in-house engineering, BIM coordination, and cost -estimating resources. Wold states readiness to begin work immediately and maintain staffing through completion. 2. Knowledge of State and Federal Laws and Trends Wold states that they will design the project in full compliance with: • Wisconsin Commercial Building Codes • Wisconsin Energy Code • Federal ADA and ANSI A117.1 accessibility requirements • Life-safety and fire protection provisions • Public-sector bidding requirements • Local zoning and municipal permitting processes The proposal notes extensive experience navigating code reviews, agency coordination, and public- sector documentation and bidding. Compliance is des cribed as integrated throughout all phases of planning and design, not treated as a late-stage task. 3. Experience (Including Similar Wisconsin or Municipal Projects) Wold reports over 700 municipal projects, 190+ space needs studies, and 40+ city/village hall projects. Representative projects similar in scope to Sister Bay include: • Village of Tower Lakes, IL – New 5,000 SF Village Hall & Police Facility (2025) • Village of Cross Plains, WI – New Village Hall & Police Facility (17,275 SF, 2026) • Village of Deer Park, IL – New Village Hall (4,100 SF, 2020) • Village of Long Grove, IL – Village Hall Addition & Remodel (4,200 SF, 2025) • City of Carver, MN – New City Hall (10,500 SF, 2019) These facilities include administrative offices, public service counters, council chambers, secure records functions, election-related spaces, and integration with adjacent civic or community buildings. Wold has also served Wisconsin local government s including Cross Plains, Ashwaubenon, Janesville, Outagamie County, Waukesha County, and others. 4. Level of Understanding of the Need Identified Wold’s proposal reflects a clear understanding of Sister Bay’s stated needs, including: • Private and flexible staff workstations • Public-facing service counters • Secure records storage (election, financial, HR, community records) • A 50–75 person board chamber • Accessible circulation and public interfaces • Technology infrastructure and secure staff/public separation • A civic presence suitable for the Mill Road site and adjacent library Design Approach Wold outlines a multi-phase collaborative process: • Core planning group establishment and stakeholder engagement • Scenario testing, space needs verification, and conceptual options • Schematic design through construction documents using BIM/Revit • Cost estimating at key milestones (with independent estimator included) • Proactive coordination to reduce late-stage changes • Bid-phase support and construction contract administration The firm highlights a commitment to user-friendly pu blic service layout, considering both “central counter” and “hub-and-spoke” municipal organization models. Wold also emphasizes continuity through construction and long-term support after occupancy. 5. References The proposal includes references with similar municipal project experience: • Village of Cross Plains – Carly Persson, Village Administrator • Village of Tower Lakes – Andy Hay, Village President • Village of Deer Park – Beth McAndrews, Village Administrator • Village of Long Grove – Chris Sparkman, Village Manager • Outagamie County – Clint Kriewaldt, Sheriff • City of Janesville – Ryan Murphy, Fire Chief 6. Cost Wold proposes a fixed professional services fe e of $120,000, based on 6% of an assumed $2 million construction cost. Estimated reimbursable expenses: $7,000 Maximum contract amount: $127,000 Fee breakdown: • Schematic Design / Design Development: $42,000 • Construction Documents: $48,000 • Procurement / Bidding: $6,000 • Construction Administration: $24,000 Reimbursables (10% markup) include mileage, printing/copying, phone, postage, etc. Bid-set printing is directly billed to the Village. Hourly rates range from $100 (administrative) to $235 (practice leader). WOLD ARCHITECTS & ENGINEERS VILLAGE OF SISTER BAY Request for Proposals Architectural/Construction Design Services New Village Administration Building June 12, 2026 Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 2 June 12, 2026 Benjamin Andrews Village Administrator 2383 Maple Drive PO Box 769 Sister Bay, WI 54234 RE: Request for Proposals — Architectural/Construction Design Services, New Village Administration Building Dear Mr. Andrews and Members of the Selection Committee: Wold Architects and Engineers appreciates the opportunity to submit our proposal to the Village of Sister Bay for architectural and engineering design services for your new Village Administration Building. We understand this project is not simply about creating more office space. It is about giving Village staff, elected officials, and residents a civic building that makes local government easier to access, safer to operate, more efficient to maintain, and better prepared for the future. The Village has already identified a clear set of needs: private and flexible workstations, public-facing service counters, secure storage for election, financial, human resources, community, and retained records, a governing board chambers space for 50 to 75 people, reliable technology infrastructure, accessible public and staff areas, and security measures that separate public access from confidential Village operations. The Mill Road site also brings important context. Located near the Sister Bay/ Liberty Grove Library and neighboring residential parcels, the building should feel appropriately civic and welcoming while respecting the scale, character, and daily patterns of the surrounding area. What Wold can do for Sister Bay is help turn that needs assessment into a practical, buildable, and community-appropriate facility. We will work with the Village to confirm how each department functions today, how residents move through the building, where staff need privacy and security, how public meetings should operate, and where flexibility should be built in for future staffing or service changes. We will use that understanding to test planning options, evaluate trade-offs, and help the oversight committee and Village Board make confident decisions before the project advances into construction documents. The Wold team brings extensive experience with village/city halls, municipal offices, public safety facilities, board and council chambers, records and elections functions, secure public service interfaces, ADA accessibility, and technology-ready meeting spaces. That experience allows us to bring proven ideas to the table without forcing a one-size-fits-all solution. Sister Bay needs a building that reflects the way your Village works, the expectations of your residents, and the long-term value of a public investment intended to serve the community for decades. We also understand that this project must move with purpose. The Village is not asking for plans in a month, but you are asking for a team that can manage the design process responsibly so bidding and construction can align with the goal of completing the facility by 2028. Wold will provide a clear schedule, coordinate design milestones with Village decision- making, work closely with the Village’s civil engineer, develop cost information at appropriate points, prepare coordinated construction drawings, present final plans and estimated construction cost to the Village Board, and support the bid process through award. Most importantly, we will help the Village make the right decisions at the right time. Through site review, staff and committee meetings, planning options, cost discussions, and clear documentation, Wold will help Sister Bay move from a list of needs to a facility that improves daily operations, supports secure records and elections functions, welcomes the public, accommodates accessible participation in local government, and fits the community it serves. We are excited by the opportunity to partner with the Village of Sister Bay on this important civic project. Thank you for your consideration. We would welcome the opportunity to discuss how Wold can help the Village create a thoughtful, efficient, and lasting home for its administration and public meeting functions. Sincerely, Wold Architects and Engineers Matt Bickel, AIA, LEED AP Government Practice Leader, Project Architect PLANNERS ARCHITECTS ENGINEERS Wold Architects and Engineers 220 N. Smith St, Suite 310 Palatine, IL 60067 t 847 241 6100 | woldae.com TOC COVER LETTER GENERAL INFORMATION 04 PROJECT PROPOSAL 13 PRIOR EXPERIENCE 21 REFERENCES 29 COSTS 31 GENERAL INFORMATION 5 Wold Architects and Engineers about us Founded in 1968, Wold Architects and Engineers is a privately owned corporation providing planning, architecture, engineering, interior design, facility assessment, cost management, bidding support, and construction administration services. For more than 58 years, Wold has focused on helping public-sector clients plan, design, and implement facilities that support the people who serve their communities. Our municipal experience includes village halls, city halls, administrative offices, public safety facilities, board and council chambers, records and elections spaces, public service counters, ADA improvements, secure staff and public interfaces, and long-range facility planning. Wold’s role extends beyond designing a building. We help communities define needs, evaluate options, build consensus, manage budgets, prepare coordinated construction documents, and support implementation through bidding and construction. This approach is especially relevant to Sister Bay’s new administration building, where the design must balance public access, staff efficiency, secure records storage, elections functions, technology infrastructure, accessibility, future growth, and a civic presence appropriate to the Mill Road site. Wold has approximately 332 employees across offices in Minnesota, Illinois, Indiana, Colorado, and T ennessee, including registered architects, graduate architects, registered engineers, graduate engineers, interior designers, and administrative support staff. This depth allows us to provide the Village with the attention of a dedicated project team while drawing on broader multi-disciplinary resources when specialized input is needed. Our in- house mechanical and electrical engineering staff are especially valuable for municipal buildings where technology, security, comfort, maintenance, and long-term operating costs must be considered early in design. WOLD ARCHITECTS & ENGINEERS 220 N Smith St, Suite 310, Palatine, IL 60067 | woldae.com | 847 241 6100 OUR PURPOSE IS TO MAKE A DIFFERENCE IN THE COMMUNITIES WE SERVE contact person Matt Bickel, AIA, CID, LEED AP Government Practice Leader mbickel@woldae.com 847 609 0310 corporate ownership | Privately Owned years in business | 58 legal status | Corporation office locations | Illinois, Minnesota, Indiana, Colorado, T ennessee top 160 local government architecture firms#15 BD+C GIANTS 400 REPORT RANKINGS GENERAL INFORMATION OUR FIRM-WIDE TEAM 330+ DEDICATED STAFF 60 LICENSED ARCHITECTS 19 LICENSED ENGINEERS 14 INTERIOR DESIGNERS OVER THE PAST DECADE, WOLD HAS OVERSEEN THE DESIGN AND CONSTRUCTION OF OVER $10 BILLION IN PUBLIC SECTOR PROJECTS. Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 6 GENERAL INFORMATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME: CONTACT (A/C, No): FAX E-MAIL ADDRESS: PRODUCER (A/C, No, Ext): PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). 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CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 9/23/2025 Holmes Murphy 1601 Utica Ave S, Ste 700 10 West End St Louis Park MN 55416 Jeannette Parrott jparrott@holmesmurphy.com RLI Insurance Company 13056 WOLARCPC Travelers Casualty & Surety Company 19038 Wold Architects Inc. dba Wold Architects & Engineers 220 Smith Street, Ste 310 Palatine IL 60067 744022234 REPLACEMENT A X 2,000,000 X 1,000,000 X Contr Liab per 10,000 X Policy & XCU Incl in Ex Occur 4,000,000 X X Y Y PSB0004011 9/1/2025 9/1/2026 4,000,000 A 1,000,000 X Y Y PSA0001561 9/1/2025 9/1/2026 A X 5,000,000 X Y PSE0003066 9/1/2025Y 9/1/2026 5,000,000 X $0 A X N Y PSW0002147 9/1/2025 9/1/2026 1,000,000 1,000,000 1,000,000 B A Architect/Engineer Prof Liab Prop/EDP-Blanket Contents Y Y Y 107898498 PSB0004011 9/1/2025 9/1/2025 9/1/2026 9/1/2026 Ea Claim: $5,000,000. Replace Cost/Special Aggr: $7,000,000. $11,475,000. FOR PROPOSAL PURPOSES 7 Wold Architects and Engineers GENERAL INFORMATION matt bickel Project Architect jonathan kuzynowski Lead Designer matt verdun Mechanical Engineer brad johannsen Electrical Engineer kent adams Structural Engineer jonathan murray Cost Estimator LEADERSHIP WOLD TEAM SUB-CONSULTANTS amy vertacnik Job Captain PROPOSED PROJECT TEAM kirsta ehmke Project Manager dan kruth Security & T echnology statement of availability Wold has the capacity to serve the Village of Sister Bay immediately and throughout the full design and bidding process. We will tailor our staffing to the Village’s schedule, meeting structure, and desired 2028 completion goal, providing hands-on leadership, clear milestone communication, coordinated architectural and engineering documents, and practical guidance from needs assessment through bid support. Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 8 GENERAL INFORMATION As Project Architect, Matt will serve as the overseer of Wold’s resources and staff, while simultaneously infusing the team dedicated to your project with the collective insight, wisdom, enthusiasm for the Village of Sister Bay design, and expertise that comes with his design experience. north dakota state university | Bachelor of Architecture north dakota state university | BS, Environmental Design PROJECT ARCHITECT MATT BICKEL, AIA, CID, LEED AP As Lead Designer, Jonathan coordinates with the design team and client to maintain the goals and schedule of the project. Jonathan’s experience coordinating with clients and the design team keeps everyone on track with the per-defined goals. judson university | Master of Architecture judson university | Bachelor of Architecture LEAD DESIGNER JONATHAN KUZYNOWSKI, AIA, NCARB, LEED GA wisconsin license # | 13214-5 village of barrington hills Village Hall Remodel village of cross plains New Village Hall & Police Facility village of deer park New Village Hall village of long grove Village Hall Addition & Remodel village of palatine Village Hall Addition & Remodel village of tower lakes New Village Hall & Police Facility city of palos heights City Hall Remodel village of barrington hills Village Hall Remodel village of carpentersville Fire Station No. 93 Remodel village of long grove Village Hall Addition & Remodel village of tower lakes New Village Hall & Police Facility city of crystal lake Fire Station No. 1 Remodel city of janesville New Fire Station No. 3 city of oak creek New Fire Station No. 3 9 Wold Architects and Engineers GENERAL INFORMATION Kirsta brings a wealth of government project experience and is well versed in guiding our team to reach every project milestone. She will ensure Wold’s resources align with the effort required to meet the strategic planning objectives and attain Village expectations. Kirsta has delivered many successful outcomes to our clients – on time and under budget. university of illinois, chicago | Masters of Architecture university of kansas | BFA, Industrial Design PROJECT MANAGER KIRSTA EHMKE, AIA Amy works with clients to foster design continuity and help match the functional and aesthetic components of a project. Her interior architecture background ensures the facility program needs are met and space utilization is effective within a space. As the interior designer for this project, Amy will collaborate closely with stakeholders to develop and refine design options throughout each phase, from initial concepts to final selections of finishes and furnishings. rocky mountain college of art and design | BFA, Interior Design - Sustainability Specialization tulane university | BSPH, Public Health INTERIOR DESIGNER AMY VERTACNIK, LEED GA, WELL AP village of carpentersville Fire Station No. 93 Remodel village of deer park Vehe Barn Remodel village of palatine Village Hall Addition & Remodel city of crystal lake City Hall Remodel, Police Department Remodel, Fire Station No. 1 Remodel waukesha county Courthouse Addition & Remodel village of barrington hills Village Hall Remodel city of crystal lake Community Center Feasibility Study city of janesville New Fire Station No. 3 berrien county 911/EOC Relocation dane county Clerk Office Election Center tazewell county New Justice Center Annex Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 10 GENERAL INFORMATION MECHANICAL ENGINEER MATT VERDUN, PE, LEED AP As Lead Mechanical Engineer, Matt will work closely with our in-house and external consultants to ensure the Village’s goals are achieved. Matt applies Wold’s culture of responsiveness and communication to the engineering process to elevate our commitment to the client’s experience. northern illinois university | BS, Mechanical Engineering ELECTRICAL ENGINEER BRAD JOHANNSEN, PE, LEED AP university of iowa | BS, Electrical Engineering Brad will work with you throughout the design process. He ensures quality through all phases of construction and guarantees uninterrupted service delivery for the life of the facility through efficient and reliable power systems. Brad experience in the public sector gives him a deep understanding of the high level expectations of sustainable and seamless electrical systems. village of cross plains New Village Hall & Police Facility village of palatine Village Hall Addition & Remodel city of crystal lake City Hall Remodel lake county New Regional Operations & Communications Facility scott county Emergency Communications Center, Sheriff’s Patrol Headquarters waukesha county Courthouse Addition & Remodel village of palatine Village Hall Addition & Remodel city of carver City Hall Replacement town of erie T own Hall Addition & Renovation arapahoe county Admin Remodel berrien county 911/EOC Relocation waukesha county Courthouse Addition & Remodel 11 Wold Architects and Engineers GENERAL INFORMATION Dan has been involved in T echnology for over 30 years. His roles as Project Manager, Design Engineer, and Account Manager have all specialized in structured cabling design for technology systems. His experience includes advanced data infrastructure, outside plant communications, fiber optics, grounding and bonding, security, video surveillance, fire alarm, access control, VOIP , WiFi, public address systems, and Distributed Antenna Systems. Dan has held a Registered Communications Distribution Designer (RCDD) accreditation for 19 years. His passion drives his attention to detail and focuses on seamless project success throughout the project. SECURITY & TECHNOLOGY DAN KRUTH, BICSI, RCDD village of barrington hills Village Hall Remodel village of cross plains New Village Hall & Police village of long grove Village Hall Addition & Remodel tazewell county New Justice Center Annex waukesha county Courthouse Addition & Remodel Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 12 GENERAL INFORMATION Jonathan is an experienced senior cost consultant who has completed hundreds of projects during the design phase. He has experience working in multiple market segments including municipal, federal, multifamily, K-12, higher education, data centers, historic renovations, commercial, and industrial. His strengths include strong leadership, team orientated, and a commitment to delivering projects that exceed client expectations. village of palatine New Village Hall Renovation city of brooklyn park City Hall city of corcoran City Hall & Police Department Remodel city of lonsdale City Hall & Police Department university of wisconsin - stout | BS, Construction COST ESTIMATOR JONATHAN MURRAY, LEED AP Kent Adams has over 38 years of structural engineering experience and has acted as senior project engineer for numerous projects with Johnson Wilbur Adams, Inc. He has performed and been responsible for design of municipal, recreational, educational, residential, and commercial projects throughout the United States. Kent’s responsibilities as a structural engineer include scheduling, code review, design and analysis, review of design documents, verification of construction conformance with design documents and quality control and assurance for all of the structural activities for a project. village of palatine New Village Hall Renovation lake county New Regional Operations & Communications Facility scott county Sheriff’s Patrol Headquarters bradley university | BS, Civil Engineering STRUCTURAL ENGINEER KENT ADAMS, PE, SE PROJECT PROPOSAL Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 14 PROJECT PROPOSAL OUR UNDERSTANDING Based on our review of the Request for Proposals and insights gathered during our site visit, the Wold team has begun identifying key priorities for the Village of Sister Bay as you move forward with planning and constructing a new Administration Building. We look forward to collaborating with the Core Planning Group to further develop these ideas, engage in a thoughtful planning process, and help establish a strong vision, build consensus, and achieve successful outcomes. identity & values The new building’s design should respond to the unique character, history, and heritage of the Village and evoke a sense of community pride. flexible, adaptable, & secure Municipal government and the delivery of public services is ever changing. The needs of today include increased security, adaptable technology, and flexible work environments that support staff efficiency, well-being, and retention. wise investments Space provided for Village Administration should meet their operational needs while representing good value for the taxpayers. Finishes and systems should balance aesthetics and on-going site and building maintenance. community connections It is important to create strong linkages to the adjacent public library and business district; as well as views to the natural environment. Pedestrian pathways, overflow parking strategies, and outdoor public space should be explored. Conceptual aerial rendering of the new Village of Sister Bay Administration Building MILL ROAD Existing Public Library 15 Wold Architects and Engineers PROJECT PROPOSAL creatively leverage We understand this project is about more than simply delivering a new administration building. It is an opportunity to create an efficient, secure, and welcoming civic facility that supports daily Village operations, serves the public effectively, accommodates governing board functions, and provides flexibility for future staff growth. Our team looks forward to helping the Village of Sister Bay realize a building that reflects the character of the community while meeting its operational, technology, and accessibility needs for years to come. collaborative process We have a client-focused collaborative process that leverages our expertise for your benefit and making sure it works for you. We have assembled a work plan that emphasizes communication and collaboration in the early stages of planning and programming to allow our team to fully understand your goals and to demonstrate as many options for implementing these projects as possible. innovative design There is no cookie cutter approach to the design of the project. We will work with the staff and users of the Village Administration Building to create a unique solution. Utilizing modernized design concepts to improve health, wellness, safety, and security of all staff, and to enhance services being provided to the community. quality documentation We will follow up that initial planning exercise with a construction documentation process forged by over 58 years of focusing on public sector architectural and engineering services. We know how to detail and specify materials so that they can be affordable, maintainable, long-lasting, and aesthetically-pleasing. We review all of our projects with a thorough quality review to ensure that these standards are met before they are issued for public bidding. leading the construction process During construction, Wold Architects and Engineers has a strong presence in administering the construction contract to ensure that the quality of materials and construction that you expect is implemented. Pay applications and any Change Order requests are thoroughly reviewed by our team to ensure that you are paying only for fair value of the work being performed. your ongoing ally Finally, following the successful close-out of the project, we want you to know that Wold has a history of standing behind our projects forever. If you are ever questioning or unhappy regarding any of the construction that we designed and oversaw, we are more than happy to help solve any issues that pop-up – even beyond the warranty – to help you remain satisfied with the superior project experience that we offer. APPROACH & WORK PLAN CONSTRUCTION COMPLETION DETAILED DESIGN BIDDING DOCUMENT DELIVERY CONSTANT COORDINATION CONTRACT ADMINISTRATION PRESENTATION OF FINAL DETAILED DESIGN ACTIVE SOLICITATION OF BIDDERS CLIENT COMMUNICATION CONSTRUCTION QUALITY REVIEW BIDDING AND CONSTRUCTION DOCUMENT DEVELOPMENT DESIGN REFINEMENT CLARIFICATIONS PRESENTATION OF FINAL CONSTRUCTION DOCUMENTS DETAILED INPUT REFINEMENT OF EITHER OPTIONS OR OBJECTIVES PROJECT INITIATION CONSENSUS ON A SOLUTION GATHERING OF DATA DEVELOPMENT OF CONCEPTUAL OPTIONS AGREED UPON NEED schematic designdesign developmentconstruction bidding construction documents Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 16 PROJECT PROPOSAL ORGANIZE THE PROCESS STAKEHOLDER ENGAGEMENT organize the planning group We believe it is important to start the project with a meeting attended by key stakeholders and users where all are given the opportunity to voice their priorities and concerns in the presence of other participants. We consider this group of people to be the Core Planning Group and will remain consistent throughout the study. This initial meeting covers topics such as project management, lines of communication, project milestones schedule, meetings, review of the work plan, and identification of key issues and goals of the project team representatives, such as: • Establish Village directives/ involvement • Establish format, protocols, and applicable standards • Develop “user-friendly” format to suit needs and minimize impacts • Identify base-line assumptions and minimum standards • Identify all personnel whose input is required or desired • Identify applicable building codes and standards • Develop a list of baseline standards as they pertain to program modifications The most important outcome we wish to achieve at the kick-off meeting is to set the tone that the planning for the facilities assessment will be a collaborative effort. The Wold team will provide guidance for navigating the study process, as well as subject matter expertise and the resources to complete the study. However, we will rely on the members of the Core Planning Group to establish the criteria and guiding principles for what an ideal facility will be. participatory planning process The goal of the Wold team on every project is to make the entire process of planning for public facilities predictable and enjoyable. Our approach to program development includes a process for engaging the users and stakeholders in an interactive process that produces a high level of ownership of the final report and its recommendations. Preliminary and validation meetings assure that all needs are accurately defined, and any policy issues are identified early on. The final Space Needs and Program Analysis document is crucial to proving the feasibility of the facility solution and to the success of the eventual facility design. generate discussion Our space needs assessments are structured as “dialogue documents,” illustrating the interface between organizational structures and the resulting space implications. The documents are clearly written and highlight the decision-making criteria used to identify the key design issues. These provide a clear method for the delivery of renovations, additions, or new facilities. This process answers these fundamental questions: • What are fundamental objectives for your facilities? • What operational and space data is available? • What should the future be? • How big should the spaces be? • How much future expansion should be anticipated and when will it be needed? • How much future expansion should be built-in now vs. added later? • What are your goals for technology? • How will emerging technology impact infrastructure needs? • How will emerging management structures impact space needs? • How much should be budgeted for today? For tomorrow? core planning group village leadership village staff other stake- holders STAKEH O LD ERS citizen advisory committee village board 17 Wold Architects and Engineers PROJECT PROPOSAL DESIGN PROCESS FOR VILLAGE HALL FACILITIES Functional responses will start and end with listening to how the Village currently operates and what would be the ideal way to operate. We understand the need to provide quality village services. Wold has a history of designing facilities to support state-of-the-art operational approaches where functionality is a high priority in achieving client goals. We will do this by: • Planning your village hall to fit into your operational needs, overall Village functions and mission. We listen to your goals and respond with design solutions. • Challenging operational approaches to determine functional models for the Village of Sister Bay at appropriate settings. • T esting the design against operational models during a scenario development process so that no stone is left unturned, and the village receives a highly functional solution that meets your objectives. we believe village hall design begins with a similar mission: Supporting the village’s customer service mission while enhancing staff interaction. With this as our focus, we can begin to design with function driving internal organization. Village hall design typically follows one of two organizational models. One generates from a central focus, sometimes referred to as a central service counter design. The second follows a linear focus which is often referred to as a “Hub and Spoke” design. Clear customer orientation is critical in Village hall design to avoid the “government runaround.” The content below illustrates these two organizational models. entry LOBBY DEPARTMENTS PUBLIC SERVICE central In the central service counter model, the public only has to find one counter to get services. The large open lobby provides circulation space for public functions such as the board rooms and provide overflow and gathering space for board meetings. Often flanking the service counter are smaller meeting rooms that are used for informal meetings with customers, contractors, or board members meeting with constituents. entry LOBBY DEPARTMENTS DEPARTMENTS linear In the more linear “Hub & Spoke” design the “Hub” provides the entry focus and relationship to the board room while the “Spokes” (corridors) provide the connection to large Village departments. Critical to the linear design is clear orientation. Signage may play a role in effective orientation. Sub-lobbies connected to the “Spokes” (corridors) play a role in creating a node or focus for the department. Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 18 web-based project portal Seamless communication is critical for a transparent and inclusive process from community engagement to interdisciplinary coordination. Wold recognizes the need to stay connected with community, consultants, owners, users, and stakeholders. Wold hosts a web-based project portal that allows secure, client-specific access to project information through a dedicated cloud service. From early planning to final close-out, the web portal promotes efficient, user-friendly connectivity for all involved. • Project team contact information • Meeting minutes • Design presentations • Project phase deliverables • Construction photos • Observation reports building information modeling (bim) Building Information Modeling (BIM) software is used on all Wold projects. It is the latest technology-based tool employed by progressive architects and engineers for design and the production of digital contract documents. Commonly referred to as a three-dimensional modeling software, BIM is in fact a high powered database of all of the hundreds of elements that make up a complete set of construction drawings. BIM manages all of the information related to a specific project in a single file that can be accessed simultaneously by the entire design team, thus, the likelihood for human error is reduced. Over the past 10 years, we have made a significant investment in technology and training related to adapting our approach to the use of BIM software – specifically Autodesk’s Revit. Revit has significant advantages over traditional drafting with regard to thorough coordination of work by several team members simultaneously. With the efficiency Revit affords us in the production of contract documents, we are able to spend more time on planning and design and can easily produce three- dimensional images and virtual walkthroughs for your review. Enhanced three-dimensional imaging and virtual walkthroughs mean fewer surprises. By providing more accurate visuals of what the final product will look like long before construction begins, you can be assured that your staff will have greater ownership of their new spaces and will be satisfied when it comes time to move in. Finally, at the end of the project you will have a complete three- dimensional model of your future building - inside and out - to use as a tool to help communicate with the community. proactive coordination Owner project requirements are the cornerstone on which the design is founded. It is our challenge to transform these idealistic thoughts into realistic, energy efficient, cost effective solutions. We believe this can be best achieved through an integrated design process that will allow for optimization of time, money, and creativity. Our consultants will also be using BIM (Revit) to integrate all mechanical, electrical, and structural elements into one model. This proactive coordination effort helps us produce quality construction documents that result in less issues during construction. EMBRACING THE DIGITAL AGE SOFTWARE PACKAGES AND COMPUTERIZED SYSTEMS Rendering Construction Solution PROJECT PROPOSAL 19 Wold Architects and Engineers budget management The Wold team approaches budget management as an ongoing task, from the start of planning and programming through the completion of the construction. We know that the planning for public facilities sets the framework for future costs. Eighty percent of the cost for a project is determined by the first 20% of the decisions. Therefore, we take the initial planning very seriously, because it is the key to future financial factors. Specific cost and budget analyses ensure adherence to original budgets for the project. Construction and installation documents and management provides the direction for seamless process management moving toward occupancy. Within our fixed fee, we include the services of an independent cost estimating consultant, Rockwise Strategies, to perform cost evaluations at key milestones of the project. This effort is completed in alignment with our own internal estimates, so collaboration on an agreed cost estimate can occur, and the Village of Sister Bay can be confident the project is on budget and able to move forward. wold does not charge our clients to resolve unexpected surprises One of the benefits of our approach is the avoidance of cumbersome accounting for changes to the work. Therefore, there are no fees associated with change orders. It is especially important once construction begins for the Village and Design T eam to have a collaborative relationship. We believe our role in the partnership is extremely important to resolve construction claims. Because of Wold’s exclusive focus on public projects, we have learned the importance of identifying all risks and variables prior to bidding. Developing high quality, well-coordinated construction documents results in a history of minimal change orders on Wold projects. Typically, at project closeout, change orders to all construction contracts are less than 1%, with the majority of those changes being Owner requests for added value or additional scope. DECISIONS QUANTITY FUNCTION QUALITY AVAILABILITY COMPLEXITY PHASE PROGRAMMING PROCESS core planning group DESIGN PROCESS user-input PLANNING PROCESS SD, DD, CD BID PROCESS competition CONSTRUCTION PROCESS constructability final cost budgetONGOING COST & SCHEDULE MANAGEMENT COSTS ARE INFLUENCED CONSTANTLY BY EVERY PROJECT DISCUSSION COST quality quantity schedule complexity BUDGET MANAGEMENT DETERMINING AND MAINTAINING YOUR SCHEDULE & BUDGET PROJECT PROPOSAL THE VILLAGE RELIED ON WOLD’S EXPERTISE TO HELP GUIDE US THROUGH EVERY STEP OF THE PROCESS – FROM EVALUATING OUR EXISTING FACILITY AND SPACE NEEDS, THROUGH DESIGNING AND CONSTRUCTING OUR NEW VILLAGE HALL AND POLICE BUILDING. WOLD’S SUPPORT THROUGH THE CONTRACTOR SELECTION/BIDDING PROCESS AND THE PROJECT MANAGEMENT OF THE BUILD WERE CRITICALLY IMPORTANT. OVERALL, THE PARTNERSHIP AND COLLABORATION WERE WONDERFUL! WE WOULD WORK WITH THEM AGAIN AND HIGHLY RECOMMEND THEM TO OTHER COMMUNITIES. - ANDY HAY, VILLAGE PRESIDENT OF TOWER LAKES Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 20 Regardless of construction delivery method (GC vs. CM), our role in managing schedules does not change. We will work closely to develop necessary phasing strategies, tracking decisions, and ensure trade contractor performance. design • Build a project milestone schedule to manage all disciplines from the onset • Weekly coordination meetings • Weekly updated drawings to SharePoint • Checklist for typical coordination issues • Established/tested detailing for contract documents • Peer review of Contract Documents • All-day team coordination prior to documents being issued • Utilize only Addendum #1 to elevate the document’s quality bidding • Proactive contact of potential bidders to generate interest • Minimize addenda • Assist in bid openings and contract preparations as needed construction • Review submittal requirements, schedule of values, and owner expectations with contractors • Pre-construction forum • Shop drawing review • Mandatory Contractor pre-installation conferences for critical areas • Job site presence with observation reports • On-site involvement to review compliance of critical aspects • Attendance at all construction meetings/review of construction schedules • Proactive tracking of Contractors (weekly progress schedules) • Availability to contractors to review specific conditions in the field where needed • Begin commissioning process to ensure design compliance substantial completion • Goal: Have contractor complete the punch list in 60 days • Continue construction meetings to keep contractor focused • Monitor punch list issues and redevelop punch lists as needed to simplify the process • Identify user issues and sort out responsibility through regular meetings with Village staff • Keep the pressure on the contractor to complete the task at hand post-occupancy • Attend first-day opening to assist where needed • Proactive 11-month walk-through to review warranty items • Post-occupancy evaluation with Owner to review strategies • Ongoing availability to coordinate and resolve issues SCHEDULE MANAGEMENT DETERMINING AND MAINTAINING YOUR SCHEDULE We have translated the urgency of your schedule to all other aspects of our work. Schedule delays not only cause strain on the budget, they also strain political relationships between the administration and staff and the taxpayers who supported the projects. The key to successful schedule management is the whole-hearted partnering of the entire project team. Our team has a proven record of serving and listening to clients and responding to their needs. establishing a milestone schedule We will work with you to establish each project's milestones and determine your schedule based on your Village’s unique needs and expectations. Our project managers are responsible for managing the schedules and will monitor the performance and input of all participants to assure that information is available and tasks are completed on time. example: PROJECT PROPOSAL PRIOR EXPERIENCE 22 Wold Architects and Engineers we know municipalities Wold has worked with a variety of municipal clients, both large and small. We understand the issues that today’s municipalities face, and we respond by helping our public sector clients plan the most effective facility solutions. Our goal at Wold is to provide an exceptionally high level of service to our clients, not only during projects but between the projects. We see ourselves as always available to add value to our client’s facility management and maintenance. This attitude has resulted in most of our clients continually relying on Wold for project after project. The following are a list of some of our municipal clients we have had the privilege of working with. city of ashwaubenon Municipal Master Plan village of barrington hills Village Hall Remodel city of blaine City Hall Renovations town of buena vista Space Needs Assessment village of buffalo grove Village Hall Administration Remodel city of burnsville City Hall Addition & Remodel city of carver City Hall Replacement city of circle pines New City Hall city of colorado springs Council Chambers Remodel city of corcoran City Hall Master Plan village of cross plains New Village Hall city of crystal lake City Hall Remodeling village of deer park New Village Hall city of dekalb Long-Range Space Needs Analysis dekalb township T ownship Office Addition & Remodel city of eagan New City Hall town of erie T own Hall Addition & Remodel city of excelsior City Hall Space Needs Study village of glenview Village Hall Space Utilization Feasibility city of golden valley Municipal Facilities Assessment city of inver grove heights Space Needs Study city of kimball City Hall Facility Master Plan city of lakeville City Hall Addition & Renovation city of little falls Space Needs Assessment city of lone tree Facilities Master Plan city of lonsdale City Hall Renovations city of minneapolis City Hall Renovation city of mounds view Community Center & City Hall Renovation village of palatine Village Hall Addition & Renovation city of palos heights City Hall Remodel city of prior lake New City Hall city of river falls City Hall Study village of tower lakes New Village Hall & Police Facility 700 MUNICIPAL PROJECTS 190+ SPACE NEEDS STUDIES 40+ VILLAGE/CITY HALL PROJECTS PROJECT EXPERIENCE PRIOR EXPERIENCE Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 23 VILLAGE HALL & POLICE FACILITY TOWER LAKES, ILLINOIS Wold partnered with the Village of T ower Lakes to deliver a new 5,000-square- foot Village Hall and Police Facility that provides a modern, efficient home for local government and public safety services. Designed to replace the community’s outdated existing building on the same site, the new facility responds to both current operational needs and long-term growth while creating a stronger civic presence for the Village. The building reflects T ower Lakes’ distinctive “lake house” character and includes a new Board Room/Community Room that supports Village meetings, public functions, and broader community use. The result is a flexible, community- focused municipal facility that enhances daily operations while providing a welcoming gathering space for residents. Solar panels were planned as part of the design and installed on the roof to support the Village’s initiatives for sustainable, energy efficient operations. total sf | 5,000 sf construction cost | $3 M completed | 2025 project type | New Construction references Andy Hay, Village President president@towerlakes-il.gov 847 736 9640 PRIOR EXPERIENCE 24 Wold Architects and Engineers Wold Architects and Engineers was hired by the Village of Cross Plains to plan and design a new facility for co-relocation of their joint Village Hall and Police Department operations. Wold partnered with the Core Planning Group to develop guiding principles and worked collaboratively with Village staff to define space needs for the new building. Through town hall meetings, the broader community was engaged to provide input on the building’s image and identity. The design for new facility includes considerations for community access to Village Hall and Police Department services, as well as a large multi-purpose community room (and Village Board Room). A key feature of the building is it proximity to the Ice Age National Scenic T rail and other outdoor amenities. The building will have public toilet rooms accessible from the exterior and available to users of the trail and nearby parks. Construction started in October 2025 and is on track for completion in Fall 2026. total sf | 17,275 sf construction cost | $7 M completed | Fall 2026 (Anticipated) project type | New Building reference Carly Persson, Village Administrator cpersson@cross-plains.wi.us 608 798 3241 ext 105 VILLAGE HALL & POLICE FACILITY CROSS PLAINS, WISCONSIN PRIOR EXPERIENCE Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 25 VILLAGE HALL DEER PARK, ILLINOIS Wold partnered with the Village of Deer Park to advance the planning and development of a new Village Hall that would better serve staff operations and community needs while respecting the character of the historic Vehe Barn site. Working closely with Village leadership, Wold evaluated options for accommodating Village functions on the property and helped guide the decision toward construction of a new standalone Village Hall adjacent to the barn. This approach allowed the Village to preserve the historic Vehe Barn as a cherished community asset while creating a purpose-built civic facility tailored to staff needs, Board meetings, and day-to-day public service functions. Thoughtfully positioned within the site context, the new building complements the historic setting while establishing a clear and lasting civic presence for the community. Completed in July 2020, the Village Hall provides Deer Park with a functional, efficient, and context-sensitive municipal building that enhances operations, supports local governance, and serves the community well into the future. Wold continues to partner with the Village to design and implement improvements to the adjoining Vehe Barn. total sf | 4,100 sf construction cost | $1.1 M completed | 2020 project type | New Construction reference Beth McAndrews, Village Administrator bmcandrews@vodp.net 847 726 1648 PRIOR EXPERIENCE 26 Wold Architects and Engineers VILLAGE HALL ADDITION & REMODEL LONG GROVE, ILLINOIS Stemming from a client referral from the neighboring community of the Village of Deer Park, Wold was hired by the Village of Long Grove to complete an initial space needs analysis and pre-design. Upon the completion of the pre-design study, our team was retained to continue with the design of an addition and remodeling of the Village Hall. Housed in a historic structure dating back to the 1860s, and relocated in the 1970s to its current site, the Village Hall needed a modern facelift. Our team helped identify key areas for improvement which included accessibility to all office spaces, a larger board room to better serve community needs, increased separation between evening and daytime functions, and enhanced employee workspaces, which included dedicated conference spaces and a break room. Our team meticulously crafted plans to meet the Village’s needs while respecting the building’s rich heritage and Long Grove’s commitment to preserving its history for future generations. Working alongside the Village Board, Wold developed a strategy to enhance the existing structure’s longevity and charm, while seamlessly integrating new additions, including new siding, windows, and more. total sf | 4,200 sf construction cost | $1.8 M completed | 2025 project type | Addition/Remodel references Chris Sparkman, Village Manager csparkman@longgroveil.gov 847 634 9440 PRIOR EXPERIENCE Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 27 total sf | 10,500 sf construction cost | $4.5 M completed | 2019 project type | New Construction references Brent Mareck, City Manager bmareck@cityofcarver.com 952 448 8737 CITY HALL CARVER, MINNESOTA Wold partnered with the City of Carver to design a new City Hall that replaces the City’s aging former facility with a building better suited to current operations, community use, and long-term civic needs. After determining that the existing City Hall was no longer viable, the City advanced plans for a replacement facility guided by recommendations from a previous citizens’ committee, which studied multiple site options and ultimately supported construction of the new building within Carver’s historic downtown. This direction helped ensure the new City Hall would remain closely connected to the heart of the community while reinforcing the character and vitality of the downtown district. The design reflects the character of downtown Carver, incorporating storefront-inspired architecture that complements the surrounding historic district and reinforces the building’s civic presence. In addition to supporting City staff and government functions, the project includes a large main-level meeting room with a commercial kitchen, creating flexible space for public meetings and community events. With strong connections to the street and views toward the river, the new City Hall serves as both an efficient municipal facility and a welcoming civic gathering place. PRIOR EXPERIENCE 28 Wold Architects and Engineers PRIOR EXPERIENCE COMPLIANCE WITH STATE & FEDERAL LAWS WOLD’S WISCONSIN CLIENTS Wold understands that compliance is not a separate task added at the end of design; it must be integrated into every phase of planning, documentation, bidding, and construction administration. For the Village of Sister Bay’s new Administration Building, our team will design in accordance with applicable Wisconsin state requirements, local ordinances, federal accessibility requirements, life safety provisions, energy code requirements, public bidding expectations, and the permitting and review processes required for a public municipal facility. Our experience working throughout Wisconsin and the broader Midwest has given us a practical understanding of how to move public-sector projects through code review, agency coordination, bidding, and construction while maintaining the owner’s operational goals. Wold has provided planning, design, and construction-phase services for Wisconsin municipal and public-sector clients including village halls, public safety facilities, administration spaces, elections and records functions, public meeting spaces, and community- facing government facilities. For Sister Bay, our compliance approach will begin with early confirmation of applicable codes, jurisdictional requirements, permitting path, accessibility standards, and life safety criteria. We will review the Village’s needs assessment through that lens, including public-facing service counters, secure records and elections storage, staff work areas, board chambers, restrooms, entrances, circulation, technology infrastructure, and separation between public and staff-only areas. This early review allows the Village to make informed decisions before the design is fully developed, reducing the risk of late changes, budget impacts, or delays. Wold’s in-house architectural, mechanical, electrical, and interior design staff are accustomed to coordinating code-related requirements across disciplines. We will address accessibility, egress, fire protection coordination, mechanical and electrical systems, energy performance, security, public meeting technology, and long-term maintainability as part of an integrated design process. Our goal is to provide the Village with a facility that is compliant, practical to operate, and adaptable over time. county clients village/city clients education or healthcare clients REFERENCES Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 30 ADDITIONAL REFERENCES Wold is proud to have partnered with several municipal and local government agencies to complete projects of similar scale and complexity. We value the lasting relationships we have established with each clients’ administration, elected officials, and staff through our stakeholder engagement process. We encourage the Village of Sister Bay to contact our references to hear first hand how the Wold team worked to understand each community’s unique dynamics and to develop solutions uniquely suited to the goals and values they identified. village of cross plains Carly Persson, Village Administrator 608-798-3241, ext. 105 cpersson@cross-plains.wi.us city of janesville Ryan Murphy, Fire Chief 608 755 3053 murphyr@ci.janesville.wi.us village of tower lakes Andy Hay, Village President 847 736 9640 ahay@towerlakes-il.gov village of deer park Beth McAndrews, Village Administrator 847 726 1648 bmcandrews@vodp.net outagamie county Clint Kriewaldt, Sheriff 920 832 5605 clint.kriewaldt@outagamie.org village of long grove Chris Sparkman, Village Manager 847 634 9440 csparkman@longgroveil.gov village of ashwaubenon Joel Gregozeski, Village Manager 920 492 2301 jgregozeski@ashwaubenon.gov WOLD INITIALLY HELPED US TO EVALUATE OUR CURRENT OPERATIONS AND TO DEVELOP OUR LONG-TERM SPACE NEEDS. THEIR EXPERTISE AND COLLABORATIVE APPROACH WERE EXTREMELY VALUABLE IN PLANNING AND CONSTRUCTING OUR NEW FACILITY . WOLD WAS A FANTASTIC PARTNER! – SHERIFF CLINT KRIEWALDT, OUTAGAMIE COUNTY REFERENCES COSTS Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 32 COSTS PROPOSED FEE FIXED FEE AND SAMPLE CALCULATION Wold proposes establishing a fixed fee for professional services at the project onset. We provide a comprehensive package of professional design and management services for each of our clients. All engineering and cost estimating services are provided in our fee. We believe that establishing a fixed fee for each project, based on an agreed construction cost, eliminates the potentially negative dialog that often happens regarding extra services. Our basic services contract with you goes well beyond what some other architectural firms would provide. Our commitment to you is to agree on a fixed fee and not request additional fees unless the scope of the project changes significantly. We consistently propose fixed fees based on 6.0% of the approved construction cost for new construction projects of the approximate size and complexity we anticipate for the Village of Sister Bay. We do not charge fees on project soft costs, which include fees, testing, and equipment, and contingencies unless we are asked to design any portion of these. In addition, we follow the AIA standard distribution between phases, resulting in 75% of the fees being applied to pre-bid phases. reimbursable expenses Customary reimbursable expenses would be in addition to our fixed fee proposal and typically run between $3,000 and $4,000 per million in construction for projects like this. Customary reimbursable expenses include: • Mileage in connection with the work • Printing and copying • Phone charges • Postage and mailing • Reprographics (work bid set) These customary reimbursable expenses would be billed with a 10% mark up for administrative costs. Bid set printing is not included as a reimbursable expense, but would be directly billed to you to allow you to save on sales tax or provided by your construction manager. Based on the project costs outlined above, we would propose maximum reimbursable expenses as listed to the right. SCOPE OF WORK AND RATE schematic design/ design development $42,000 construction documents $48,000 procurement/bidding $6,000 construction administration $24,000 total professional fees $120,000 estimated maximum reimbursables $7,000 maximum contract amount $127,000 Fees and reimbursable expenses will be billed monthly in alignment with the overall progression of our efforts. FEE CALCULATION fee basis (est. construction cost + contingency) $2,000,000 fee rate x 6.0% proposed professional services fixed fee $120,000 maximum reimbursable expenses $7,000 maximum contract amount $127,000 wold hourly rates Practice Leader $235 Project Manager $200 Lead Interior Designer $200 Lead Mechanical Engineer $200 Lead Electrical Engineer $200 Architectural Staff $145-$180 Interior Staff $145-$180 Engineering Staff $150-$185 Low Voltage Systems Designer $150-$185 Administrative Staff $ 100 illinois | indiana | minnesota | colorado | tennessee Document B101 ® – 2017 Standard Form of Agreement Between Owner and Architect Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 1 ADDITIONS AND DELETIONS: The author of this document has added information needed for its completion. The author may also have revised the text of the original AIA standard form. An Additions and Deletions Report that notes added information as well as revisions to the standard form text is available from the author and should be reviewed. A vertical line in the left margin of this document indicates where the author has added necessary information and where the author has added to or deleted from the original AIA text. This document has important legal consequences. Consultation with an attorney is encouraged with respect to its completion or modification. AGREEMENT made as of the Seventh day of August in the year Two Thousand Twenty- Six (In words, indicate day, month and year.) BETWEEN the Architect’s client identified as the Owner: (Name, legal status, address and other information) Village of Sister Bay 2383 Maple Drive, PO Box 769 Sister Bay, Wisconsin 54234 and the Architect: (Name, legal status, address and other information) Wold Architects and Engineers 50 South Sixth Street, Suite 2250 Minneapolis, Minnesota 55402 Telephone Number: 612-772-9025 for the following Project: (Name, location and detailed description) New Village Administration Building. The Owner and Architect agree as follows. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 2 TABLE OF ARTICLES 1 INITIAL INFORMATION 2 ARCHITECT’S RESPONSIBILITIES 3 SCOPE OF ARCHITECT’S BASIC SERVICES 4 SUPPLEMENTAL AND ADDITIONAL SERVICES 5 OWNER’S RESPONSIBILITIES 6 COST OF THE WORK 7 COPYRIGHTS AND LICENSES 8 CLAIMS AND DISPUTES 9 TERMINATION OR SUSPENSION 10 MISCELLANEOUS PROVISIONS 11 COMPENSATION 12 SPECIAL TERMS AND CONDITIONS 13 SCOPE OF THE AGREEMENT ARTICLE 1 INITIAL INFORMATION § 1.1 This Agreement is based on the Initial Information set forth in this Section 1.1. (For each item in this section, insert the information or a statement such as “not applicable” or “unknown at time of execution.”) § 1.1.1 The Owner’s program for the Project: (Insert the Owner’s program, identify documentation that establishes the Owner’s program, or state the manner in which the program will be developed.) Refer to Exhibit A: RFP for more information. § 1.1.2 The Project’s physical characteristics: (Identify or describe pertinent information about the Project’s physical characteristics, such as size; location; dimensions; geotechnical reports; site boundaries; topographic surveys; traffic and utility studies; availability of public and private utilities and services; legal description of the site, etc.) Refer to Exhibit A: RFP for more information. § 1.1.3 The Owner’s budget for the Cost of the Work, as defined in Section 6.1: (Provide total and, if known, a line item breakdown.) To be determined. § 1.1.4 The Owner’s anticipated design and construction milestone dates: .1 Design phase milestone dates, if any: Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 3 To be determined. .2 Construction commencement date: To be determined. .3 Substantial Completion date or dates: To be determined. .4 Other milestone dates: To be determined. § 1.1.5 The Owner intends the following procurement and delivery method for the Project: (Identify method such as competitive bid or negotiated contract, as well as any requirements for accelerated or fast- track design and construction, multiple bid packages, or phased construction.) § 1.1.6 The Owner’s anticipated Sustainable Objective for the Project: (Identify and describe the Owner’s Sustainable Objective for the Project, if any.) (Paragraph Deleted) § 1.1.6.1 If the Owner identifies a Sustainable Objective, the Owner and Architect shall agree on any terms, conditions and services related to the Owner’s Sustainable Objective. § 1.1.7 The Owner identifies the following representative in accordance with Section 5.3: (List name, address, and other contact information.) Benjamin Andrews, Village Administrator Village of Sister Bay 2383 Maple Drive, PO Box 769 Sister Bay, Wisconsin 54234 § 1.1.8 The persons or entities, in addition to the Owner’s representative, who are required to review the Architect’s submittals to the Owner are as follows: (List name, address, and other contact information.) § 1.1.9 The Owner shall retain the following consultants and contractors: (List name, legal status, address, and other contact information.) .1 Geotechnical Engineer: To be determined. .2 Civil Engineer: To be determined. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 4 .3 Other, if any: (List any other consultants and contractors retained by the Owner.) § 1.1.10 The Architect identifies the following representative in accordance with Section 2.3: (List name, address, and other contact information.) Matt Bickel, Government Practice Leader Wold Architects and Engineers 220 North Smith Street, Suite 310 Palatine, Illinois 60067 § 1.1.11 The Architect shall retain the consultants identified in Sections 1.1.11.1 and 1.1.11.2: (List name, legal status, address, and other contact information.) § 1.1.11.1 Consultants retained under Basic Services: .1 Structural Engineer: Johnson Wilbur Adams, Inc. 330 S. Naperville Road, Suite 300 Wheaton, Illinois 60187 .2 Mechanical Engineer: Wold Architects and Engineers 220 North Smith Street, Suite 310 Palatine, Illinois 60067 .3 Electrical Engineer: Wold Architects and Engineers 220 North Smith Street, Suite 310 Palatine, Illinois 60067 § 1.1.11.2 Consultants retained under Supplemental Services: § 1.1.12 Other Initial Information on which the Agreement is based: § 1.2 The Owner and Architect may rely on the Initial Information. Both parties, however, recognize that the Initial Information may materially change and, in that event, the Owner and the Architect shall appropriately adjust the Architect’s services, schedule for the Architect’s services, and the Architect’s compensation. The Owner shall adjust the Owner’s budget for the Cost of the Work and the Owner’s anticipated design and construction milestones, as necessary, to accommodate material changes in the Initial Information. § 1.3 The parties shall agree upon protocols governing the transmission and use of Instruments of Service or any other information or documentation in digital form. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 5 § 1.3.1 Any use of, or reliance on, all or a portion of a building information model without agreement to protocols governing the use of, and reliance on, the information contained in the model, shall be at the using or relying party’s sole risk and without liability to the other party and its contractors or consultants, the authors of, or contributors to, the building information model, and each of their agents and employees. ARTICLE 2 ARCHITECT’S RESPONSIBILITIES § 2.1 The Architect shall provide professional services as set forth in this Agreement. The Architect represents that it is properly licensed in the jurisdiction where the Project is located to provide the services required by this Agreement, or shall cause such services to be performed by appropriately licensed design professionals. § 2.2 The Architect shall perform its services consistent with the professional skill and care ordinarily provided by architects practicing in the same or similar locality under the same or similar circumstances. The Architect shall perform its services as expeditiously as is consistent with such professional skill and care and the orderly progress of the Project. § 2.3 The Architect shall identify a representative authorized to act on behalf of the Architect with respect to the Project. § 2.4 Except with the Owner’s knowledge and consent, the Architect shall not engage in any activity, or accept any employment, interest or contribution that would reasonably appear to compromise the Architect’s professional judgment with respect to this Project. § 2.5 The Architect shall maintain the following insurance until termination of this Agreement. If any of the requirements set forth below are in addition to the types and limits the Architect normally maintains, the Owner shall pay the Architect as set forth in Section 11.9. § 2.5.1 Commercial General Liability with policy limits of not less than One Million Dollars ($ 1,000,000 ) for each occurrence and Two Million Dollars ($ 2,000,000 ) in the aggregate for bodily injury and property damage. § 2.5.2 Automobile Liability covering vehicles owned, and non-owned vehicles used, by the Architect with policy limits of not less than One Million Dollars ($ 1,000,000 ) per accident for bodily injury, death of any person, and property damage arising out of the ownership, maintenance and use of those motor vehicles, along with any other statutorily required automobile coverage. § 2.5.3 The Architect may achieve the required limits and coverage for Commercial General Liability and Automobile Liability through a combination of primary and excess or umbrella liability insurance, provided such primary and excess or umbrella liability insurance policies result in the same or greater coverage as the coverages required under Sections 2.5.1 and 2.5.2, and in no event shall any excess or umbrella liability insurance provide narrower coverage than the primary policy. The excess policy shall not require the exhaustion of the underlying limits only through the actual payment by the underlying insurers. § 2.5.4 Workers’ Compensation at statutory limits. § 2.5.5 Employers’ Liability with policy limits not less than One Million Dollars ($ 1,000,000 ) each accident, One Million Dollars ($ 1,000,000 ) each employee, and One Million Dollars ($ 1,000,000 ) policy limit. § 2.5.6 Professional Liability covering negligent acts, errors and omissions in the performance of professional services with policy limits of not less than One Million Dollars ($ 1,000,000 ) per claim and Two Million Dollars ($ 2,000,000 ) in the aggregate. § 2.5.7 Additional Insured Obligations. To the fullest extent permitted by law, the Architect shall cause the primary and excess or umbrella polices for Commercial General Liability and Automobile Liability to include the Owner as an additional insured for claims caused in whole or in part by the Architect’s negligent acts or omissions. The additional insured coverage shall be primary and non-contributory to any of the Owner’s insurance policies and shall apply to both ongoing and completed operations. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 6 § 2.5.8 The Architect shall provide certificates of insurance to the Owner that evidence compliance with the requirements in this Section 2.5. ARTICLE 3 SCOPE OF ARCHITECT’S BASIC SERVICES § 3.1 The Architect’s Basic Services consist of those described in this Article 3 and include usual and customary structural, mechanical, and electrical engineering services. Services not set forth in this Article 3 are Supplemental or Additional Services. § 3.1.1 The Architect shall manage the Architect’s services, research applicable design criteria, attend Project meetings, communicate with members of the Project team, and report progress to the Owner. § 3.1.2 The Architect shall coordinate its services with those services provided by the Owner and the Owner’s consultants. The Architect shall be entitled to rely on, and shall not be responsible for, the accuracy, completeness, and timeliness of, services and information furnished by the Owner and the Owner’s consultants. The Architect shall provide prompt written notice to the Owner if the Architect becomes aware of any error, omission, or inconsistency in such services or information. § 3.1.3 As soon as practicable after the date of this Agreement, the Architect shall submit for the Owner’s approval a schedule for the performance of the Architect’s services. The schedule initially shall include anticipated dates for the commencement of construction and for Substantial Completion of the Work as set forth in the Initial Information. The schedule shall include allowances for periods of time required for the Owner’s review, for the performance of the Owner’s consultants, and for approval of submissions by authorities having jurisdiction over the Project. Once approved by the Owner, time limits established by the schedule shall not, except for reasonable cause, be exceeded by the Architect or Owner. With the Owner’s approval, the Architect shall adjust the schedule, if necessary, as the Project proceeds until the commencement of construction. § 3.1.4 The Architect shall not be responsible for an Owner’s directive or substitution, or for the Owner’s acceptance of non-conforming Work, made or given without the Architect’s written approval. § 3.1.5 The Architect shall contact governmental authorities required to approve the Construction Documents and entities providing utility services to the Project. The Architect shall respond to applicable design requirements imposed by those authorities and entities. § 3.1.6 The Architect shall assist the Owner in connection with the Owner’s responsibility for filing documents required for the approval of governmental authorities having jurisdiction over the Project. § 3.2 Schematic Design Phase Services § 3.2.1 The Architect shall review the program and other information furnished by the Owner, and shall review laws, codes, and regulations applicable to the Architect’s services. § 3.2.2 The Architect shall prepare a preliminary evaluation of the Owner’s program, schedule, budget for the Cost of the Work, Project site, the proposed procurement and delivery method, and other Initial Information, each in terms of the other, to ascertain the requirements of the Project. The Architect shall notify the Owner of (1) any inconsistencies discovered in the information, and (2) other information or consulting services that may be reasonably needed for the Project. § 3.2.3 The Architect shall present its preliminary evaluation to the Owner and shall discuss with the Owner alternative approaches to design and construction of the Project. The Architect shall reach an understanding with the Owner regarding the requirements of the Project. § 3.2.4 Based on the Project requirements agreed upon with the Owner, the Architect shall prepare and present, for the Owner’s approval, a preliminary design illustrating the scale and relationship of the Project components. § 3.2.5 Based on the Owner’s approval of the preliminary design, the Architect shall prepare Schematic Design Documents for the Owner’s approval. The Schematic Design Documents shall consist of drawings and other documents including a site plan, if appropriate, and preliminary building plans, sections and elevations; and may Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 7 include some combination of study models, perspective sketches, or digital representations. Preliminary selections of major building systems and construction materials shall be noted on the drawings or described in writing. § 3.2.5.1 The Architect shall consider, if requested by the Owner, sustainable design alternatives, such as material choices and building orientation, together with other considerations based on program and aesthetics, in developing a design that is consistent with the Owner’s program, schedule and budget for the Cost of the Work. The Owner may obtain more advanced sustainable design services as a Supplemental Service under Section 4.1.1. § 3.2.5.2 The Architect shall consider the value of alternative materials, building systems and equipment, together with other considerations based on program and aesthetics, in developing a design for the Project that is consistent with the Owner’s program, schedule, and budget for the Cost of the Work. § 3.2.6 The Architect shall submit to the Owner an estimate of the Cost of the Work prepared in accordance with Section 6.3. § 3.2.7 The Architect shall submit the Schematic Design Documents to the Owner, and request the Owner’s approval. § 3.3 Design Development Phase Services § 3.3.1 Based on the Owner’s approval of the Schematic Design Documents, and on the Owner’s authorization of any adjustments in the Project requirements and the budget for the Cost of the Work, the Architect shall prepare Design Development Documents for the Owner’s approval. The Design Development Documents shall illustrate and describe the development of the approved Schematic Design Documents and shall consist of drawings and other documents including plans, sections, elevations, typical construction details, and diagrammatic layouts of building systems to fix and describe the size and character of the Project as to architectural, structural, mechanical and electrical systems, and other appropriate elements. The Design Development Documents shall also include outline specifications that identify major materials and systems and establish, in general, their quality levels. § 3.3.2 The Architect shall update the estimate of the Cost of the Work prepared in accordance with Section 6.3. § 3.3.3 The Architect shall submit the Design Development Documents to the Owner, advise the Owner of any adjustments to the estimate of the Cost of the Work, and request the Owner’s approval. § 3.4 Construction Documents Phase Services § 3.4.1 Based on the Owner’s approval of the Design Development Documents, and on the Owner’s authorization of any adjustments in the Project requirements and the budget for the Cost of the Work, the Architect shall prepare Construction Documents for the Owner’s approval. The Construction Documents shall illustrate and describe the further development of the approved Design Development Documents and shall consist of Drawings and Specifications setting forth in detail the quality levels and performance criteria of materials and systems and other requirements for the construction of the Work. The Owner and Architect acknowledge that, in order to perform the Work, the Contractor will provide additional information, including Shop Drawings, Product Data, Samples and other similar submittals, which the Architect shall review in accordance with Section 3.6.4. § 3.4.2 The Architect shall incorporate the design requirements of governmental authorities having jurisdiction over the Project into the Construction Documents. § 3.4.3 During the development of the Construction Documents, the Architect shall assist the Owner in the development and preparation of (1) procurement information that describes the time, place, and conditions of bidding, including bidding or proposal forms; (2) the form of agreement between the Owner and Contractor; and (3) the Conditions of the Contract for Construction (General, Supplementary and other Conditions). The Architect shall also compile a project manual that includes the Conditions of the Contract for Construction and Specifications, and may include bidding requirements and sample forms. § 3.4.4 The Architect shall update the estimate for the Cost of the Work prepared in accordance with Section 6.3. § 3.4.5 The Architect shall submit the Construction Documents to the Owner, advise the Owner of any adjustments to the estimate of the Cost of the Work, take any action required under Section 6.5, and request the Owner’s Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 8 approval. The Architect shall after consultation with the Owner be primarily responsible for the preparation of the necessary bidding information and bidding forms. The Architect shall also assist the owner in the preparation of the General Conditions of the Contract for Construction, and form of agreement between the Owner and Contractor. All bidding documents and contractual agreements shall be in compliance with the requirements of Wisconsin’s public bidding and contracting law as those laws apply to public entities. § 3.4.6 The Architect shall work with the Owner in connection with the Owner’s responsibility for filing documents required for the approval of governmental authorities having jurisdiction over the Project. The Architect shall have the primary responsibility to complete the required documents and ensure that they are properly filed on behalf of the Owner. The Architect shall observe those applicable laws, statues, ordinances, codes, rules and regulations in force and publicly announced as of the date of this agreement or as of the date of subsequent compensation amendments whichever is the latter. § 3.4.7 Owner understands that relatively few guidelines are available with respect to compliance with Americans with Disabilities Act (ADA). Architect is aware of developments in this field, including ADA guidelines that are incorporated in the building code, and legal decisions, but cannot guarantee or warrant that Architect’s opinion of appropriate compliance measures will be found valid. § 3.5 Procurement Phase Services § 3.5.1 General The Architect shall assist the Owner in establishing a list of prospective contractors. Following the Owner’s approval of the Construction Documents, the Architect shall assist the Owner in (1) obtaining either competitive bids or negotiated proposals; (2) confirming responsiveness of bids or proposals; (3) determining the successful bid or proposal, if any; and, (4) awarding and preparing contracts for construction. § 3.5.2 Competitive Bidding § 3.5.2.1 Bidding Documents shall consist of bidding requirements and proposed Contract Documents. § 3.5.2.2 The Architect shall assist the Owner in bidding the Project by: .1 facilitating the distribution of Bidding Documents to prospective bidders; .2 organizing and conducting a pre-bid conference for prospective bidders, if requested by Owner; .3 preparing responses to questions from prospective bidders and providing clarifications and interpretations of the Bidding Documents to the prospective bidders in the form of addenda; and, .4 organizing and conducting the opening of the bids, and subsequently documenting and distributing the bidding results, as directed by the Owner. § 3.5.2.3 If the Bidding Documents permit substitutions, upon the Owner’s written authorization, the Architect shall, as an Additional Service, consider requests for substitutions and prepare and distribute addenda identifying approved substitutions to all prospective bidders. § 3.5.3 Negotiated Proposals § 3.5.3.1 Proposal Documents shall consist of proposal requirements and proposed Contract Documents. § 3.5.3.2 The Architect shall assist the Owner in obtaining proposals by: .1 facilitating the distribution of Proposal Documents for distribution to prospective contractors and requesting their return upon completion of the negotiation process; .2 organizing and participating in selection interviews with prospective contractors; .3 preparing responses to questions from prospective contractors and providing clarifications and interpretations of the Proposal Documents to the prospective contractors in the form of addenda; and, .4 participating in negotiations with prospective contractors, and subsequently preparing a summary report of the negotiation results, as directed by the Owner. § 3.5.3.3 If the Proposal Documents permit substitutions, upon the Owner’s written authorization, the Architect shall, as an Additional Service, consider requests for substitutions and prepare and distribute addenda identifying approved substitutions to all prospective contractors. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 9 § 3.5.3.4 In the event the lowest bid (or bids) exceeds the budget for the Project, the Architect, in consultation with and at the direction of the Owner, shall provide such modifications in the Contract Documents as necessary to bring the cost of the Project within the budget, unless Owner directs the Architect to bid a project estimated over budget. § 3.6 Construction Phase Services § 3.6.1 General § 3.6.1.1 The Architect shall provide administration of the Contract between the Owner and the Contractor as set forth below and in AIA Document A201™–2017, General Conditions of the Contract for Construction. If the Owner and Contractor modify AIA Document A201–2017, those modifications shall not affect the Architect’s services under this Agreement unless the Owner and the Architect amend this Agreement. § 3.6.1.2 The Architect shall advise and consult with the Owner during the Construction Phase Services. The Architect shall have authority to act on behalf of the Owner only to the extent provided in this Agreement. The Architect shall not have control over, charge of, or responsibility for the construction means, methods, techniques, sequences or procedures, or for safety precautions and programs in connection with the Work, nor shall the Architect be responsible for the Contractor’s failure to perform the Work in accordance with the requirements of the Contract Documents. The Architect shall be responsible for the Architect’s negligent acts or omissions, but shall not have control over or charge of, and shall not be responsible for, acts or omissions of the Contractor or of any other persons or entities performing portions of the Work. § 3.6.1.3 Subject to Section 4.2 and except as provided in Section 3.6.6.5, the Architect’s responsibility to provide Construction Phase Services commences with the award of the Contract for Construction and terminates at the end of the one year contractor’s construction warranty period. § 3.6.2 Evaluations of the Work § 3.6.2.1 The Architect shall visit the site at intervals appropriate to the stage of construction, or as otherwise required in Section 4.2.3, to become generally familiar with the progress and quality of the portion of the Work completed, and to determine, in general, if the Work observed is being performed in a manner indicating that the Work, when fully completed, will be in accordance with the Contract Documents. However, the Architect shall not be required to make exhaustive or continuous on-site inspections to check the quality or quantity of the Work. On the basis of the site visits, the Architect shall keep the Owner reasonably informed about the progress and quality of the portion of the Work completed, and promptly report to the Owner (1) known deviations from the Contract Documents, (2) known deviations from the most recent construction schedule submitted by the Contractor, and (3) defects and deficiencies observed in the Work. § 3.6.2.2 The Architect has the authority to reject Work that does not conform to the Contract Documents. Whenever the Architect considers it necessary or advisable, the Architect shall have the authority to require inspection or testing of the Work in accordance with the provisions of the Contract Documents, whether or not the Work is fabricated, installed or completed. However, neither this authority of the Architect nor a decision made in good faith either to exercise or not to exercise such authority shall give rise to a duty or responsibility of the Architect to the Contractor, Subcontractors, suppliers, their agents or employees, or other persons or entities performing portions of the Work. § 3.6.2.3 The Architect shall interpret and decide matters concerning performance under, and requirements of, the Contract Documents on written request of either the Owner or Contractor. The Architect’s response to such requests shall be made in writing within any time limits agreed upon or otherwise with reasonable promptness. § 3.6.2.4 Interpretations and decisions of the Architect shall be consistent with the intent of, and reasonably inferable from, the Contract Documents and shall be in writing or in the form of drawings. When making such interpretations and decisions, the Architect shall endeavor to secure faithful performance by both Owner and Contractor, shall not show partiality to either, and shall not be liable for results of interpretations or decisions rendered in good faith. The Architect’s decisions on matters relating to aesthetic effect shall be final if consistent with the intent expressed in the Contract Documents. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 10 § 3.6.2.5 Unless the Owner and Contractor designate another person to serve as an Initial Decision Maker, as that term is defined in AIA Document A201–2017, the Architect shall render initial decisions on Claims between the Owner and Contractor as provided in the Contract Documents. § 3.6.3 Certificates for Payment to Contractor § 3.6.3.1 The Architect shall review and certify the amounts due the Contractor and shall issue certificates in such amounts. The Architect’s certification for payment shall constitute a representation to the Owner, based on the Architect’s evaluation of the Work as provided in Section 3.6.2 and on the data comprising the Contractor’s Application for Payment, that, to the best of the Architect’s knowledge, information and belief, the Work has progressed to the point indicated, the quality of the Work is in accordance with the Contract Documents, and that the Contractor is entitled to payment in the amount certified. The foregoing representations are subject to (1) an evaluation of the Work for conformance with the Contract Documents upon Substantial Completion, (2) results of subsequent tests and inspections, (3) correction of minor deviations from the Contract Documents prior to completion, and (4) specific qualifications expressed by the Architect. § 3.6.3.2 The issuance of a Certificate for Payment shall not be a representation that the Architect has (1) made exhaustive or continuous on-site inspections to check the quality or quantity of the Work, (2) reviewed construction means, methods, techniques, sequences or procedures, (3) reviewed copies of requisitions received from Subcontractors and suppliers and other data requested by the Owner to substantiate the Contractor’s right to payment, or (4) ascertained how or for what purpose the Contractor has used money previously paid on account of the Contract Sum. § 3.6.3.3 The Architect shall maintain a record of the Applications and Certificates for Payment. § 3.6.4 Submittals § 3.6.4.1 The Architect shall review the Contractor’s submittal schedule and shall not unreasonably delay or withhold approval of the schedule. The Architect’s action in reviewing submittals shall be taken in accordance with the approved submittal schedule or, in the absence of an approved submittal schedule, with reasonable promptness while allowing sufficient time, in the Architect’s professional judgment, to permit adequate review. § 3.6.4.2 The Architect shall review, or take other appropriate action upon, the Contractor’s submittals such as Shop Drawings, Product Data and Samples, but only for the limited purpose of checking for conformance with information given and the design concept expressed in the Contract Documents. Review of such submittals is not for the purpose of determining the accuracy and completeness of other information such as dimensions, quantities, and installation or performance of equipment or systems, which are the Contractor’s responsibility. The Architect’s review shall not constitute approval of safety precautions or construction means, methods, techniques, sequences or procedures. The Architect’s approval of a specific item shall not indicate approval of an assembly of which the item is a component. § 3.6.4.3 If the Contract Documents specifically require the Contractor to provide professional design services or certifications by a design professional related to systems, materials, or equipment, the Architect shall specify the appropriate performance and design criteria that such services must satisfy. The Architect shall review and take appropriate action on Shop Drawings and other submittals related to the Work designed or certified by the Contractor’s design professional, provided the submittals bear such professional’s seal and signature when submitted to the Architect. The Architect’s review shall be for the limited purpose of checking for conformance with information given and the design concept expressed in the Contract Documents. The Architect shall be entitled to rely upon, and shall not be responsible for, the adequacy and accuracy of the services, certifications, and approvals performed or provided by such design professionals. § 3.6.4.4 Subject to Section 4.2, the Architect shall review and respond to requests for information about the Contract Documents. The Architect shall set forth, in the Contract Documents, the requirements for requests for information. Requests for information shall include, at a minimum, a detailed written statement that indicates the specific Drawings or Specifications in need of clarification and the nature of the clarification requested. The Architect’s response to such requests shall be made in writing within any time limits agreed upon, or otherwise with reasonable promptness. If appropriate, the Architect shall prepare and issue supplemental Drawings and Specifications in response to the requests for information. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 11 § 3.6.4.5 The Architect shall maintain a record of submittals and copies of submittals supplied by the Contractor in accordance with the requirements of the Contract Documents. § 3.6.5 Changes in the Work § 3.6.5.1 The Architect may order minor changes in the Work that are consistent with the intent of the Contract Documents and do not involve an adjustment in the Contract Sum or an extension of the Contract Time. Subject to Section 4.2, the Architect shall prepare Change Orders and Construction Change Directives for the Owner’s approval and execution in accordance with the Contract Documents. § 3.6.5.2 The Architect shall maintain records relative to changes in the Work. § 3.6.6 Project Completion § 3.6.6.1 The Architect shall: .1 conduct inspections to determine the date or dates of Substantial Completion and the date of final completion; .2 issue Certificates of Substantial Completion; .3 forward to the Owner, for the Owner’s review and records, written warranties and related documents required by the Contract Documents and received from the Contractor; and, .4 issue a final Certificate for Payment based upon a final inspection indicating that, to the best of the Architect’s knowledge, information, and belief, the Work complies with the requirements of the Contract Documents. § 3.6.6.2 The Architect’s inspections shall be conducted with the Owner to check conformance of the Work with the requirements of the Contract Documents and to verify the accuracy and completeness of the list submitted by the Contractor of Work to be completed or corrected. § 3.6.6.3 When Substantial Completion has been achieved, the Architect shall inform the Owner about the balance of the Contract Sum remaining to be paid the Contractor, including the amount to be retained from the Contract Sum, if any, for final completion or correction of the Work. § 3.6.6.4 The Architect shall forward to the Owner the following information received from the Contractor: (1) consent of surety or sureties, if any, to reduction in or partial release of retainage or the making of final payment; (2) affidavits, receipts, releases and waivers of liens, or bonds indemnifying the Owner against liens; and (3) any other documentation required of the Contractor under the Contract Documents. § 3.6.6.5 Upon request of the Owner, and prior to the expiration of one year from the date of Substantial Completion, the Architect shall, without additional compensation, conduct a meeting with the Owner to review the facility operations and performance. ARTICLE 4 SUPPLEMENTAL AND ADDITIONAL SERVICES § 4.1 Supplemental Services § 4.1.1 The services listed below are not included in Basic Services but may be required for the Project. The Architect shall provide the listed Supplemental Services only if specifically designated in the table below as the Architect’s responsibility, and the Owner shall compensate the Architect as provided in Section 11.2. Unless otherwise specifically addressed in this Agreement, if neither the Owner nor the Architect is designated, the parties agree that the listed Supplemental Service is not being provided for the Project. (Designate the Architect’s Supplemental Services and the Owner’s Supplemental Services required for the Project by indicating whether the Architect or Owner shall be responsible for providing the identified Supplemental Service. Insert a description of the Supplemental Services in Section 4.1.2 below or attach the description of services as an exhibit to this Agreement.) Supplemental Services Responsibility (Architect, Owner, or not provided) § 4.1.1.1 Programming N/P § 4.1.1.2 Multiple preliminary designs N/P § 4.1.1.3 Measured drawings Owner Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 12 § 4.1.1.4 Existing facilities surveys Owner § 4.1.1.5 Site evaluation and planning N/P § 4.1.1.6 Building Information Model management responsibilities N/P § 4.1.1.7 Development of Building Information Models for post construction use N/P § 4.1.1.8 Civil engineering N/P § 4.1.1.9 Landscape design N/P § 4.1.1.10 Architectural interior design Basic Services § 4.1.1.11 Value analysis N/P § 4.1.1.12 Detailed cost estimating beyond that required in Section 6.3 Basic Services § 4.1.1.13 On-site project representation N/P § 4.1.1.14 Conformed documents for construction N/P § 4.1.1.15 As-designed record drawings N/P § 4.1.1.16 As-constructed record drawings N/P § 4.1.1.17 Post-occupancy evaluation N/P § 4.1.1.18 Facility support services N/P § 4.1.1.19 Tenant-related services N/P § 4.1.1.20 Architect’s coordination of the Owner’s consultants N/P § 4.1.1.21 Telecommunications/data design Basic Services § 4.1.1.22 Security evaluation and planning N/P § 4.1.1.23 Commissioning N/P § 4.1.1.24 Sustainable Project Services pursuant to Section 4.1.3 N/P § 4.1.1.25 Fast-track design services N/P § 4.1.1.26 Multiple bid packages N/P § 4.1.1.27 Historic preservation N/P § 4.1.1.28 Furniture, furnishings, and equipment design Can be provided for additional fee. Refer to Section 11.1.B § 4.1.1.29 Other services provided by specialty Consultants N/P § 4.1.1.30 Other Supplemental Services N/P § 4.1.2 Description of Supplemental Services § 4.1.2.1 A description of each Supplemental Service identified in Section 4.1.1 as the Architect’s responsibility is provided below. (Describe in detail the Architect’s Supplemental Services identified in Section 4.1.1 or, if set forth in an exhibit, identify the exhibit. The AIA publishes a number of Standard Form of Architect’s Services documents that can be included as an exhibit to describe the Architect’s Supplemental Services.) § 4.1.2.2 A description of each Supplemental Service identified in Section 4.1.1 as the Owner’s responsibility is provided below. (Describe in detail the Owner’s Supplemental Services identified in Section 4.1.1 or, if set forth in an exhibit, identify the exhibit.) Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 13 § 4.1.3 If the Owner identified a Sustainable Objective in Article 1, the Architect shall provide, as a Supplemental Service, the Sustainability Services agreed upon in writing between the Owner and Architect. The Owner shall compensate the Architect as provided in Section 11.2. § 4.2 Architect’s Additional Services The Architect may provide Additional Services after execution of this Agreement without invalidating the Agreement. Except for services required due to the fault of the Architect, any Additional Services provided in accordance with this Section 4.2 shall entitle the Architect to compensation pursuant to Section 11.3 and an appropriate adjustment in the Architect’s schedule. § 4.2.1 Upon recognizing the need to perform the following Additional Services, the Architect shall notify the Owner with reasonable promptness and explain the facts and circumstances giving rise to the need. The Architect shall not proceed to provide the following Additional Services until the Architect receives the Owner’s written authorization: .1 Services necessitated by a change in the Initial Information, previous instructions or approvals given by the Owner, or a material change in the Project including size, quality, complexity, the Owner’s schedule or budget for Cost of the Work, or procurement or delivery method; .2 Services necessitated by the enactment or revision of codes, laws, or regulations, including changing or editing previously prepared Instruments of Service; .3 Changing or editing previously prepared Instruments of Service necessitated by official interpretations of applicable codes, laws or regulations that are either (a) contrary to specific interpretations by the applicable authorities having jurisdiction made prior to the issuance of the building permit, or (b) contrary to requirements of the Instruments of Service when those Instruments of Service were prepared in accordance with the applicable standard of care; .4 Services necessitated by decisions of the Owner not rendered in a timely manner or any other failure of performance on the part of the Owner or the Owner’s consultants or contractors; .5 Preparing digital models or other design documentation for transmission to the Owner’s consultants and contractors, or to other Owner-authorized recipients; .6 Preparation of design and documentation for alternate bid or proposal requests proposed by the Owner; .7 Preparation for, and attendance at, a public presentation, meeting or hearing; .8 Preparation for, and attendance at, a dispute resolution proceeding or legal proceeding, except where the Architect is party thereto; .9 Evaluation of the qualifications of entities providing bids or proposals; .10 Consultation concerning replacement of Work resulting from fire or other cause during construction; or, .11 Assistance to the Initial Decision Maker, if other than the Architect. § 4.2.2 To avoid delay in the Construction Phase, the Architect shall provide the following Additional Services, notify the Owner with reasonable promptness, and explain the facts and circumstances giving rise to the need. If, upon receipt of the Architect’s notice, the Owner determines that all or parts of the services are not required, the Owner shall give prompt written notice to the Architect of the Owner’s determination. The Owner shall compensate the Architect for the services provided prior to the Architect’s receipt of the Owner’s notice. .1 Reviewing a Contractor’s submittal out of sequence from the submittal schedule approved by the Architect; .2 Responding to the Contractor’s requests for information that are not prepared in accordance with the Contract Documents or where such information is available to the Contractor from a careful study and comparison of the Contract Documents, field conditions, other Owner-provided information, Contractor-prepared coordination drawings, or prior Project correspondence or documentation; .3 Preparing Change Orders and Construction Change Directives that require evaluation of Contractor’s proposals and supporting data, or the preparation or revision of Instruments of Service; .4 Evaluating an extensive number of Claims as the Initial Decision Maker; or, .5 Evaluating substitutions proposed by the Owner or Contractor and making subsequent revisions to Instruments of Service resulting therefrom. (Paragraph Deleted) Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 14 § 4.2.4 Except for services required under Section 3.6.6.5 and those services that do not exceed the limits set forth in Section 4.2.3, Construction Phase Services provided more than 60 days after (1) the date of Substantial Completion of the Work or (2) the initial date of Substantial Completion identified in the agreement between the Owner and Contractor, whichever is earlier, shall be compensated as Additional Services to the extent the Architect incurs additional cost in providing those Construction Phase Services. § 4.2.5 If the services covered by this Agreement have not been completed within ( ) months of the date of this Agreement, through no fault of the Architect, extension of the Architect’s services beyond that time shall be compensated as Additional Services. ARTICLE 5 OWNER’S RESPONSIBILITIES § 5.1 Unless otherwise provided for under this Agreement, the Owner shall provide information in a timely manner regarding requirements for and limitations on the Project, including a written program, which shall set forth the Owner’s objectives; schedule; constraints and criteria, including space requirements and relationships; flexibility; expandability; special equipment; systems; and site requirements. § 5.2 The Owner shall establish the Owner’s budget for the Project, including (1) the budget for the Cost of the Work as defined in Section 6.1; (2) the Owner’s other costs; and, (3) reasonable contingencies related to all of these costs. The Owner shall update the Owner’s budget for the Project as necessary throughout the duration of the Project until final completion. If the Owner significantly increases or decreases the Owner’s budget for the Cost of the Work, the Owner shall notify the Architect. The Owner and the Architect shall thereafter agree to a corresponding change in the Project’s scope and quality. § 5.3 The Owner shall identify a representative authorized to act on the Owner’s behalf with respect to the Project. The Owner shall render decisions and approve the Architect’s submittals in a timely manner in order to avoid unreasonable delay in the orderly and sequential progress of the Architect’s services. § 5.4 The Owner shall furnish surveys to describe physical characteristics, legal limitations and utility locations for the site of the Project, and a written legal description of the site. The surveys and legal information shall include, as applicable, grades and lines of streets, alleys, pavements and adjoining property and structures; designated wetlands; adjacent drainage; rights-of-way, restrictions, easements, encroachments, zoning, deed restrictions, boundaries and contours of the site; locations, dimensions, and other necessary data with respect to existing buildings, other improvements and trees; and information concerning available utility services and lines, both public and private, above and below grade, including inverts and depths. All the information on the survey shall be referenced to a Project benchmark. § 5.5 The Owner shall furnish services of geotechnical engineers, which may include test borings, test pits, determinations of soil bearing values, percolation tests, evaluations of hazardous materials, seismic evaluation, ground corrosion tests and resistivity tests, including necessary operations for anticipating subsoil conditions, with written reports and appropriate recommendations. § 5.6 The Owner shall provide the Supplemental Services designated as the Owner’s responsibility in Section 4.1.1. § 5.7 If the Owner identified a Sustainable Objective in Article 1, the Owner shall fulfill its responsibilities as agreed upon in writing by the Owner and Architect. § 5.8 The Owner shall coordinate the services of its own consultants with those services provided by the Architect. Upon the Architect’s request, the Owner shall furnish copies of the scope of services in the contracts between the Owner and the Owner’s consultants. The Owner shall furnish the services of consultants other than those designated as the responsibility of the Architect in this Agreement, or authorize the Architect to furnish them as an Additional Service, when the Architect requests such services and demonstrates that they are reasonably required by the scope of the Project. The Owner shall require that its consultants and contractors maintain insurance, including professional liability insurance, as appropriate to the services or work provided. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 15 § 5.9 The Owner shall furnish tests, inspections and reports required by law or the Contract Documents, such as structural, mechanical, and chemical tests, tests for air and water pollution, and tests for hazardous materials. § 5.10 The Owner shall furnish all legal, insurance and accounting services, including auditing services, that may be reasonably necessary at any time for the Project to meet the Owner’s needs and interests. § 5.11 The Owner shall provide prompt written notice to the Architect if the Owner becomes aware of any fault or defect in the Project, including errors, omissions or inconsistencies in the Architect’s Instruments of Service. § 5.12 The Owner shall include the Architect in all communications with the Contractor that relate to or affect the Architect’s services or professional responsibilities. The Owner shall promptly notify the Architect of the substance of any direct communications between the Owner and the Contractor otherwise relating to the Project. Communications by and with the Architect’s consultants shall be through the Architect. § 5.13 Before executing the Contract for Construction, the Owner shall coordinate the Architect’s duties and responsibilities set forth in the Contract for Construction with the Architect’s services set forth in this Agreement. The Owner shall provide the Architect a copy of the executed agreement between the Owner and Contractor, including the General Conditions of the Contract for Construction. § 5.14 The Owner shall provide the Architect access to the Project site prior to commencement of the Work and shall obligate the Contractor to provide the Architect access to the Work wherever it is in preparation or progress. § 5.15 Within 15 days after receipt of a written request from the Architect, the Owner shall furnish the requested information as necessary and relevant for the Architect to evaluate, give notice of, or enforce lien rights. ARTICLE 6 COST OF THE WORK § 6.1 For purposes of this Agreement, the Cost of the Work shall be the total cost to the Owner to construct all elements of the Project designed or specified by the Architect and shall include contractors’ general conditions costs, overhead and profit. The Cost of the Work also includes the reasonable value of labor, materials, and equipment, donated to, or otherwise furnished by, the Owner. The Cost of the Work does not include the compensation of the Architect; the costs of the land, rights-of-way, financing, or contingencies for changes in the Work; or other costs that are the responsibility of the Owner. § 6.2 The Owner’s budget for the Cost of the Work is provided in Initial Information, and shall be adjusted throughout the Project as required under Sections 5.2, 6.4 and 6.5. Evaluations of the Owner’s budget for the Cost of the Work, and the preliminary estimate of the Cost of the Work and updated estimates of the Cost of the Work, prepared by the Architect, represent the Architect’s judgment as a design professional. It is recognized, however, that neither the Architect nor the Owner has control over the cost of labor, materials, or equipment; the Contractor’s methods of determining bid prices; or competitive bidding, market, or negotiating conditions. Accordingly, the Architect cannot and does not warrant or represent that bids or negotiated prices will not vary from the Owner’s budget for the Cost of the Work, or from any estimate of the Cost of the Work, or evaluation, prepared or agreed to by the Architect. § 6.3 In preparing estimates of the Cost of Work, the Architect shall be permitted to include contingencies for design, bidding, and price escalation; to determine what materials, equipment, component systems, and types of construction are to be included in the Contract Documents; to recommend reasonable adjustments in the program and scope of the Project; and to include design alternates as may be necessary to adjust the estimated Cost of the Work to meet the Owner’s budget. The Architect’s estimate of the Cost of the Work shall be based on current area, volume or similar conceptual estimating techniques. § 6.4 If, through no fault of the Architect, the Procurement Phase has not commenced within 90 days after the Architect submits the Construction Documents to the Owner, the Owner’s budget for the Cost of the Work shall be adjusted to reflect changes in the general level of prices in the applicable construction market. § 6.5 If at any time the Architect’s estimate of the Cost of the Work exceeds the Owner’s budget for the Cost of the Work, the Architect shall make appropriate recommendations to the Owner to adjust the Project’s size, quality, or budget for the Cost of the Work, and the Owner shall cooperate with the Architect in making such adjustments. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 16 § 6.6 If the Owner’s budget for the Cost of the Work at the conclusion of the Construction Documents Phase Services is exceeded by the lowest bona fide bid or negotiated proposal, the Owner shall .1 give written approval of an increase in the budget for the Cost of the Work; .2 authorize rebidding or renegotiating of the Project within a reasonable time; .3 terminate in accordance with Section 9.5; .4 in consultation with the Architect, revise the Project program, scope, or quality as required to reduce the Cost of the Work; or, .5 implement any other mutually acceptable alternative. § 6.7 If the Owner chooses to proceed under Section 6.6.4, the Architect shall modify the Construction Documents as necessary to comply with the Owner’s budget for the Cost of the Work at the conclusion of the Construction Documents Phase Services, or the budget as adjusted under Section 6.6.1. If the Owner requires the Architect to modify the Construction Documents because the lowest bona fide bid or negotiated proposal exceeds the Owner’s budget for the Cost of the Work due to market conditions the Architect could not reasonably anticipate, the Owner shall compensate the Architect for the modifications as an Additional Service pursuant to Section 11.3; otherwise the Architect’s services for modifying the Construction Documents shall be without additional compensation. In any event, the Architect’s modification of the Construction Documents shall be the limit of the Architect’s responsibility under this Article 6. ARTICLE 7 COPYRIGHTS AND LICENSES § 7.1 The Architect and the Owner warrant that in transmitting Instruments of Service, or any other information, the transmitting party is the copyright owner of such information or has permission from the copyright owner to transmit such information for its use on the Project. § 7.2 The Architect and the Architect’s consultants shall be deemed the authors and owners of their respective Instruments of Service, including the Drawings and Specifications, and shall retain all common law, statutory and other reserved rights, including copyrights. Submission or distribution of Instruments of Service to meet official regulatory requirements or for similar purposes in connection with the Project is not to be construed as publication in derogation of the reserved rights of the Architect and the Architect’s consultants. § 7.3 The Architect grants to the Owner a nonexclusive license to use the Architect’s Instruments of Service solely and exclusively for purposes of constructing, using, maintaining, altering and adding to the Project, provided that the Owner substantially performs its obligations under this Agreement, including prompt payment of all sums due pursuant to Article 9 and Article 11. The Architect shall obtain similar nonexclusive licenses from the Architect’s consultants consistent with this Agreement. The license granted under this section permits the Owner to authorize the Contractor, Subcontractors, Sub-subcontractors, and suppliers, as well as the Owner’s consultants and separate contractors, to reproduce applicable portions of the Instruments of Service, subject to any protocols established pursuant to Section 1.3, solely and exclusively for use in performing services or construction for the Project. If the Architect rightfully terminates this Agreement for cause as provided in Section 9.4, the license granted in this Section 7.3 shall terminate. § 7.3.1 In the event the Owner uses the Instruments of Service without retaining the authors of the Instruments of Service, the Owner releases the Architect and Architect’s consultant(s) from all claims and causes of action arising from such uses. The Owner, to the extent permitted by law, further agrees to indemnify and hold harmless the Architect and its consultants from all costs and expenses, including the cost of defense, related to claims and causes of action asserted by any third person or entity to the extent such costs and expenses arise from the Owner’s use of the Instruments of Service under this Section 7.3.1. The terms of this Section 7.3.1 shall not apply if the Owner rightfully terminates this Agreement for cause under Section 9.4. § 7.4 Except for the licenses granted in this Article 7, no other license or right shall be deemed granted or implied under this Agreement. The Owner shall not assign, delegate, sublicense, pledge or otherwise transfer any license granted herein to another party without the prior written agreement of the Architect. Any unauthorized use of the Instruments of Service shall be at the Owner’s sole risk and without liability to the Architect and the Architect’s consultants. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 17 § 7.5 Except as otherwise stated in Section 7.3, the provisions of this Article 7 shall survive the termination of this Agreement. ARTICLE 8 CLAIMS AND DISPUTES § 8.1 General § 8.1.1 The Owner and Architect shall commence all claims and causes of action against the other and arising out of or related to this Agreement, whether in contract, tort, or otherwise, in accordance with the requirements of the binding dispute resolution method selected in this Agreement and within the period specified by applicable law, but in any case not more than 10 years after the date of Substantial Completion of the Work. The Owner and Architect waive all claims and causes of action not commenced in accordance with this Section 8.1.1. § 8.1.2 To the extent damages are covered by property insurance, the Owner and Architect waive all rights against each other and against the contractors, consultants, agents, and employees of the other for damages, except such rights as they may have to the proceeds of such insurance as set forth in AIA Document A201–2017, General Conditions of the Contract for Construction. The Owner or the Architect, as appropriate, shall require of the contractors, consultants, agents, and employees of any of them, similar waivers in favor of the other parties enumerated herein. § 8.1.3 The Architect and Owner waive consequential damages for claims, disputes, or other matters in question, arising out of or relating to this Agreement. This mutual waiver is applicable, without limitation, to all consequential damages due to either party’s termination of this Agreement, except as specifically provided in Section 9.7. § 8.2 Mediation § 8.2.1 Any claim, dispute or other matter in question arising out of or related to this Agreement shall be subject to mediation as a condition precedent to binding dispute resolution. If such matter relates to or is the subject of a lien arising out of the Architect’s services, the Architect may proceed in accordance with applicable law to comply with the lien notice or filing deadlines prior to resolution of the matter by mediation or by binding dispute resolution. § 8.2.2 The Owner and Architect shall endeavor to resolve claims, disputes and other matters in question between them by mediation, which, unless the parties mutually agree otherwise, shall be administered by the American Arbitration Association in accordance with its Construction Industry Mediation Procedures in effect on the date of this Agreement. A request for mediation shall be made in writing, delivered to the other party to this Agreement, and filed with the person or entity administering the mediation. The request may be made concurrently with the filing of a complaint or other appropriate demand for binding dispute resolution but, in such event, mediation shall proceed in advance of binding dispute resolution proceedings, which shall be stayed pending mediation for a period of 60 days from the date of filing, unless stayed for a longer period by agreement of the parties or court order. § 8.2.3 The parties shall share the mediator’s fee and any filing fees equally. The mediation shall be held in the place where the Project is located, unless another location is mutually agreed upon. Agreements reached in mediation shall be enforceable as settlement agreements in any court having jurisdiction thereof. § 8.2.4 If the parties do not resolve a dispute through mediation pursuant to this Section 8.2, the method of binding dispute resolution shall be the following: (Check the appropriate box.) [ X ] Litigation in a court of competent jurisdiction [ ] Other: (Specify) If the Owner and Architect do not select a method of binding dispute resolution, or do not subsequently agree in writing to a binding dispute resolution method other than litigation, the dispute will be resolved in a court of competent jurisdiction. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 18 § 8.3.4 Consolidation or Joinder § 8.3.4.1 No mediation or legal action arising out of or relating to this Agreement shall include, by consolidation or joinder or in any other manner, an additional person or entity not a party to this Agreement, except by written consent containing a specific reference to this Agreement and signed by the Owner, Architect, and any other person or entity sought to be joined. Consent to mediation or legal action involving an additional person or entity shall not constitute consent to mediation or legal action of any claim, dispute or other matter in question not described in the written consent or with a person or entity not named or described therein. The foregoing agreement to mediate and other agreements to mediate with an additional person or entity duly consented to by parties to this Agreement shall be specifically enforceable in accordance with applicable law in any court having jurisdiction thereof. (Paragraphs Deleted) ARTICLE 9 TERMINATION OR SUSPENSION § 9.1 If the Owner fails to make payments to the Architect in accordance with this Agreement, such failure shall be considered substantial nonperformance and cause for termination or, at the Architect’s option, cause for suspension of performance of services under this Agreement. If the Architect elects to suspend services, the Architect shall give seven days’ written notice to the Owner before suspending services. In the event of a suspension of services, the Architect shall have no liability to the Owner for delay or damage caused the Owner because of such suspension of services. Before resuming services, the Owner shall pay the Architect all sums due prior to suspension and any expenses incurred in the interruption and resumption of the Architect’s services. The Architect’s fees for the remaining services and the time schedules shall be equitably adjusted. § 9.2 If the Owner suspends the Project, the Architect shall be compensated for services performed prior to notice of such suspension. When the Project is resumed, the Architect shall be compensated for expenses incurred in the interruption and resumption of the Architect’s services. The Architect’s fees for the remaining services and the time schedules shall be equitably adjusted. § 9.3 If the Owner suspends the Project for more than 90 cumulative days for reasons other than the fault of the Architect, the Architect may terminate this Agreement by giving not less than seven days’ written notice. § 9.4 This Agreement may be terminated by the Owner upon seven (7) days written notice to Architect in its sole discretion. The Architect may terminate this Agreement only in the event of substantial non-performance by the Owner. In the event the Architect proposes to terminate this Agreement, the Architect shall notify the Owner in writing stating with specificity the alleged non-performance and further stating that the proposed termination shall be effective if the non-performance remains uncorrected for a period not less than 15 days following said notice. Either party may terminate this Agreement upon not less than seven days’ written notice should the other party fail substantially to perform in accordance with the terms of this Agreement through no fault of the party initiating the termination. § 9.5 The Owner may terminate this Agreement upon not less than seven days’ written notice to the Architect for the Owner’s convenience and without cause. § 9.6 If the Owner terminates this Agreement for its convenience pursuant to Section 9.5, or the Architect terminates this Agreement pursuant to Section 9.3, the Owner shall compensate the Architect for services performed prior to termination, Reimbursable Expenses incurred, and costs attributable to termination, including the costs attributable to the Architect’s termination of consultant agreements. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 19 (Paragraphs Deleted) (Paragraph Deleted) § 9.8 Except as otherwise expressly provided herein, this Agreement shall terminate one year from the date of Substantial Completion. § 9.9 The Owner’s rights to use the Architect’s Instruments of Service in the event of a termination of this Agreement are set forth in Article 7. ARTICLE 10 MISCELLANEOUS PROVISIONS § 10.1 This Agreement shall be governed by the law of the place where the Project is located, excluding that jurisdiction’s choice of law rules. § 10.2 Terms in this Agreement shall have the same meaning as those in AIA Document A201–2017, General Conditions of the Contract for Construction. § 10.3 The Owner and Architect, respectively, bind themselves, their agents, successors, assigns, and legal representatives to this Agreement. Neither the Owner nor the Architect shall assign this Agreement without the written consent of the other, except that the Owner may assign this Agreement to a lender providing financing for the Project if the lender agrees to assume the Owner’s rights and obligations under this Agreement, including any payments due to the Architect by the Owner prior to the assignment. § 10.4 If the Owner requests the Architect to execute certificates, the proposed language of such certificates shall be submitted to the Architect for review at least 14 days prior to the requested dates of execution. If the Owner requests the Architect to execute consents reasonably required to facilitate assignment to a lender, the Architect shall execute all such consents that are consistent with this Agreement, provided the proposed consent is submitted to the Architect for review at least 14 days prior to execution. The Architect shall not be required to execute certificates or consents that would require knowledge, services, or responsibilities beyond the scope of this Agreement. § 10.5 Nothing contained in this Agreement shall create a contractual relationship with, or a cause of action in favor of, a third party against either the Owner or Architect. § 10.6 Unless otherwise required in this Agreement, the Architect shall have no responsibility for the discovery, presence, handling, removal or disposal of, or exposure of persons to, hazardous materials or toxic substances in any form at the Project site. § 10.7 The Architect shall have the right to include photographic or artistic representations of the design of the Project among the Architect’s promotional and professional materials. The Architect shall be given reasonable access to the completed Project to make such representations. However, the Architect’s materials shall not include the Owner’s confidential or proprietary information if the Owner has previously advised the Architect in writing of the specific information considered by the Owner to be confidential or proprietary. The Owner shall provide professional credit for the Architect in the Owner’s promotional materials for the Project. This Section 10.7 shall survive the termination of this Agreement unless the Owner terminates this Agreement for cause pursuant to Section 9.4. § 10.8 If the Architect or Owner receives information specifically designated as “confidential” or “business proprietary,” the receiving party shall keep such information strictly confidential and shall not disclose it to any other person except as set forth in Section 10.8.1. This Section 10.8 shall survive the termination of this Agreement. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 20 § 10.8.1 The receiving party may disclose “confidential” or “business proprietary” information after 7 days’ notice to the other party, when required by law, arbitrator’s order, or court order, including a subpoena or other form of compulsory legal process issued by a court or governmental entity, or to the extent such information is reasonably necessary for the receiving party to defend itself in any dispute. The receiving party may also disclose such information to its employees, consultants, or contractors in order to perform services or work solely and exclusively for the Project, provided those employees, consultants and contractors are subject to the restrictions on the disclosure and use of such information as set forth in this Section 10.8. § 10.9 The invalidity of any provision of the Agreement shall not invalidate the Agreement or its remaining provisions. If it is determined that any provision of the Agreement violates any law, or is otherwise invalid or unenforceable, then that provision shall be revised to the extent necessary to make that provision legal and enforceable. In such case the Agreement shall be construed, to the fullest extent permitted by law, to give effect to the parties’ intentions and purposes in executing the Agreement. § 10.10 Owner irrevocably assigns to Architects all rights to claim Section 179D federal tax credits under Energy Policy Act of 2005 as amplified and clarified in IRS Notice 2008-40. Owner shall cooperate with Architect to establish Architect’s eligibility for these federal tax credits. Architect shall be responsible for the costs of the independent third party energy study and certification. ARTICLE 11 COMPENSATION § 11.1 For the Architect’s Basic Services described under Article 3, the Owner shall compensate the Architect as follows: (Paragraph Deleted) Fixed Fee for Basic Services: $120,000.00 Maximum Reimbursable Expenses: $7,000.00 Maximum Contract Amount: $127,000.00 (Paragraph Deleted) Refer to Exhibit B: Wold’s Proposal for more information. (Paragraph Deleted) § 11.2 For the Architect’s Supplemental Services designated in Section 4.1.1 and for any Sustainability Services required pursuant to Section 4.1.3, the Owner shall compensate the Architect as follows: (Insert amount of, or basis for, compensation. If necessary, list specific services to which particular methods of compensation apply.) Hourly or Fixed Fee agreed upon in writing. § 11.3 For Additional Services that may arise during the course of the Project, including those under Section 4.2, the Owner shall compensate the Architect as follows: (Insert amount of, or basis for, compensation.) Hourly or Fixed Fee agreed upon in writing. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 21 § 11.4 Compensation for Supplemental and Additional Services of the Architect’s consultants when not included in Section 11.2 or 11.3, shall be as follows: (Insert amount of, or basis for computing, Architect’s consultants’ compensation for Supplemental or Additional Services.) Hourly or Fixed Fee agreed upon in writing. § 11.5 When compensation for Basic Services is based on a stipulated sum or a percentage basis, the proportion of compensation for each phase of services shall be as follows: Schematic Design Phase fifteen percent ( 15 %) Design Development Phase twenty percent ( 20 %) Construction Documents Phase forty percent ( 40 %) Procurement Phase five percent ( 5 %) Construction Phase twenty percent ( 20 %) Total Basic Compensation one hundred percent ( 100 %) § 11.6 When compensation identified in Section 11.1 is on a percentage basis, progress payments for each phase of Basic Services shall be calculated by multiplying the percentages identified in this Article by the Owner’s most recent budget for the Cost of the Work. Compensation paid in previous progress payments shall not be adjusted based on subsequent updates to the Owner’s budget for the Cost of the Work. § 11.6.1 When compensation is on a percentage basis and any portions of the Project are deleted or otherwise not constructed, compensation for those portions of the Project shall be payable to the extent services are performed on those portions. The Architect shall be entitled to compensation in accordance with this Agreement for all services performed whether or not the Construction Phase is commenced. § 11.7 The hourly billing rates for services of the Architect and the Architect’s consultants are set forth below. The rates shall be adjusted in accordance with the Architect’s and Architect’s consultants’ normal review practices. (If applicable, attach an exhibit of hourly billing rates or insert them below.) Employee or Category Rate ($0.00) § 11.8 Compensation for Reimbursable Expenses § 11.8.1 Reimbursable Expenses are in addition to compensation for Basic, Supplemental, and Additional Services and include expenses incurred by the Architect and the Architect’s consultants directly related to the Project, as follows: .1 Mileage based on Federal rates in connection with the project and Owner requested out-of-state travel; .2 Long distance services, dedicated data and communication services, teleconferences, Project web sites, and extranets; .3 Permitting and other fees required by authorities having jurisdiction over the Project, including government agency review and permit fees; .4 Printing, reproductions, plots, and standard form documents; .5 Postage, handling, and delivery; .6 (Paragraph Deleted) If required by the Owner, and with the Owner’s prior written approval, the Architect’s consultants’ expenses of professional liability insurance dedicated exclusively to this Project, or the expense of additional insurance coverage or limits in excess of that normally maintained by the Architect’s consultants; .7 All taxes levied on professional services and on reimbursable expenses; Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 22 .8 Site office expenses; .9 Registration fees and any other fees charged by the Certifying Authority or by other entities as necessary to achieve the Sustainable Objective; .10 Other similar Project-related expenditures; and .11 Expense of computer aided design and drafting equipment time when used in connection with the Project. § 11.8.2 For Reimbursable Expenses the compensation shall be the expenses incurred by the Architect and the Architect’s consultants and be billed at actual cost to Architect plus ten percent ( 10 %) of the expenses incurred up to a maximum aggregate value of $7,000.00. § 11.9 Architect’s Insurance. If the types and limits of coverage required in Section 2.5 are in addition to the types and limits the Architect normally maintains, the Owner shall pay the Architect for the additional costs incurred by the Architect for the additional coverages as set forth below: (Insert the additional coverages the Architect is required to obtain in order to satisfy the requirements set forth in Section 2.5, and for which the Owner shall reimburse the Architect.) § 11.10 Payments to the Architect § 11.10.1 Initial Payments § 11.10.1.1 An initial payment of zero dollars and zero cents ($ 0.00 ) shall be made upon execution of this Agreement and is the minimum payment under this Agreement. It shall be credited to the Owner’s account in the final invoice. § 11.10.1.2 If a Sustainability Certification is part of the Sustainable Objective, an initial payment to the Architect of ($ ) shall be made upon execution of this Agreement for registration fees and other fees payable to the Certifying Authority and necessary to achieve the Sustainability Certification. The Architect’s payments to the Certifying Authority shall be credited to the Owner’s account at the time the expense is incurred. § 11.10.2 Progress Payments § 11.10.2.1 Unless otherwise agreed, payments for services shall be made monthly in proportion to services performed. Payments are due and payable upon presentation of the Architect’s invoice. Amounts unpaid sixty ( 60 ) days after the invoice date shall bear interest at the rate entered below, or in the absence thereof at the legal rate prevailing from time to time at the principal place of business of the Architect. (Insert rate of monthly or annual interest agreed upon.) Local rate of interest as set by Wisconsin Statute. § 11.10.2.2 The Owner shall not withhold amounts from the Architect’s compensation to impose a penalty or liquidated damages on the Architect, or to offset sums requested by or paid to contractors for the cost of changes in the Work, unless the Architect agrees or has been found liable for the amounts in a binding dispute resolution proceeding. § 11.10.2.3 Records of Reimbursable Expenses, expenses pertaining to Supplemental and Additional Services, and services performed on the basis of hourly rates shall be available to the Owner at mutually convenient times. ARTICLE 12 SPECIAL TERMS AND CONDITIONS Special terms and conditions that modify this Agreement are as follows: (Include other terms and conditions applicable to this Agreement.) ARTICLE 13 SCOPE OF THE AGREEMENT § 13.1 This Agreement represents the entire and integrated agreement between the Owner and the Architect and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both the Owner and Architect. Init. / AIA Document B101 – 2017. Copyright © 1974, 1978, 1987, 1997, 2007 and 2017. All rights reserved. “The American Institute of Architects,” “American Institute of Architects,” “AIA,” the AIA Logo, and “AIA Contract Documents” are trademarks of The American Institute of Architects. This document was produced at 17:26:04 ET on 08/07/2026 under Order No.2114500194 which expires on 12/31/2026, is not for resale, is licensed for one-time use only, and may only be used in accordance with the AIA Contract Documents® Terms of Service. To report copyright violations, e-mail docinfo@aiacontracts.com. User Notes: (3B9ADA3E) 23 § 13.2 This Agreement is comprised of the following documents identified below: .1 AIA Document B101™–2017, Standard Form Agreement Between Owner and Architect (Paragraph Deleted) (Paragraph Deleted) .2 Exhibits: (Check the appropriate box for any exhibits incorporated into this Agreement.) (Paragraph Deleted) [ ] Other Exhibits incorporated into this Agreement: (Clearly identify any other exhibits incorporated into this Agreement, including any exhibits and scopes of services identified as exhibits in Section 4.1.2.) .3 Other documents: (List other documents, if any, forming part of the Agreement.) Exhibit A: RFP dated May 5, 2026 Exhibit B: Wold’s Proposal dated June 12, 2026. This Agreement entered into as of the day and year first written above. OWNER (Signature) ARCHITECT (Signature) (Printed name and title) (Printed name, title, and license number, if required) REQUEST FOR PROPOSALS ARCHITECTURAL/CONSTRUCTION DESIGN SERVICES NEW VILLAGE ADMINISTRATION BUILDING SISTER BAY, WIS. DATE ISSUED 5/5/2026 PROPOSAL DUE DATE AND TIME June 12, 2026, 12:00 PM CST 2 REQUEST FOR PROPOSALS ARCHITECTURAL/CONSTRUCTION DESIGN SERVICES SUBMISSION DEADLINE: June 12, 2026, 12:00 PM CST, submitted to the Village of Sister Bay Administrative Office located at 2383 Maple Dr., PO Box 769, Sister Bay WI, 54234 or electronically (PDF) to administrator@sisterbaywi.gov. It shall be the responsibility of the proposer to ensure their submission was received. All questions concerning this solicitation should be directed to Benjamin Andrews, Village Administrator, at administrator@sisterbaywi.gov on or before 4:00 PM CST on May 22, 2026. All questions will be answered to the best of the Village Staff’s ability on May 29, 2026 and all questions and responses will be posted to the Village website that same day by 4:00 PM to ensure all proposers have access to the same information. To view the questions and responses, visit www.sisterbaywi.gov and scroll towards the bottom of the home page to the Bids & RFPs tab. PROJECT DESCRIPTION: Utilizing site information and the needs development for a new administration building that will house the Village of Sister Bay Administrative Offices , along Mill Road, in Sister Bay. OVERVIEW/SOLICITATION: The Village of Sister Bay seeks proposals for architectural and engineering services to design the proposed administration building and to prepare a complete set of construction drawings for use in soliciting construction bids. The building site is the former Village Maintenance building on 2313 Mill Rd in the Village of Sister Bay. The site currently has a building that will be demolished prior to the project's construction phase. The building is situated next to the Sister Bay/Liberty Grove Library and neighboring residential parcels. The proposer shall also include in their proposal an on-site inspection of the subject property to ensure they are familiar with the site, grades, and character of the area; up to two in-person meetings with the oversight committee and up to four virtual meetings ; and an in-person meeting to present the final plans and estimated cost of construction to the Village Board. The successful proposer shall also oversee the bid process. A schedule of the construction design process shall be included in the proposal so the Village can compare the anticipated time required to prepare a final set of construction drawings. 3 Although the Village is not expecting plans to be developed within a month, they do want the proposer to be mindful of bidding and construction timelines to complete the construction of the facility by 2028. Civil site design has not been included in the proposal as an attachment, but will be conducted/provided as part of the design process The village will utilize its own engineer for such services. There is no survey of the property showing existing building locations or grades, but a tour can be scheduled by phoning the Parks and Streets Director, Erik Linczmaier, at 920- 421-3200 or emailing erik.linczmaier@sisterbaywi.gov. They will make arrangements for the tour if requested by phone or in writing. I. Instruction to Proposers • All respondents (proposers) must submit contact information, including: Business name, contact person, corporate ownership, address, phone number, email address, and website. • All costs associated with submission of this R equest for Proposals are the sole responsibility of the respondent. • All submissions are considered public record, and as such, may be searched or requested by members of the public. • The Village of Sister Bay offers no guarantee of financial success to the respondent(s), and respondents should use their own business acumen to determine if they are endeavoring in a financially viable enterprise. • This is a Request for Proposals, not an invitation to bid. Responses will be evaluated on the basis of the relative merits of the proposal. II. Submission Materials The following should be incorporated into each submission: Format: Electronic submissions preferred (PDF), but in-person delivery or mail delivery is acceptable, provided the proposal is delivered to the contact by the delivery due date and time. General Information. Business name, contact person, corporate ownership, address, phone number, email address of contact person , website , and insurance information. Please include a narrative introducing the company, its operating history, relevant staff, the total number of employees, and its capacity to serve the Village. Project Proposal. At a minimum, provide information on approach, services, ideas, costs, and timeline. Prior Experience. A narrative explaining prior experience with designing similar projects and compliance with state and federal laws, as well as examples. References. A minimum of three references from similar projects designed is required. 4 III. Evaluation and Selection Evaluation Process The Village has established a proposal evaluation instrument that uses objective criteria and weights them on a 0-5 scale for each rating category. Each Parks, Property & Streets Committee member will serve as an evaluator, and an average will be calculated from the scores assigned by the members. The calculated scores will be considered as part of the evaluation process, however, the Village reserves the right to contract with the right to select any proposal which in the opinion and sole discretion of the Village will be in the best interest of and/or most advantageous to the Village. Selection Criteria The following are the criteria used as rating categories and are listed in no particular order or preference: 1. Qualifications 2. Knowledge of State and Federal Laws and Trends 3. Experience, in particular, experience designing similar projects in Wisconsin 4. Level of Understanding of the Need Identified 5. References 6. Cost If at any point in the review process, any proposal is found to be substantially non - responsive, it will be dropped from further consideration. The Village, at its sole election, may require presentations by respondents clearly in consideration for the award. Other submissions, certifications, or affirmations may be required, as appropriate. IV. Award Upon final selection, all respondents will be notified by the Village via email. The Village reserves the right to accept or reject any or all responses, to award on the basis of merit alone, and to act in its best interests and the interests of the public. The Village reserves the right to make an award or to reject any or all proposals based on what it considers to be in its best interests. A contract will be required to effectuate service. V. Administrative Contact Name: Benjamin Andrews Title: Village Administrator E-Mail: administrator@sisterbaywi.gov Mailing/Physical Address: Village Administrator 2383 Maple Drive PO Box 769 Sister Bay, WI 54234 ATTACHMENT #1 Page 1 Village of Sister Bay Administration Building Needs Assessment Administration Building Needs Assessment Number of Current Staff: Staff Status Office Space Functions Village/Zoning Administrator FT Private Workstation (1) • General Admin • Zoning Admin Finance Specialist/Treasurer FT Private Workstation (1) • General Admin • Financial Admin Village Clerk FT Private Workstation (1) *Currently flexible workstation • General Admin • Elections Admin Administrative Assistant/Deputy Treasurer FT Public Facing Workstation (1) • General Admin • Zoning Admin • Financial Admin • Parks-Facility Admin Code Compliance Officer PT Flexible Workstation (1) • Code Compliance • Zoning Admin Building Inspection Contracted Flexible Workstation (1) • Building Inspection *FT – Full Time **PT – Part Time Services (Functions) Provided: • Zoning Administration • Elections Administration • General Administration • Financial Management • Parks-Facility Administration • Code Compliance • Building Inspection Records/Technology: • Community Records • Financial Records • Election Records • Human Resources Records • Retained Records • Primary Servers Page 2 Requirements for Office Space • Office Spaces o Private Workstations: 4 ▪ Private Workstation #1: Village Clerk ▪ Utilization: functions related to Elections and General Administration. ▪ Records: Secures Election Records. ▪ Private Workstation #2: Finance Specialist/Treasurer ▪ Utilization: functions related to Financial and General Administration. ▪ Records: Secures Financial Records. ▪ Private Workstation #3: Village/Zoning Administrator ▪ Utilization: functions related to General, Zoning, and Financial Management. ▪ Records: Secures Human Resources Records. ▪ Private Workstation #4: Undesignated ▪ Future Staffing Growth (if Applicable) OR could be utilized for temporary record storage. o Flexible Workstations: 3 ▪ Workstation #1: Code Compliance Officer. ▪ Utilization: functions related to Code Compliance and Zoning Administration. ▪ Workstation #2: Building Inspection (contacted) ▪ Also, accommodation is offered by other Professional Service Contractors that may be on-site; OR could also be utilized for future staffing growth (if applicable). ▪ Utilization: functions related to Building Inspection, and temporary use for other professional services. ▪ Workstation #3: Undesignated ▪ Accommodates future staffing (if applicable); OR could be utilized for temporary record storage. o Public Facing Workstations: 2 ▪ Public Facing Workstation #1: Administrative Assistant/Deputy Treasurer ▪ Utilization: functions related to General, Zoning, and Parks-Facility Administration. ▪ Public Facing Workstation #2: Village Clerk or Code Compliance Officer (as needed) ▪ Utilization: functions related to Election Administration and Code Compliance. Page 3 • Meeting Rooms o Conference Rooms: 1 ▪ Seating up to 8 ▪ Audio/Visual Technology for Conferencing ▪ Utilization: Village Manager’s Meeting and Other Multi-Staff Meetings. • General Areas: o Staff Bathroom: 1 o Kitchenette: 1 o Copy Area: 1 • Storage o Community Records Storage: 1 ▪ Utilization: Secures Community Records ▪ 6-8 lg. file cabinets. o Utility/Supply Storage: 1 ▪ Utilization: Stores office equipment and server room (if applicable). o Retained Records Storage: 1 ▪ Utilization: Secures Retained Records (records that must be maintained but are no longer utilized as part of day-to-day operations for Village Staff). o Server Room: 1 (if applicable) ▪ Could be included as part of utility/supply storage or a separate space. • General Public Areas o Lobby: Accommodates 3-5 people. o Bathroom: 2 o Entrance: 1 • Governing Board Chambers Area o Governing Board Chambers: 1 ▪ Includes dais for governing board members. ▪ Seats 50-75 persons. ▪ Include telecommunications capacity for conferencing and an amplified sound system. o Elections Storage Room: ▪ Utilized for securing and storing election equipment. Page 4 Technology & Infrastructure: • IT Needs o Server room or IT closet requirements: ▪ Includes utility/supply storage or as a separate server room space. o Network and Wi-Fi coverage: ▪ Private and public Wi-Fi available. ▪ Ethernet connections are available at each workstation/office. • Telecommunications o Video conferencing capabilities should be available in each conference room, with the capacity for screen sharing from Village devices while in the room. • Security o Access control: ▪ Access to the Administration Building would be controlled with a fob. ▪ Storage of sensitive/confidential files (Financial, Elections, Human Resources) would be limited to access for specific Office Spaces. o Surveillance cameras: ▪ It would be ideal to install a security camera on the exterior of the building. o Public Facing Spaces: ▪ Public facility spaces would be ideal to have sliding windows (lockable) for closing when not staffed. Accessibility & Compliance • ADA compliance considerations: o Pedestrian access areas should be ADA-compliant (including correct slope and potential entrance/exit doors with a mechanical door opener). o Counters, both public-facing and for Village Staff, should be at an accessible height. o Ramps should be included for elevated areas, such as the Governing Board Chamber dais (if applicable). o All restrooms would be constructed to meet ADA compliance, including space and height requirements. o Clearing space for hallways should be an accessibility requirement. o Signage would include braille and tactile characters. Additional Comments • Other needs or considerations from governing bodies and/or the public input… Page 5 SUMMARY OF NEEDS ASSESSMENT Typical Sq. Footage: Location: Title: Designate Personnel: Services/Functions: Requirements: Min. Max. Office Space Private Workstation #1 Village Clerk Elections and General Administration - Secures Election Records - Ethernet Connection 150 200 Office Space Private Workstation #2 Finance Specialist/Treasurer Financial and General Administration - Secures Financial Records. - Ethernet Connection 150 200 Office Space Private Workstation #3 Village/Zoning Administrator General, Zoning, and Financial Management - Secures Human Resources Records - Ethernet Connection 150 200 Office Space Private Office #4 Undesignated Undesignated - Future Staffing Growth (if App) OR Temp. Storage - Ethernet Connection 150 201 Office Space Flexible Workstation #1 Code Compliance Officer Code Compliance and Zoning Administration - Ethernet Connection 100 150 Office Space Flexible Workstation #2 Building Inspection/Professional Services Building Inspection - Ethernet Connection 100 150 Office Space Flexible Workstation #3 Undesignated Undesignated - Future Staffing Growth (if App) OR Temp. Storage - Ethernet Connection 100 150 Office Space Public Facing Workstation #1 Administrative Assistant/Deputy Treasurer General, Zoning, and Parks-Facility Administration - Ethernet Connection - Sliding windows (lockable) 75 100 Office Space Public Facing Workstation #2 Village Clerk or Code Compliance Officer (as needed) Election Administration and Code Compliance - Ethernet Connection - Sliding windows (lockable) 75 100 Office Space Conference Room N/A N/A - Seating up to 8 - Audio/Visual Technology for Conferencing 175 225 Office Space Staff Bathroom N/A N/A - ADA Compliance Consideration 60 75 Office Space Kitchenette N/A N/A - ADA Compliance Consideration 50 100 Office Space Copy Area N/A N/A 75 100 Office Space Community Records Storage N/A N/A - 6-8 lg. file cabinets. 250 300 Office Space Utility/Supply Storage N/A N/A 100 150 Office Space Retained Records Storage N/A N/A 200 300 Office Space Server Room (if app.) N/A N/A 30 50 General Public Lobby N/A N/A - Standing Window Area(s) - Accommodates a waiting area for 3-5 people 300 400 General Public Entrance N/A N/A 200 250 General Public Bathroom #1 N/A N/A - Could be identified as uni-sex or men's room 100 150 General Public Bathroom #2 N/A N/A - Could be identified as uni-sex or women's room 100 150 Governing Board Chambers Governing Board Chambers N/A N/A - Includes dais for governing board members, - Seats 50-75 persons, - includes telecommunications capacity for conferencing and amplified sounds. - Audio/VisualTechnology for Conferencing 1,500 2,000 Governing Board Chambers Elections Storage Room N/A N/A - Secured from public access 100 150 TOTALS: 4,250 5,900 ATTACHMENT #2 Parcel Layout WOLD ARCHITECTS & ENGINEERS VILLAGE OF SISTER BAY Request for Proposals Architectural/Construction Design Services New Village Administration Building June 12, 2026 Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 2 June 12, 2026 Benjamin Andrews Village Administrator 2383 Maple Drive PO Box 769 Sister Bay, WI 54234 RE: Request for Proposals — Architectural/Construction Design Services, New Village Administration Building Dear Mr. Andrews and Members of the Selection Committee: Wold Architects and Engineers appreciates the opportunity to submit our proposal to the Village of Sister Bay for architectural and engineering design services for your new Village Administration Building. We understand this project is not simply about creating more office space. It is about giving Village staff, elected officials, and residents a civic building that makes local government easier to access, safer to operate, more efficient to maintain, and better prepared for the future. The Village has already identified a clear set of needs: private and flexible workstations, public-facing service counters, secure storage for election, financial, human resources, community, and retained records, a governing board chambers space for 50 to 75 people, reliable technology infrastructure, accessible public and staff areas, and security measures that separate public access from confidential Village operations. The Mill Road site also brings important context. Located near the Sister Bay/ Liberty Grove Library and neighboring residential parcels, the building should feel appropriately civic and welcoming while respecting the scale, character, and daily patterns of the surrounding area. What Wold can do for Sister Bay is help turn that needs assessment into a practical, buildable, and community-appropriate facility. We will work with the Village to confirm how each department functions today, how residents move through the building, where staff need privacy and security, how public meetings should operate, and where flexibility should be built in for future staffing or service changes. We will use that understanding to test planning options, evaluate trade-offs, and help the oversight committee and Village Board make confident decisions before the project advances into construction documents. The Wold team brings extensive experience with village/city halls, municipal offices, public safety facilities, board and council chambers, records and elections functions, secure public service interfaces, ADA accessibility, and technology-ready meeting spaces. That experience allows us to bring proven ideas to the table without forcing a one-size-fits-all solution. Sister Bay needs a building that reflects the way your Village works, the expectations of your residents, and the long-term value of a public investment intended to serve the community for decades. We also understand that this project must move with purpose. The Village is not asking for plans in a month, but you are asking for a team that can manage the design process responsibly so bidding and construction can align with the goal of completing the facility by 2028. Wold will provide a clear schedule, coordinate design milestones with Village decision- making, work closely with the Village’s civil engineer, develop cost information at appropriate points, prepare coordinated construction drawings, present final plans and estimated construction cost to the Village Board, and support the bid process through award. Most importantly, we will help the Village make the right decisions at the right time. Through site review, staff and committee meetings, planning options, cost discussions, and clear documentation, Wold will help Sister Bay move from a list of needs to a facility that improves daily operations, supports secure records and elections functions, welcomes the public, accommodates accessible participation in local government, and fits the community it serves. We are excited by the opportunity to partner with the Village of Sister Bay on this important civic project. Thank you for your consideration. We would welcome the opportunity to discuss how Wold can help the Village create a thoughtful, efficient, and lasting home for its administration and public meeting functions. Sincerely, Wold Architects and Engineers Matt Bickel, AIA, LEED AP Government Practice Leader, Project Architect PLANNERS ARCHITECTS ENGINEERS Wold Architects and Engineers 220 N. Smith St, Suite 310 Palatine, IL 60067 t 847 241 6100 | woldae.com TOC COVER LETTER GENERAL INFORMATION 04 PROJECT PROPOSAL 13 PRIOR EXPERIENCE 21 REFERENCES 29 COSTS 31 GENERAL INFORMATION 5 Wold Architects and Engineers about us Founded in 1968, Wold Architects and Engineers is a privately owned corporation providing planning, architecture, engineering, interior design, facility assessment, cost management, bidding support, and construction administration services. For more than 58 years, Wold has focused on helping public-sector clients plan, design, and implement facilities that support the people who serve their communities. Our municipal experience includes village halls, city halls, administrative offices, public safety facilities, board and council chambers, records and elections spaces, public service counters, ADA improvements, secure staff and public interfaces, and long-range facility planning. Wold’s role extends beyond designing a building. We help communities define needs, evaluate options, build consensus, manage budgets, prepare coordinated construction documents, and support implementation through bidding and construction. This approach is especially relevant to Sister Bay’s new administration building, where the design must balance public access, staff efficiency, secure records storage, elections functions, technology infrastructure, accessibility, future growth, and a civic presence appropriate to the Mill Road site. Wold has approximately 332 employees across offices in Minnesota, Illinois, Indiana, Colorado, and T ennessee, including registered architects, graduate architects, registered engineers, graduate engineers, interior designers, and administrative support staff. This depth allows us to provide the Village with the attention of a dedicated project team while drawing on broader multi-disciplinary resources when specialized input is needed. Our in- house mechanical and electrical engineering staff are especially valuable for municipal buildings where technology, security, comfort, maintenance, and long-term operating costs must be considered early in design. WOLD ARCHITECTS & ENGINEERS 220 N Smith St, Suite 310, Palatine, IL 60067 | woldae.com | 847 241 6100 OUR PURPOSE IS TO MAKE A DIFFERENCE IN THE COMMUNITIES WE SERVE contact person Matt Bickel, AIA, CID, LEED AP Government Practice Leader mbickel@woldae.com 847 609 0310 corporate ownership | Privately Owned years in business | 58 legal status | Corporation office locations | Illinois, Minnesota, Indiana, Colorado, T ennessee top 160 local government architecture firms#15 BD+C GIANTS 400 REPORT RANKINGS GENERAL INFORMATION OUR FIRM-WIDE TEAM 330+ DEDICATED STAFF 60 LICENSED ARCHITECTS 19 LICENSED ENGINEERS 14 INTERIOR DESIGNERS OVER THE PAST DECADE, WOLD HAS OVERSEEN THE DESIGN AND CONSTRUCTION OF OVER $10 BILLION IN PUBLIC SECTOR PROJECTS. Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 6 GENERAL INFORMATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME: CONTACT (A/C, No): FAX E-MAIL ADDRESS: PRODUCER (A/C, No, Ext): PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). 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FOR PROPOSAL PURPOSES 7 Wold Architects and Engineers GENERAL INFORMATION matt bickel Project Architect jonathan kuzynowski Lead Designer matt verdun Mechanical Engineer brad johannsen Electrical Engineer kent adams Structural Engineer jonathan murray Cost Estimator LEADERSHIP WOLD TEAM SUB-CONSULTANTS amy vertacnik Job Captain PROPOSED PROJECT TEAM kirsta ehmke Project Manager dan kruth Security & T echnology statement of availability Wold has the capacity to serve the Village of Sister Bay immediately and throughout the full design and bidding process. We will tailor our staffing to the Village’s schedule, meeting structure, and desired 2028 completion goal, providing hands-on leadership, clear milestone communication, coordinated architectural and engineering documents, and practical guidance from needs assessment through bid support. Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 8 GENERAL INFORMATION As Project Architect, Matt will serve as the overseer of Wold’s resources and staff, while simultaneously infusing the team dedicated to your project with the collective insight, wisdom, enthusiasm for the Village of Sister Bay design, and expertise that comes with his design experience. north dakota state university | Bachelor of Architecture north dakota state university | BS, Environmental Design PROJECT ARCHITECT MATT BICKEL, AIA, CID, LEED AP As Lead Designer, Jonathan coordinates with the design team and client to maintain the goals and schedule of the project. Jonathan’s experience coordinating with clients and the design team keeps everyone on track with the per-defined goals. judson university | Master of Architecture judson university | Bachelor of Architecture LEAD DESIGNER JONATHAN KUZYNOWSKI, AIA, NCARB, LEED GA wisconsin license # | 13214-5 village of barrington hills Village Hall Remodel village of cross plains New Village Hall & Police Facility village of deer park New Village Hall village of long grove Village Hall Addition & Remodel village of palatine Village Hall Addition & Remodel village of tower lakes New Village Hall & Police Facility city of palos heights City Hall Remodel village of barrington hills Village Hall Remodel village of carpentersville Fire Station No. 93 Remodel village of long grove Village Hall Addition & Remodel village of tower lakes New Village Hall & Police Facility city of crystal lake Fire Station No. 1 Remodel city of janesville New Fire Station No. 3 city of oak creek New Fire Station No. 3 9 Wold Architects and Engineers GENERAL INFORMATION Kirsta brings a wealth of government project experience and is well versed in guiding our team to reach every project milestone. She will ensure Wold’s resources align with the effort required to meet the strategic planning objectives and attain Village expectations. Kirsta has delivered many successful outcomes to our clients – on time and under budget. university of illinois, chicago | Masters of Architecture university of kansas | BFA, Industrial Design PROJECT MANAGER KIRSTA EHMKE, AIA Amy works with clients to foster design continuity and help match the functional and aesthetic components of a project. Her interior architecture background ensures the facility program needs are met and space utilization is effective within a space. As the interior designer for this project, Amy will collaborate closely with stakeholders to develop and refine design options throughout each phase, from initial concepts to final selections of finishes and furnishings. rocky mountain college of art and design | BFA, Interior Design - Sustainability Specialization tulane university | BSPH, Public Health INTERIOR DESIGNER AMY VERTACNIK, LEED GA, WELL AP village of carpentersville Fire Station No. 93 Remodel village of deer park Vehe Barn Remodel village of palatine Village Hall Addition & Remodel city of crystal lake City Hall Remodel, Police Department Remodel, Fire Station No. 1 Remodel waukesha county Courthouse Addition & Remodel village of barrington hills Village Hall Remodel city of crystal lake Community Center Feasibility Study city of janesville New Fire Station No. 3 berrien county 911/EOC Relocation dane county Clerk Office Election Center tazewell county New Justice Center Annex Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 10 GENERAL INFORMATION MECHANICAL ENGINEER MATT VERDUN, PE, LEED AP As Lead Mechanical Engineer, Matt will work closely with our in-house and external consultants to ensure the Village’s goals are achieved. Matt applies Wold’s culture of responsiveness and communication to the engineering process to elevate our commitment to the client’s experience. northern illinois university | BS, Mechanical Engineering ELECTRICAL ENGINEER BRAD JOHANNSEN, PE, LEED AP university of iowa | BS, Electrical Engineering Brad will work with you throughout the design process. He ensures quality through all phases of construction and guarantees uninterrupted service delivery for the life of the facility through efficient and reliable power systems. Brad experience in the public sector gives him a deep understanding of the high level expectations of sustainable and seamless electrical systems. village of cross plains New Village Hall & Police Facility village of palatine Village Hall Addition & Remodel city of crystal lake City Hall Remodel lake county New Regional Operations & Communications Facility scott county Emergency Communications Center, Sheriff’s Patrol Headquarters waukesha county Courthouse Addition & Remodel village of palatine Village Hall Addition & Remodel city of carver City Hall Replacement town of erie T own Hall Addition & Renovation arapahoe county Admin Remodel berrien county 911/EOC Relocation waukesha county Courthouse Addition & Remodel 11 Wold Architects and Engineers GENERAL INFORMATION Dan has been involved in T echnology for over 30 years. His roles as Project Manager, Design Engineer, and Account Manager have all specialized in structured cabling design for technology systems. His experience includes advanced data infrastructure, outside plant communications, fiber optics, grounding and bonding, security, video surveillance, fire alarm, access control, VOIP , WiFi, public address systems, and Distributed Antenna Systems. Dan has held a Registered Communications Distribution Designer (RCDD) accreditation for 19 years. His passion drives his attention to detail and focuses on seamless project success throughout the project. SECURITY & TECHNOLOGY DAN KRUTH, BICSI, RCDD village of barrington hills Village Hall Remodel village of cross plains New Village Hall & Police village of long grove Village Hall Addition & Remodel tazewell county New Justice Center Annex waukesha county Courthouse Addition & Remodel Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 12 GENERAL INFORMATION Jonathan is an experienced senior cost consultant who has completed hundreds of projects during the design phase. He has experience working in multiple market segments including municipal, federal, multifamily, K-12, higher education, data centers, historic renovations, commercial, and industrial. His strengths include strong leadership, team orientated, and a commitment to delivering projects that exceed client expectations. village of palatine New Village Hall Renovation city of brooklyn park City Hall city of corcoran City Hall & Police Department Remodel city of lonsdale City Hall & Police Department university of wisconsin - stout | BS, Construction COST ESTIMATOR JONATHAN MURRAY, LEED AP Kent Adams has over 38 years of structural engineering experience and has acted as senior project engineer for numerous projects with Johnson Wilbur Adams, Inc. He has performed and been responsible for design of municipal, recreational, educational, residential, and commercial projects throughout the United States. Kent’s responsibilities as a structural engineer include scheduling, code review, design and analysis, review of design documents, verification of construction conformance with design documents and quality control and assurance for all of the structural activities for a project. village of palatine New Village Hall Renovation lake county New Regional Operations & Communications Facility scott county Sheriff’s Patrol Headquarters bradley university | BS, Civil Engineering STRUCTURAL ENGINEER KENT ADAMS, PE, SE PROJECT PROPOSAL Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 14 PROJECT PROPOSAL OUR UNDERSTANDING Based on our review of the Request for Proposals and insights gathered during our site visit, the Wold team has begun identifying key priorities for the Village of Sister Bay as you move forward with planning and constructing a new Administration Building. We look forward to collaborating with the Core Planning Group to further develop these ideas, engage in a thoughtful planning process, and help establish a strong vision, build consensus, and achieve successful outcomes. identity & values The new building’s design should respond to the unique character, history, and heritage of the Village and evoke a sense of community pride. flexible, adaptable, & secure Municipal government and the delivery of public services is ever changing. The needs of today include increased security, adaptable technology, and flexible work environments that support staff efficiency, well-being, and retention. wise investments Space provided for Village Administration should meet their operational needs while representing good value for the taxpayers. Finishes and systems should balance aesthetics and on-going site and building maintenance. community connections It is important to create strong linkages to the adjacent public library and business district; as well as views to the natural environment. Pedestrian pathways, overflow parking strategies, and outdoor public space should be explored. Conceptual aerial rendering of the new Village of Sister Bay Administration Building MILL ROAD Existing Public Library 15 Wold Architects and Engineers PROJECT PROPOSAL creatively leverage We understand this project is about more than simply delivering a new administration building. It is an opportunity to create an efficient, secure, and welcoming civic facility that supports daily Village operations, serves the public effectively, accommodates governing board functions, and provides flexibility for future staff growth. Our team looks forward to helping the Village of Sister Bay realize a building that reflects the character of the community while meeting its operational, technology, and accessibility needs for years to come. collaborative process We have a client-focused collaborative process that leverages our expertise for your benefit and making sure it works for you. We have assembled a work plan that emphasizes communication and collaboration in the early stages of planning and programming to allow our team to fully understand your goals and to demonstrate as many options for implementing these projects as possible. innovative design There is no cookie cutter approach to the design of the project. We will work with the staff and users of the Village Administration Building to create a unique solution. Utilizing modernized design concepts to improve health, wellness, safety, and security of all staff, and to enhance services being provided to the community. quality documentation We will follow up that initial planning exercise with a construction documentation process forged by over 58 years of focusing on public sector architectural and engineering services. We know how to detail and specify materials so that they can be affordable, maintainable, long-lasting, and aesthetically-pleasing. We review all of our projects with a thorough quality review to ensure that these standards are met before they are issued for public bidding. leading the construction process During construction, Wold Architects and Engineers has a strong presence in administering the construction contract to ensure that the quality of materials and construction that you expect is implemented. Pay applications and any Change Order requests are thoroughly reviewed by our team to ensure that you are paying only for fair value of the work being performed. your ongoing ally Finally, following the successful close-out of the project, we want you to know that Wold has a history of standing behind our projects forever. If you are ever questioning or unhappy regarding any of the construction that we designed and oversaw, we are more than happy to help solve any issues that pop-up – even beyond the warranty – to help you remain satisfied with the superior project experience that we offer. APPROACH & WORK PLAN CONSTRUCTION COMPLETION DETAILED DESIGN BIDDING DOCUMENT DELIVERY CONSTANT COORDINATION CONTRACT ADMINISTRATION PRESENTATION OF FINAL DETAILED DESIGN ACTIVE SOLICITATION OF BIDDERS CLIENT COMMUNICATION CONSTRUCTION QUALITY REVIEW BIDDING AND CONSTRUCTION DOCUMENT DEVELOPMENT DESIGN REFINEMENT CLARIFICATIONS PRESENTATION OF FINAL CONSTRUCTION DOCUMENTS DETAILED INPUT REFINEMENT OF EITHER OPTIONS OR OBJECTIVES PROJECT INITIATION CONSENSUS ON A SOLUTION GATHERING OF DATA DEVELOPMENT OF CONCEPTUAL OPTIONS AGREED UPON NEED schematic designdesign developmentconstruction bidding construction documents Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 16 PROJECT PROPOSAL ORGANIZE THE PROCESS STAKEHOLDER ENGAGEMENT organize the planning group We believe it is important to start the project with a meeting attended by key stakeholders and users where all are given the opportunity to voice their priorities and concerns in the presence of other participants. We consider this group of people to be the Core Planning Group and will remain consistent throughout the study. This initial meeting covers topics such as project management, lines of communication, project milestones schedule, meetings, review of the work plan, and identification of key issues and goals of the project team representatives, such as: • Establish Village directives/ involvement • Establish format, protocols, and applicable standards • Develop “user-friendly” format to suit needs and minimize impacts • Identify base-line assumptions and minimum standards • Identify all personnel whose input is required or desired • Identify applicable building codes and standards • Develop a list of baseline standards as they pertain to program modifications The most important outcome we wish to achieve at the kick-off meeting is to set the tone that the planning for the facilities assessment will be a collaborative effort. The Wold team will provide guidance for navigating the study process, as well as subject matter expertise and the resources to complete the study. However, we will rely on the members of the Core Planning Group to establish the criteria and guiding principles for what an ideal facility will be. participatory planning process The goal of the Wold team on every project is to make the entire process of planning for public facilities predictable and enjoyable. Our approach to program development includes a process for engaging the users and stakeholders in an interactive process that produces a high level of ownership of the final report and its recommendations. Preliminary and validation meetings assure that all needs are accurately defined, and any policy issues are identified early on. The final Space Needs and Program Analysis document is crucial to proving the feasibility of the facility solution and to the success of the eventual facility design. generate discussion Our space needs assessments are structured as “dialogue documents,” illustrating the interface between organizational structures and the resulting space implications. The documents are clearly written and highlight the decision-making criteria used to identify the key design issues. These provide a clear method for the delivery of renovations, additions, or new facilities. This process answers these fundamental questions: • What are fundamental objectives for your facilities? • What operational and space data is available? • What should the future be? • How big should the spaces be? • How much future expansion should be anticipated and when will it be needed? • How much future expansion should be built-in now vs. added later? • What are your goals for technology? • How will emerging technology impact infrastructure needs? • How will emerging management structures impact space needs? • How much should be budgeted for today? For tomorrow? core planning group village leadership village staff other stake- holders STAKEH O LD ERS citizen advisory committee village board 17 Wold Architects and Engineers PROJECT PROPOSAL DESIGN PROCESS FOR VILLAGE HALL FACILITIES Functional responses will start and end with listening to how the Village currently operates and what would be the ideal way to operate. We understand the need to provide quality village services. Wold has a history of designing facilities to support state-of-the-art operational approaches where functionality is a high priority in achieving client goals. We will do this by: • Planning your village hall to fit into your operational needs, overall Village functions and mission. We listen to your goals and respond with design solutions. • Challenging operational approaches to determine functional models for the Village of Sister Bay at appropriate settings. • T esting the design against operational models during a scenario development process so that no stone is left unturned, and the village receives a highly functional solution that meets your objectives. we believe village hall design begins with a similar mission: Supporting the village’s customer service mission while enhancing staff interaction. With this as our focus, we can begin to design with function driving internal organization. Village hall design typically follows one of two organizational models. One generates from a central focus, sometimes referred to as a central service counter design. The second follows a linear focus which is often referred to as a “Hub and Spoke” design. Clear customer orientation is critical in Village hall design to avoid the “government runaround.” The content below illustrates these two organizational models. entry LOBBY DEPARTMENTS PUBLIC SERVICE central In the central service counter model, the public only has to find one counter to get services. The large open lobby provides circulation space for public functions such as the board rooms and provide overflow and gathering space for board meetings. Often flanking the service counter are smaller meeting rooms that are used for informal meetings with customers, contractors, or board members meeting with constituents. entry LOBBY DEPARTMENTS DEPARTMENTS linear In the more linear “Hub & Spoke” design the “Hub” provides the entry focus and relationship to the board room while the “Spokes” (corridors) provide the connection to large Village departments. Critical to the linear design is clear orientation. Signage may play a role in effective orientation. Sub-lobbies connected to the “Spokes” (corridors) play a role in creating a node or focus for the department. Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 18 web-based project portal Seamless communication is critical for a transparent and inclusive process from community engagement to interdisciplinary coordination. Wold recognizes the need to stay connected with community, consultants, owners, users, and stakeholders. Wold hosts a web-based project portal that allows secure, client-specific access to project information through a dedicated cloud service. From early planning to final close-out, the web portal promotes efficient, user-friendly connectivity for all involved. • Project team contact information • Meeting minutes • Design presentations • Project phase deliverables • Construction photos • Observation reports building information modeling (bim) Building Information Modeling (BIM) software is used on all Wold projects. It is the latest technology-based tool employed by progressive architects and engineers for design and the production of digital contract documents. Commonly referred to as a three-dimensional modeling software, BIM is in fact a high powered database of all of the hundreds of elements that make up a complete set of construction drawings. BIM manages all of the information related to a specific project in a single file that can be accessed simultaneously by the entire design team, thus, the likelihood for human error is reduced. Over the past 10 years, we have made a significant investment in technology and training related to adapting our approach to the use of BIM software – specifically Autodesk’s Revit. Revit has significant advantages over traditional drafting with regard to thorough coordination of work by several team members simultaneously. With the efficiency Revit affords us in the production of contract documents, we are able to spend more time on planning and design and can easily produce three- dimensional images and virtual walkthroughs for your review. Enhanced three-dimensional imaging and virtual walkthroughs mean fewer surprises. By providing more accurate visuals of what the final product will look like long before construction begins, you can be assured that your staff will have greater ownership of their new spaces and will be satisfied when it comes time to move in. Finally, at the end of the project you will have a complete three- dimensional model of your future building - inside and out - to use as a tool to help communicate with the community. proactive coordination Owner project requirements are the cornerstone on which the design is founded. It is our challenge to transform these idealistic thoughts into realistic, energy efficient, cost effective solutions. We believe this can be best achieved through an integrated design process that will allow for optimization of time, money, and creativity. Our consultants will also be using BIM (Revit) to integrate all mechanical, electrical, and structural elements into one model. This proactive coordination effort helps us produce quality construction documents that result in less issues during construction. EMBRACING THE DIGITAL AGE SOFTWARE PACKAGES AND COMPUTERIZED SYSTEMS Rendering Construction Solution PROJECT PROPOSAL 19 Wold Architects and Engineers budget management The Wold team approaches budget management as an ongoing task, from the start of planning and programming through the completion of the construction. We know that the planning for public facilities sets the framework for future costs. Eighty percent of the cost for a project is determined by the first 20% of the decisions. Therefore, we take the initial planning very seriously, because it is the key to future financial factors. Specific cost and budget analyses ensure adherence to original budgets for the project. Construction and installation documents and management provides the direction for seamless process management moving toward occupancy. Within our fixed fee, we include the services of an independent cost estimating consultant, Rockwise Strategies, to perform cost evaluations at key milestones of the project. This effort is completed in alignment with our own internal estimates, so collaboration on an agreed cost estimate can occur, and the Village of Sister Bay can be confident the project is on budget and able to move forward. wold does not charge our clients to resolve unexpected surprises One of the benefits of our approach is the avoidance of cumbersome accounting for changes to the work. Therefore, there are no fees associated with change orders. It is especially important once construction begins for the Village and Design T eam to have a collaborative relationship. We believe our role in the partnership is extremely important to resolve construction claims. Because of Wold’s exclusive focus on public projects, we have learned the importance of identifying all risks and variables prior to bidding. Developing high quality, well-coordinated construction documents results in a history of minimal change orders on Wold projects. Typically, at project closeout, change orders to all construction contracts are less than 1%, with the majority of those changes being Owner requests for added value or additional scope. DECISIONS QUANTITY FUNCTION QUALITY AVAILABILITY COMPLEXITY PHASE PROGRAMMING PROCESS core planning group DESIGN PROCESS user-input PLANNING PROCESS SD, DD, CD BID PROCESS competition CONSTRUCTION PROCESS constructability final cost budgetONGOING COST & SCHEDULE MANAGEMENT COSTS ARE INFLUENCED CONSTANTLY BY EVERY PROJECT DISCUSSION COST quality quantity schedule complexity BUDGET MANAGEMENT DETERMINING AND MAINTAINING YOUR SCHEDULE & BUDGET PROJECT PROPOSAL THE VILLAGE RELIED ON WOLD’S EXPERTISE TO HELP GUIDE US THROUGH EVERY STEP OF THE PROCESS – FROM EVALUATING OUR EXISTING FACILITY AND SPACE NEEDS, THROUGH DESIGNING AND CONSTRUCTING OUR NEW VILLAGE HALL AND POLICE BUILDING. WOLD’S SUPPORT THROUGH THE CONTRACTOR SELECTION/BIDDING PROCESS AND THE PROJECT MANAGEMENT OF THE BUILD WERE CRITICALLY IMPORTANT. OVERALL, THE PARTNERSHIP AND COLLABORATION WERE WONDERFUL! WE WOULD WORK WITH THEM AGAIN AND HIGHLY RECOMMEND THEM TO OTHER COMMUNITIES. - ANDY HAY, VILLAGE PRESIDENT OF TOWER LAKES Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 20 Regardless of construction delivery method (GC vs. CM), our role in managing schedules does not change. We will work closely to develop necessary phasing strategies, tracking decisions, and ensure trade contractor performance. design • Build a project milestone schedule to manage all disciplines from the onset • Weekly coordination meetings • Weekly updated drawings to SharePoint • Checklist for typical coordination issues • Established/tested detailing for contract documents • Peer review of Contract Documents • All-day team coordination prior to documents being issued • Utilize only Addendum #1 to elevate the document’s quality bidding • Proactive contact of potential bidders to generate interest • Minimize addenda • Assist in bid openings and contract preparations as needed construction • Review submittal requirements, schedule of values, and owner expectations with contractors • Pre-construction forum • Shop drawing review • Mandatory Contractor pre-installation conferences for critical areas • Job site presence with observation reports • On-site involvement to review compliance of critical aspects • Attendance at all construction meetings/review of construction schedules • Proactive tracking of Contractors (weekly progress schedules) • Availability to contractors to review specific conditions in the field where needed • Begin commissioning process to ensure design compliance substantial completion • Goal: Have contractor complete the punch list in 60 days • Continue construction meetings to keep contractor focused • Monitor punch list issues and redevelop punch lists as needed to simplify the process • Identify user issues and sort out responsibility through regular meetings with Village staff • Keep the pressure on the contractor to complete the task at hand post-occupancy • Attend first-day opening to assist where needed • Proactive 11-month walk-through to review warranty items • Post-occupancy evaluation with Owner to review strategies • Ongoing availability to coordinate and resolve issues SCHEDULE MANAGEMENT DETERMINING AND MAINTAINING YOUR SCHEDULE We have translated the urgency of your schedule to all other aspects of our work. Schedule delays not only cause strain on the budget, they also strain political relationships between the administration and staff and the taxpayers who supported the projects. The key to successful schedule management is the whole-hearted partnering of the entire project team. Our team has a proven record of serving and listening to clients and responding to their needs. establishing a milestone schedule We will work with you to establish each project's milestones and determine your schedule based on your Village’s unique needs and expectations. Our project managers are responsible for managing the schedules and will monitor the performance and input of all participants to assure that information is available and tasks are completed on time. example: PROJECT PROPOSAL PRIOR EXPERIENCE 22 Wold Architects and Engineers we know municipalities Wold has worked with a variety of municipal clients, both large and small. We understand the issues that today’s municipalities face, and we respond by helping our public sector clients plan the most effective facility solutions. Our goal at Wold is to provide an exceptionally high level of service to our clients, not only during projects but between the projects. We see ourselves as always available to add value to our client’s facility management and maintenance. This attitude has resulted in most of our clients continually relying on Wold for project after project. The following are a list of some of our municipal clients we have had the privilege of working with. city of ashwaubenon Municipal Master Plan village of barrington hills Village Hall Remodel city of blaine City Hall Renovations town of buena vista Space Needs Assessment village of buffalo grove Village Hall Administration Remodel city of burnsville City Hall Addition & Remodel city of carver City Hall Replacement city of circle pines New City Hall city of colorado springs Council Chambers Remodel city of corcoran City Hall Master Plan village of cross plains New Village Hall city of crystal lake City Hall Remodeling village of deer park New Village Hall city of dekalb Long-Range Space Needs Analysis dekalb township T ownship Office Addition & Remodel city of eagan New City Hall town of erie T own Hall Addition & Remodel city of excelsior City Hall Space Needs Study village of glenview Village Hall Space Utilization Feasibility city of golden valley Municipal Facilities Assessment city of inver grove heights Space Needs Study city of kimball City Hall Facility Master Plan city of lakeville City Hall Addition & Renovation city of little falls Space Needs Assessment city of lone tree Facilities Master Plan city of lonsdale City Hall Renovations city of minneapolis City Hall Renovation city of mounds view Community Center & City Hall Renovation village of palatine Village Hall Addition & Renovation city of palos heights City Hall Remodel city of prior lake New City Hall city of river falls City Hall Study village of tower lakes New Village Hall & Police Facility 700 MUNICIPAL PROJECTS 190+ SPACE NEEDS STUDIES 40+ VILLAGE/CITY HALL PROJECTS PROJECT EXPERIENCE PRIOR EXPERIENCE Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 23 VILLAGE HALL & POLICE FACILITY TOWER LAKES, ILLINOIS Wold partnered with the Village of T ower Lakes to deliver a new 5,000-square- foot Village Hall and Police Facility that provides a modern, efficient home for local government and public safety services. Designed to replace the community’s outdated existing building on the same site, the new facility responds to both current operational needs and long-term growth while creating a stronger civic presence for the Village. The building reflects T ower Lakes’ distinctive “lake house” character and includes a new Board Room/Community Room that supports Village meetings, public functions, and broader community use. The result is a flexible, community- focused municipal facility that enhances daily operations while providing a welcoming gathering space for residents. Solar panels were planned as part of the design and installed on the roof to support the Village’s initiatives for sustainable, energy efficient operations. total sf | 5,000 sf construction cost | $3 M completed | 2025 project type | New Construction references Andy Hay, Village President president@towerlakes-il.gov 847 736 9640 PRIOR EXPERIENCE 24 Wold Architects and Engineers Wold Architects and Engineers was hired by the Village of Cross Plains to plan and design a new facility for co-relocation of their joint Village Hall and Police Department operations. Wold partnered with the Core Planning Group to develop guiding principles and worked collaboratively with Village staff to define space needs for the new building. Through town hall meetings, the broader community was engaged to provide input on the building’s image and identity. The design for new facility includes considerations for community access to Village Hall and Police Department services, as well as a large multi-purpose community room (and Village Board Room). A key feature of the building is it proximity to the Ice Age National Scenic T rail and other outdoor amenities. The building will have public toilet rooms accessible from the exterior and available to users of the trail and nearby parks. Construction started in October 2025 and is on track for completion in Fall 2026. total sf | 17,275 sf construction cost | $7 M completed | Fall 2026 (Anticipated) project type | New Building reference Carly Persson, Village Administrator cpersson@cross-plains.wi.us 608 798 3241 ext 105 VILLAGE HALL & POLICE FACILITY CROSS PLAINS, WISCONSIN PRIOR EXPERIENCE Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 25 VILLAGE HALL DEER PARK, ILLINOIS Wold partnered with the Village of Deer Park to advance the planning and development of a new Village Hall that would better serve staff operations and community needs while respecting the character of the historic Vehe Barn site. Working closely with Village leadership, Wold evaluated options for accommodating Village functions on the property and helped guide the decision toward construction of a new standalone Village Hall adjacent to the barn. This approach allowed the Village to preserve the historic Vehe Barn as a cherished community asset while creating a purpose-built civic facility tailored to staff needs, Board meetings, and day-to-day public service functions. Thoughtfully positioned within the site context, the new building complements the historic setting while establishing a clear and lasting civic presence for the community. Completed in July 2020, the Village Hall provides Deer Park with a functional, efficient, and context-sensitive municipal building that enhances operations, supports local governance, and serves the community well into the future. Wold continues to partner with the Village to design and implement improvements to the adjoining Vehe Barn. total sf | 4,100 sf construction cost | $1.1 M completed | 2020 project type | New Construction reference Beth McAndrews, Village Administrator bmcandrews@vodp.net 847 726 1648 PRIOR EXPERIENCE 26 Wold Architects and Engineers VILLAGE HALL ADDITION & REMODEL LONG GROVE, ILLINOIS Stemming from a client referral from the neighboring community of the Village of Deer Park, Wold was hired by the Village of Long Grove to complete an initial space needs analysis and pre-design. Upon the completion of the pre-design study, our team was retained to continue with the design of an addition and remodeling of the Village Hall. Housed in a historic structure dating back to the 1860s, and relocated in the 1970s to its current site, the Village Hall needed a modern facelift. Our team helped identify key areas for improvement which included accessibility to all office spaces, a larger board room to better serve community needs, increased separation between evening and daytime functions, and enhanced employee workspaces, which included dedicated conference spaces and a break room. Our team meticulously crafted plans to meet the Village’s needs while respecting the building’s rich heritage and Long Grove’s commitment to preserving its history for future generations. Working alongside the Village Board, Wold developed a strategy to enhance the existing structure’s longevity and charm, while seamlessly integrating new additions, including new siding, windows, and more. total sf | 4,200 sf construction cost | $1.8 M completed | 2025 project type | Addition/Remodel references Chris Sparkman, Village Manager csparkman@longgroveil.gov 847 634 9440 PRIOR EXPERIENCE Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 27 total sf | 10,500 sf construction cost | $4.5 M completed | 2019 project type | New Construction references Brent Mareck, City Manager bmareck@cityofcarver.com 952 448 8737 CITY HALL CARVER, MINNESOTA Wold partnered with the City of Carver to design a new City Hall that replaces the City’s aging former facility with a building better suited to current operations, community use, and long-term civic needs. After determining that the existing City Hall was no longer viable, the City advanced plans for a replacement facility guided by recommendations from a previous citizens’ committee, which studied multiple site options and ultimately supported construction of the new building within Carver’s historic downtown. This direction helped ensure the new City Hall would remain closely connected to the heart of the community while reinforcing the character and vitality of the downtown district. The design reflects the character of downtown Carver, incorporating storefront-inspired architecture that complements the surrounding historic district and reinforces the building’s civic presence. In addition to supporting City staff and government functions, the project includes a large main-level meeting room with a commercial kitchen, creating flexible space for public meetings and community events. With strong connections to the street and views toward the river, the new City Hall serves as both an efficient municipal facility and a welcoming civic gathering place. PRIOR EXPERIENCE 28 Wold Architects and Engineers PRIOR EXPERIENCE COMPLIANCE WITH STATE & FEDERAL LAWS WOLD’S WISCONSIN CLIENTS Wold understands that compliance is not a separate task added at the end of design; it must be integrated into every phase of planning, documentation, bidding, and construction administration. For the Village of Sister Bay’s new Administration Building, our team will design in accordance with applicable Wisconsin state requirements, local ordinances, federal accessibility requirements, life safety provisions, energy code requirements, public bidding expectations, and the permitting and review processes required for a public municipal facility. Our experience working throughout Wisconsin and the broader Midwest has given us a practical understanding of how to move public-sector projects through code review, agency coordination, bidding, and construction while maintaining the owner’s operational goals. Wold has provided planning, design, and construction-phase services for Wisconsin municipal and public-sector clients including village halls, public safety facilities, administration spaces, elections and records functions, public meeting spaces, and community- facing government facilities. For Sister Bay, our compliance approach will begin with early confirmation of applicable codes, jurisdictional requirements, permitting path, accessibility standards, and life safety criteria. We will review the Village’s needs assessment through that lens, including public-facing service counters, secure records and elections storage, staff work areas, board chambers, restrooms, entrances, circulation, technology infrastructure, and separation between public and staff-only areas. This early review allows the Village to make informed decisions before the design is fully developed, reducing the risk of late changes, budget impacts, or delays. Wold’s in-house architectural, mechanical, electrical, and interior design staff are accustomed to coordinating code-related requirements across disciplines. We will address accessibility, egress, fire protection coordination, mechanical and electrical systems, energy performance, security, public meeting technology, and long-term maintainability as part of an integrated design process. Our goal is to provide the Village with a facility that is compliant, practical to operate, and adaptable over time. county clients village/city clients education or healthcare clients REFERENCES Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 30 ADDITIONAL REFERENCES Wold is proud to have partnered with several municipal and local government agencies to complete projects of similar scale and complexity. We value the lasting relationships we have established with each clients’ administration, elected officials, and staff through our stakeholder engagement process. We encourage the Village of Sister Bay to contact our references to hear first hand how the Wold team worked to understand each community’s unique dynamics and to develop solutions uniquely suited to the goals and values they identified. village of cross plains Carly Persson, Village Administrator 608-798-3241, ext. 105 cpersson@cross-plains.wi.us city of janesville Ryan Murphy, Fire Chief 608 755 3053 murphyr@ci.janesville.wi.us village of tower lakes Andy Hay, Village President 847 736 9640 ahay@towerlakes-il.gov village of deer park Beth McAndrews, Village Administrator 847 726 1648 bmcandrews@vodp.net outagamie county Clint Kriewaldt, Sheriff 920 832 5605 clint.kriewaldt@outagamie.org village of long grove Chris Sparkman, Village Manager 847 634 9440 csparkman@longgroveil.gov village of ashwaubenon Joel Gregozeski, Village Manager 920 492 2301 jgregozeski@ashwaubenon.gov WOLD INITIALLY HELPED US TO EVALUATE OUR CURRENT OPERATIONS AND TO DEVELOP OUR LONG-TERM SPACE NEEDS. THEIR EXPERTISE AND COLLABORATIVE APPROACH WERE EXTREMELY VALUABLE IN PLANNING AND CONSTRUCTING OUR NEW FACILITY . WOLD WAS A FANTASTIC PARTNER! – SHERIFF CLINT KRIEWALDT, OUTAGAMIE COUNTY REFERENCES COSTS Village of Sister Bay, Request for Proposals — Architectural/Construction Design Services, New Village Administration Building 32 COSTS PROPOSED FEE FIXED FEE AND SAMPLE CALCULATION Wold proposes establishing a fixed fee for professional services at the project onset. We provide a comprehensive package of professional design and management services for each of our clients. All engineering and cost estimating services are provided in our fee. We believe that establishing a fixed fee for each project, based on an agreed construction cost, eliminates the potentially negative dialog that often happens regarding extra services. Our basic services contract with you goes well beyond what some other architectural firms would provide. Our commitment to you is to agree on a fixed fee and not request additional fees unless the scope of the project changes significantly. We consistently propose fixed fees based on 6.0% of the approved construction cost for new construction projects of the approximate size and complexity we anticipate for the Village of Sister Bay. We do not charge fees on project soft costs, which include fees, testing, and equipment, and contingencies unless we are asked to design any portion of these. In addition, we follow the AIA standard distribution between phases, resulting in 75% of the fees being applied to pre-bid phases. reimbursable expenses Customary reimbursable expenses would be in addition to our fixed fee proposal and typically run between $3,000 and $4,000 per million in construction for projects like this. Customary reimbursable expenses include: • Mileage in connection with the work • Printing and copying • Phone charges • Postage and mailing • Reprographics (work bid set) These customary reimbursable expenses would be billed with a 10% mark up for administrative costs. Bid set printing is not included as a reimbursable expense, but would be directly billed to you to allow you to save on sales tax or provided by your construction manager. Based on the project costs outlined above, we would propose maximum reimbursable expenses as listed to the right. SCOPE OF WORK AND RATE schematic design/ design development $42,000 construction documents $48,000 procurement/bidding $6,000 construction administration $24,000 total professional fees $120,000 estimated maximum reimbursables $7,000 maximum contract amount $127,000 Fees and reimbursable expenses will be billed monthly in alignment with the overall progression of our efforts. FEE CALCULATION fee basis (est. construction cost + contingency) $2,000,000 fee rate x 6.0% proposed professional services fixed fee $120,000 maximum reimbursable expenses $7,000 maximum contract amount $127,000 wold hourly rates Practice Leader $235 Project Manager $200 Lead Interior Designer $200 Lead Mechanical Engineer $200 Lead Electrical Engineer $200 Architectural Staff $145-$180 Interior Staff $145-$180 Engineering Staff $150-$185 Low Voltage Systems Designer $150-$185 Administrative Staff $ 100 illinois | indiana | minnesota | colorado | tennessee Page 1 STAFF REPORT Date: August 18, 2026 To: Village Board Re: Donation Proposal; Sister Bay Lion’s Club; Flagpole Author(s): Benjamin Andrews, Village Administrator Action(s) Requested: ☐ Ordinance ☐ Resolution ☒ Motion ☐ Receive/File BACKGROUND INFORMATION The Sister Bay Lions Club has s ubmitted a proposal to donate funds for the purchase and installation of a new flagpole on Village property. The Lions Club identified two potential heights for the flagpole—35 feet or 40 feet—and noted that Village Code identifies 35 feet as the standard allowable height for structures. Inst allation of a 40-foot flagpole would require additional review or a variance. The Lions Club also expressed interest in potentially placing a commemorative plaque at the site in the future and may seek the Village’s assist ance with landscaping improvements. Any such requests would follow the Village’s standard review processes. Following Committee review, Village Staff sent a letter to the Lions Club on August 6, 2026, informing them of the Committee’s recommendation, including support for a 35-foot height and a preferred location north of Village Hall between the walkways. Verbal confirmation was received on 08/13/20 26 that the Lions Club found everything to be acceptable. OVERVIEW The donation would fund the purchase and installati on of a new flagpole in a highly visible and well-trafficked area near Waterfront Park. Supporting the installation at 35 feet would allow the project to move forward without additional regulatory review. Page 2 COMMITTEE RECOMMENDATION At its August 3, 2026, meeting, the Parks, Property & Streets Committee discussed the donation proposal and expressed unanimous support. Th e Committee recommended acceptance of the donation, specifically endorsing installation of a 35-foot flagpole consis tent with Village code. They also agreed on the preferred location no rth of Village Hall between the building and the path leading to the boathouse. The Committee acknowledged the Lions Club’s intere st in a dedicatory plaque and any future landscaping requests, confirming such items would be reviewed through standard Village procedures. RECOMMENDATION Village Staff recommends that the Village Boar d formally accept the Sister Bay Lions Club’s donation for the purchase and installation of a new flagpole, consistent with the Parks Committee’s recommendation. If the Village Board were in favor of this action, the following motion could be made: “I move to accept the Sister Bay Lions Club’s donation for th e purchase and installation of a new flagpole near Waterfront Park behind the V illage Hall, with the flagpole to be 35 feet in height to remain consistent with Village code , and to acknowledge that any future requests related to plaques or landscaping will be reviewed through standard Village processes.” ATTACHMENTS 1. Donation Proposal – Sister Bay Lions Club 2. Committee Follow-Up Letter to Lions Club (August 6, 2026) Flagpole Address State Trunk Highway Roads State ROW Parcel Parcel Boundaries 8/13/2026 0 0.01 0.010 mi 0 0.01 0.020.01 km 1:527 7/7/2026 Village of Sister Bay 2383 Maple Drive Sister Bay, WI 54234 SISTER BAY LIONS CLUB P~O~ BOX et SISTER BAY, WI 54284 Village of Sister Bay Representatives: The Sister Bay Lions Club, founded in 1952, has proudly served the Village of Sister Bay for more than 70 years. Since our chartering, members have remained dedicated to supporting projects that improve the quality of life for the Sister Bay community. Community service has always been central to our mission and legacy. In continuing that tradition, the Sister Bay Lions Club would like to offer a donation to the Village of Sister Bay for the purchase and installation of a new flagpole on Village property. We would also be pleased to assist in facilitating the installation. The proposed flagpole would be either 35 or 40 feet in height, with the final location to be determined in coordination with the Village. Ideally, the flagpole would be placed near the waterfront behind the Village Hall, where it could serve as a visible and respectful landmark for all who visit the area. We kindly ask for the Village's consideration of this project and for your acceptance of our donation. The Sister Bay Lions Club values its partnership with the Village and looks forward to continuing its long­ standing commitment to meaningful community enhancements. Thank you for your time and consideration. We would be happy to discuss details or answer any questions at your convenience. Dick Staver Sister Bay Lions Club flymeflag.com 2190 S. Ashland Ave, Ste C Gre·en Bay, WI 54304 920.435.3524 custom@flymeflag.com Name / Address Sister Bay Lions Club PO Box81 Sister Bay. WI 54234 Item Description EDE-ECX40CL 320205 - ECX40 Clear Anodized Aluminum 40' External Halyard 2-Piece Flagpole {7' Bose); 7" Flash Collar. 5/16" Poly Rope; 122 mph without -·· · - · ~ag,_9) mph with o 8'_x 12' flag flying CON-GB8 8" Gold Boll (Included) . INSTALL/COMM Installation EDE-ESSZ • 3-1 /2" Nickel-Plated Zinc Swivel Snap EDE-EVCG Gray\/!nyl Snap ~ovElr _ - - SCH~N 8X12 ' 8' X 12' U.S. Nylon Flag . SCH-WI SX8 5' X 8' Wisconsin Rag EDE-350043 Cleat Cover Box with Cylinder lock - Siiver JYB-899 XI Disc Solar Flagpole Down Light (266 led) - White POL-EXTENSION ·Flagpole Topper/ Solar Light Extension Note: Please provide the Tax Exempt Certificate to have tax removed from the final invoice. Quotes ore valid for 30 days. Estimate Quote Number Date Ship To Sister Bay Lions Club Across from: l 0698 N. Bay Shore Dr. Sister Boy, WI 54234 5133 Qty Price Each l 5.110.00 1 0.00 1 5,400.00 2 5.00 2 3.80 l 199.00 1 125.00 l 21'.ioo 1 169.00 1 20.00 Subtotal Sales Tax (5.5%) Total 6/12/2026 Amount • 5, 110.00T 0.00T 5.400.00T 10.00T 7.60T 199.00 125.00 212.00T 169.00T 20.0ClT (_ $11,252.60 $601.07 $11,853.67 VILLAGE OF SISTER BAY 2383 MAPLE DRIVE – PO BOX 769 – SISTER BAY, WI 54234 – (920) 854-4118 WWW.SISTERBAYWI.GOV 8/6/2026 Dick Staver Sister Bay Lions Club RE: Flag Pole Donation Updates Dear Mr. Staver, Thank you again for th e Sister B ay Lions Club’s generous proposal to donate funds for the purchase and installation of a new flagpole on Village property. The Parks, Property, and Streets Committee has reviewed your proposal, including the staff report dated August 3, 2026. After discussion, the Committee will be recommending that the Village Board formally accept the Lions Club’s donation. As part of their recommendation, the Committee supports installing a 35-foot flagpole, which aligns with the Village’s standard height allowance and will allow the project to move forward without additional regulatory steps. The Committee also recommends that the flagpole be located just north of the Village Hall, between the walkways, as indicated on the attached map. Please let us know if this height and location are acceptable to the Lions Club. If so, we anticipate moving forward with formal acceptance at the August 18, 2026, Village Board Meeting. Thank you for your continued partnership and your dedication to the Sister Bay community. Regards, Benjamin Andrews, Village Administrator administrator@sisterbaywi.gov P: 920-854-4118; C: 920-421-0089 Page 1 STAFF REPORT Date: August 18, 2026 To: Village Board Re: Strategic Planning; Public Administration Associates; Schedule for Implementation Author(s): Benjamin Andrews, Village Administrator Action(s) Requested: ☐ Ordinance ☐ Resolution ☒ Motion ☐ Receive/File The purpose of this report is to request that the Village Board establish dates for the Village’s Strategic Planning Sessions and designate an informational steering committee to support the development of the Village of Sister Bay’s first formal Strategic Plan. BACKGROUND INFORMATION The Village of Sister Bay has contracted with Public Administration Associates (PAA) to facilitate the strategic planning process. PAA Consultant, Clint Gridley, will lead the project, with support from Kevin Brunner, also of PAA. The strategic plan is intended to provide an actionable roadmap for the community and establish a shared vision, priorities, and goals. Prior strategic planning efforts have been informal and primarily administrative; this process will formalize a collaborative document shaped by the Village Board. Key elements of the scope, as described in communications with PAA, include: • A three-year strategic plan. • Two in-person strategic planning meetings in October 2026: o Session 1: Mission, Vision, and Values development. o Session 2: Strategic Plan development to identify 2–5 strategic initiatives. • Participation by the Village Board and Village Administrator at the table, with staff or public involvement as observers if desired. • A written final report including proposed mission, vision, values, strategic initiatives, success indicators, SWOT analysis, and a “parking lot” list of items that do not make the final plan. Village Staff has notified the consultant that October dates will be coordinated with the Village Board. The dates that are not available are October 7, 8, 14, and 21. Page 2 REQUESTED BOARD ACTION 1. Set Dates for Strategic Planning Sessions • The Board is asked to determine two meeting dates in October 2026 for the strategic planning sessions, avoiding the dates noted above. • NOTE: It is preferable for PAA to get two back-to-back days… however, this is not required. 2. Designate an Informational Steering Committee • Staff requests that the Village Board formally designate an informational steering committee to support the strategic planning process. • This committee’s function will be informational and organizational , providing background materials, assisting with logistics, and ensuring alignment of information provided to PAA. It will not have policy -making authority or decision -making responsibility, as the Village Board will remain the primary body that guides and adopts the Strategic Plan. RECOMMENDATION Village Staff recommends that the Village Board: • Set the two October meeting dates for the Strategic Planning Sessions. • Establish an informational steering committee consisting of the Village Administrator and selected staff members to assist PAA and the Board throughout the strategic planning process. Village of Sister Bay Board Report Meeting Date: August 18, 2026 Amount Total 154,577.80$ 26,189.60 Village Total 180,767.40$ 170.00$ - - Minor Funds Total 170.00$ Debt Service Village -$ Special Revenue - Marina - Utilities 5,623.00 Debt Service Total 5,623.00$ 136,539.29$ - CIP/TIF total 136,539.29$ 11,169.91$ 39,625.49 1,026.47 - Utility total 51,821.87$ 17,104.32$ 1,735.17$ 1,397.31$ Marina Total 20,236.80$ Net payroll: 07/10 and 7/24 92,703.47$ 4,473.32 12,915.92 Payroll/taxes total 110,092.71$ 505,251.07$ Respectfully submitted, Volodymyr Gannik Bank fees & bills paid electronically Staff members have carefully reviewed the following bills and are recommending that they all be approved. Bills By Type Village bills prepaid Bank fees & bills paid electronically Special Revenue Funds bills Special Revenue Sales Tax Financial Specialist/Village Treasurer Retirement paid online TOTAL ALL BILLS CIP/TIF bills prepaid CIP/TIF Bank fees paid electronically Water fund bills prepaid Collection fund bills prepaid Bank fees & bills paid electronically State taxes paid online Wastewater fund bills prepaid Marina bills prepaid Marina sales tax Marina credit card fees & bills paid by EFT Follow the link bellow for more reports: https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:f84a7bea-572a-4568-b32f-df44c8b766b0 STAFF REPORTS Date: August 18, 2026 To: Village Board Re: August 2026 Staff Reports Author: Sarah Bertges, Administrative Assistant/Deputy Treasurer Staff Reports for the month are included below: Page 1 ADMINISTRATOR’S REPORT Date: August 18, 2026 Below are updates for the August 18th, 2026, Meeting of the Village Board: Hwy 57 Trail Project: The Hwy 57 Trail project was experiencing issues with WisDOT regarding meeting Clear Zone requirements. The Village petitioned Wisconsin Department of Transportation (WisDOT) to remove the Clear Zone requirements and was successful . The project is anticipated to move forward. Village staff have coordinated with the project engineers, Robert E. Lee and Associates (REL), and has requested an extension for the project . The reason for the extension is that the acquisition’s current schedule is February 25th, 2027. Based on the current timeline for the re al estate activities, the new requested date is May 25th, 2027, with construction planned for 2029. Marina Building Request for Proposal: The Request for Proposal (RFP) has been published for the Marina Building Demolition and Construction services. The RFP was published on Monday, August 11th, 2026. The deadline for qualified contractors to submit proposals is September 11th, 2026. Bids are anticipated to be opened on this day and evaluated by the Marina Committee on or around September 16th, 2026. Marina Finances: Village Staff are currently working with Baird to assist with evaluating M arina Finances. 2027 Annual Budget and Capital Improvement Planning: Village Staff is presenting the draft 2027 Annual Budget and 2027-2031 Capital Improvement Plan for the Village of Sister Bay for the u pcoming Finance Commi ttee meeting on Monday, August 31, 2026 at 9:00 AM. Following this committee meeting, the Village Board will receive an update at the September 2026 meeting. DNR Encumbrance: Village Staff have been coordinating with the Department of Natural Resources (DNR) to confirm the area for the new encumbrance. The area was confirmed, and Village Staff have engaged with appraisal services. Once the appraisal is complete, the Village will move forward with a revised agreement with the DNR. Regards, Benjamin Andrews, Village Administrator Page 1 PARKS & STREETS DIRECTOR’S REPORT Date: August 3, 2026 OPERATIONS UPDATES Cold Patching: • Staff completed filling potholes throughout the Village. Shouldering: • Staff started to fill in low spots along roadway edge. Freedom Fest: • Staff set up and disassembled the firework trailer. • Staff work hard over that weekend to keep the Parks looking great. Infrastructure- Seismic shift: • Infrastructure on the hill located near Gateway Park has been shifting and moving a lot this summer year. • This Infrastructure includes Gateway Dr south bound lane on top of the hill with its adjacent curb. The sidewalk on the west side of Hwy 42 near 2380 S Bay shore Dr with its adjacent curb. • I have reached out to Skyler from Stantec to gain a better understanding of what may be occurring. o Refer to Figure (s) 1- Infrastructure; Seismic Shift for Visual Paint striping: • Bay Strip has completed all but one section they were hired to perform. • The intersection of Country Walk Dr and Hwy 42 should be done soon. OPERATIONS UPDATES (CONT.): Burr Oak in Distress: • The second closest Burr Oak near the boathouse along the Marina’s walkway has been showing signs of stress. I reached out to the DNR for help. They believe the tree is experiencing Chlorosis. Chlorosis is a common nutritional disorder. Soil testing is needed to see what nutrients are lacking. o Refer to Figure (s) 2- Burr oak in Distress o Refer to Document (s) 1- Chlorosis Village Sign painting: • Peninsula Painting has begun working on the signs. • They have completed the Marinas and Sports Complex sign and will be starting work on the Welcome Sign and Waterfront Park Sign. o Refer to Figure (s) 3- Village Sign painting PROJECT AND PROGRAM UPDATES Waterfront Gazebo Stone bench and counter: • The miscommunication that occurred between the contractor that was hired to construct the bench and countertop resulted in the project being delayed. • Staff will be reaching out to Franke Masonry to see if this company can be brought on board to take on the project. REPORT FIGURES Figure (s) 1- Infrastructure; Seismic Shift for Visual Figure (s) 2- Burr oak in Distress Figure (s) 3- Village Sign painting REPORT DOCUMENT Document (s) 1- Chlorosis For more information on chlorosis: Contact the University of Wisconsin Plant Disease Diagnostics Clinic (PDDC) at 608-262-2863 or pddc@wisc.edu . Chlorosis Brian Hudelson, UW-Madison Plant Pathology What is chlorosis? Chlorosis is a common nutritional disorder of many woody ornamentals in Wisconsin, particularly in the southern and eastern parts of the state. Pin oaks are most commonly affected by chlorosis, although many other trees and shrubs (e.g., white oaks, red maples, white pines and rhododendrons) are also very susceptible. What does chlorosis look like? Symptoms of chlorosis are easy to distinguish from those of other diseases. Affected leaves turn yellow, except for the veins, which remain green. In severe cases, foliage may turn brown and die. Symptoms can occur on isolated branches, or over an entire tree. What causes chlorosis? Chlorosis occurs when a tree or shrub is lacking certain micronutrients, in many cases iron or manganese. Lack of micronutrients in a tree may reflect a lack of these nutrients in the soil due to poor fertility. Often however, there are sufficient micronutrients, but they cannot be absorbed by a plant’s roots. Poor absorption of micronutrients is common in Wisconsin because of the high pH (alkalinity) of many soils. How do I save a tree or shrub with chlorosis? Chlorosis is rarely fatal and can be treated. For treatments to be effective, you must determine the exact cause of the chlorosis. Have the soil around an affected plant tested for micronutrients and for pH prior to applying any treatment. If the soil test indicates a lack of specific micronutrients, fertilize with these mic