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HomeMy WebLinkAbout99-73 Resolution No. 99-73 RESOLUTION AUTHORIZING EXECUTION OF A CONTRACT AMENDMENT WITH HEY AND ASSOCIATES, INC. FOR THE WING PARK AQUATIC CENTER PERMIT ISSUANCE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute a Contract Amendment on behalf of the City of Elgin with Hey and Associates, Inc . for the Wing Park Family Aquatic Center permit issuance, a copy of which is attached hereto and made a part hereof by reference . s/ Kevin Kelly Kevin Kelly, Mayor Presented: March 10, 1999 Adopted: March 10, 1999 Omnibus Vote: Yeas 6 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk Hey and Associates, Inc. Water Resources,Wetlands and Ecology 28045 NORTH ASHLEY CIRCLE, SUITE 101 BROOKFIELD, WISCONSIN LIBERTYVILLE, ILLINOIS 60048 CHICAGO,ILLINOIS OFFICE(847)918-0888 FAX(847)918-0892 February 12, 1999 Mr. David L. Lawry,P.E. General Services Manager City of Elgin 150 Dexter Court Elgin, Illinois 60120-5555 Subject: Contract Amendment for Additional Services for Floodway Permitting Wing Park Pool City of Elgin,Illinois Dear Dave: As discussed,we are writing to request a contract amendment for additional services for the permitting of the rehabilitation of the Wing Park pool facility. The original project approach assumed that the bath house would be considered an appropriate use in the floodway as an adjunct to the pool facility which is an appropriate use. After deliberation, the Illinois Department of Natural Resources — Office of Water Resources (OWR) ultimately ruled that the bath house was not an appropriate use. This required that the floodway be remapped in order to allow the construction of the bath house in the location planned. Initial hydraulic analyses along with a meeting with the agencies at the pool site led to several potential strategies to remap the floodway. The options presented a hierarchy of permitting strategies that consider both time and cost effectiveness. A subsequent meeting was held at the OWR offices in an effort to resolve outstanding hydraulic and permitting issues. This meeting led to an understanding that FEMA would require that the remapping modeling be performed using the original hydraulic modeling software. This meeting facilitated the development of three permitting options that were presented to the City in a January 20, 1999 memo. In order to meet the anticipated project schedule, our work has included the following: 1. Explore options for achieving a practicable permit strategy 2. Develop a flowchart describing the above options for submittal to the City 3. Perform hydraulic modeling to confirm option feasibility 4. Coordinate permit strategies and hydraulic modeling with FEMA's technical consultant, Dewberry & Davis (D&D) and the Illinois Department of Natural Resources —Office of Water Resources (O\XR) The simplest approach (option 1),while technically feasible, did not provide the desired results. Additional modeling to pursue the option 2 strategy appears to be successful. The initial modeling results were presented to Mark Hoskins of IDNR-OWR at a February 3, 1999 meeting. This was followed by additional information requested by OWR at that meeting. We still need to evaluate compliance with the City's compensatory storage requirements,though this should be a more straightforward process. February 12,1999 Page 2 Mr.David L.Lawry,P.E. Floodway Permitting Wing Park Pool Upon review and initial concurrence by OWR we will finalize the application for the Conditional Letter of Map Revision to remap the floodway to exclude the building site. This will be followed by the analyses that document compensatory storage and floodway construction permit requirements. This work may be processed concurrently with the CLOMR. We believe this strategy will result in receipt of a LOMR at the earliest possible time because the LOMR is predicated only the removal of existing structures not on the design or construction of any new facilities. We will also include the completion of permit applications, supporting documentation and modeling for submittals to the affected agencies including the City, the Army Corps of Engineers,FEMA and OWR. Initial indications from OWR and from FEMA are that this approach will result in the remapping of the floodway. We would anticipate having the applications and supporting documentation complete by mid- April. Although we feel that the pool design can begin to be completed upon initial concurrence from OWR.The processing of the CLOMR by OWR should take approximately four weeks after which FEMA will begin their review. FEMA's review of the CLOMR will require approximately six weeks from receipt of a complete submittal. The LOMR submittal would follow completion and certification of the minor site modifications described in the CLOMR. We would anticipate approximately four weeks for the review of the LOMR submittal. We estimate the fees to perform the items of work listed above to be approximately$12,000. This amount is over and above the fees and expenses incurred through December 31, 1998. This cost does not include direct costs such as application fees,if any. Please +o not hesitate to call if you have any questions or need additional information. Hey and Associates, Inc. t o 4 lgin itcji:ASLI-NC\piaml-/ Attest Attest Date Date \\MARCHUK\HEY TEMPORAR\98088 ADDITIONAL,SERVICES PROPOSAL,1.DOC OFEc i1, fCity of Elgin Agenda Item No. 1111 February 18 , 1999 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Hey and Associates, Inc. 'Contract Amendment PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to consider an amendment to the Hey and Associates contract to acquire permits for the Wing Park Family Aquatic Center. BACKGROUND The City Council awarded a contract to Hey and Associates, Inc. on July 22, 1998 to submit the Wing Park Family Aquatic Center renovation plan to the IDNR and Army Corps of Engineers elk for permits . Hey and Associates has been working with Burbach Municipal and Civil Engineers to review the current Wing Park Family Aquatic Center plans, provide recommendations and coordinate the permit process to solicit approval from the Illinois Department of Natural Resources (IDNR) and the Army Corps of Engineers to renovate the existing facility in the flood plain. Review of the Wing Park Family Aquatic Center plans, hydraulic analysis and an on-site visit between Hey and Associates, Burbach Municipal and Civil Engineers, City staff and the IDNR concluded with several permitting options, as outlined on the attached flowchart . The IDNR has preliminarily ruled that while the pool vessel is an appropriate use in the floodway, the bath house is not . This requires the floodway be remapped in order to allow the construction of the bath house in the location planned but out of the floodway. The most favorable option, as recommended by Hey and Associates based on input from the IDNR, is to remap the floodway based on existing and renovated conditions using existing flow data and inserting new Hey model data. Hey and Associates, Inc. has performed the work as outlined in the current contract based on a time and materials basis . The expanded services required to perform the floodway mapping and acquire the project permits from the IDNR and Army Corps of Engineers is beyond the scope of the original contract and will require additional fees of $12, 000 . . - Hey and Associates Contract Amendment February 18, 1999 Page 2 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None . ykA- FINANCIAL IMPACT Sufficient funds are available in account number 275-0000-791 . 92-36 for the Hey and Associates additional fee of $12 , 000 . von/LEGAL IMPACT None . ALTERNATIVES Not to proceed with the permitting of the Wing Park Aquatic Facility bath house and explore other locations . RECOMMENDATION It is recommended that the Mayor and members of the City Council approve the contract amendment with Hey and Associates to increase the contract amount by $12 , 000 for a project total of $21emb- , 500 . R sp ctfully s mit e , ,_____ . . (oz , / Joy e A. Parker City Manager MM/mm r