98-272 Resolution No. 98-272
RESOLUTION
AUTHORIZING EXECUTION OF AN ADDENDUM TO CONTRACT WITH
KEITH FOSTER GOLF COURSE DESIGN
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, City Manager, be and is hereby
authorized and directed to execute an Addendum to Contract
dated June 16, 1997 on behalf of the City of Elgin with Keith
Foster Golf Course Design for the preparation of conceptual
routing plan revisions and completion of preliminary grading
for the Sports Complex golf course, a copy of which is attached
hereto and made a part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: November 4 , 1998
Adopted: November 4 , 1998
Omnibus Vote: Yeas 6 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
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In the Grand Tradition of the Game
March 5, 1998
City of Elgin
150 Dexter Court
Elgin, IL 60120-5555
RE: Addendum to Contract of June 16, 1997
KEITH FOSTER GOLF COURSE DESIGN, hereinafter referred to as the GOLF COURSE
ARCHITECT,hereby offers the following addendum to the Contract of June 16, 1997. Phase 1 of the
Contract dated June 16, 1997 has been completed. Based on new impacts to the project development
which have transpired over the past few months, Phase 2 of the Contract needs to be revised to
incorporate a new set of responsibilities.
In the planning and development of this project, the GOLF COURSE ARCHITECT will perform
professional services as hereinafter set forth with the City of Elgin, hereinafter referred to as the CITY.
The GOLF COURSE ARCHITECT and the CITY, by affixing their signatures hereto, hereby agree to
the terms and conditions set forth herein.
I. DEFINITION OF PHASES AND SCOPE OF AGREEMENT
PHASE 2A HYDROLOGY STUDY
A. Consultation with respect to the hydrology study of the proposed lake as it relates to
the conceptual golf course routing. The GOLF COURSE ARCHITECT will be
available to interact with the HYDROLOGIST and the CITY with regards to making
decisions about the feasible lake configuration based on the results of the hydrology
study.
10411 Clayton Rd Suite A-14 • St Louis, Missouri 63131 • Oft ice 314-997 7373 • Fax 314-997-7704
PAGE 2
PHASE 2B CONCEPTUAL ROUTING PLAN REVISIONS (IF NECESSARY)
A. If deemed necessary based on the hydrology study results, the Conceptual Routing Plan
will need to be revised, including the layout of the golf holes, the clubhouse, the
maintenance area, the practice area, parking areas and driveways.
B. A 1" = 200' rendered plan of the agreed to revised Conceptual Routing Plan will be
prepared and presented to the CITY.
PHASE 2C PRELIMINARY GRADING PHASE
A. The GOLF COURSE ARCHITECT will work with the CITY, the PROJECT
ENGINEER and HYDROLOGIST to prepare a topographic base plan that addresses
the mining operation, the placement of the overburden, and the requirements of the
lake configuration.
B. In conjunction with the development of the topographic base plan, the GOLF
COURSE ARCHITECT will develop a Preliminary Grading Plan that will tie together
all of the site components including the proposed golf course layout, the proposed lake
configuration, the new sludge lagoons, and the mining operation.
C. The topographic base plan and the preliminary grading plan will both be prepared at
a scale of 1" = 200' at 5' contour intervals throughout. Base grades will be prepared at
tees, greens and landing areas.
IL FEES AND EXPENSES FOR THE SERVICES UNDER THIS AGREEMENT
The fees and expenses due the GOLF COURSE ARCHITECT shall be as hereinafter set forth.
The fees are delineated by the particular phase in process. The fees are cumulative and are due
as set forth below.
PHASE 2A HYDROLOGY STUDY
A. The GOLF COURSE ARCHITECT'S fee for this service will be per diem plus expenses.
The CITY will be billed based on the hours of involvement required of the GOLF
COURSE ARCHITECT. Expenses are in addition, and will be billed to the CITY at
the GOLF COURSE ARCHITECT'S cost.
B. Reimbursable expenses and the per diem rate as listed in the contract of June 16, 1997
are still valid in this contract addendum.
PAGE 3
PHASE 2B CONCEPTUAL ROUTING PLAN REVISIONS (IF NECESSARY)
A. The GOLF COURSE ARCHITECT'S fee for this service will be per diem plus expenses,
not to exceed $5,000. The CITY will be billed based on the hours of involvement
required of the GOLF COURSE ARCHITECT. Expenses are in addition, and will be
billed to the CITY at the GOLF COURSE ARCHITECT'S cost.
B. Reimbursable expenses and the per diem rate as listed in the contract of June 16, 1997
are still valid in this contract addendum.
PHASE 2C PRELIMINARY GRADING PHASE
A. The GOLF COURSE ARCHITECT'S fee for this service will be $20,000. $5,000 is due
prior to the commencement of this phase. The balance is due upon submission of said
preliminary grading plan. Expenses are in addition to said fee, and will be billed to the
CITY at the GOLF COURSE ARCHITECT'S cost. Expenses are estimated at $1200
for this phase.
B. Reimbursable expenses as listed in the contract of June 16, 1997 are still valid in this
contract addendum.
AGREEMENT TO THE CONTRACT ADDENDUM
This addendum to the contract of June 16, 1997 is satisfactory and acceptable as herein described and
is hereby agreed to.
ALL OTHER CONDITIONS OF THE CONTRACT DATED JUNE 16, 1997 REMAIN INTACT
AND ARE BINDING.
CITY OF ELGIN:
DATE: ///6
TITLE: A
GOLF CO ' ' ARC• 1�
BY: .� --P/1/ q
DATE /0�D g
Keith Foster, President
Keith Foster Golf Course Design
1
y OF EL
Agenda Item No.
4, —City of Elgin
,�r.�r�o
October 23 , 1998
TO: Mayor and Members of the City Council
FROM: Joyce A. Parker, City Manager
SUBJECT: Extension of Keith Foster Golf Course Design
Contract for the Sports Complex Golf Course
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider an
extension of a contract with Keith Foster Golf Course Design.
BACKGROUND
In June, 1997, Keith Foster Golf Course Design was hired as
the golf course architect to assist the City in designing an
18-hole championship golf course on the southern portion of
the Sports Complex. Phase I of Foster' s contract included
determining whether sufficient land was available at the
Sports Complex to build a championship caliber golf facility.
He concluded that the project was feasible and could be
accomplished given the existing land available . Preliminary
design alternatives were shared with the City Council .
Prior to moving forward with Phases 2B and 2C of Foster' s
contract (described in detail below) , the City needed to
determine if the proposed lake on the site would actually hold
water. The lake is being formed as a by-product of mining
limestone at the site . Additionally, the mining operator,
Prairie Materials, has repeatedly requested that they be
provided a grading plan to move and rough grade the overburden
for the golf course development as part of their ongoing
contractual reclamation obligation. The moving of overburden
is an ongoing activity and they have indicated that any
relocation of the material beyond the initial placement will
be at an additional cost to the City. It is estimated that
the value of moving and grading the overburden for the future
golf course is $2 million.
SDI Consultants has recently completed the Phase I work as
contracted and determined that the mining area will hold water
for a lake and at a predicted water level . SDI has also
provided additional development recommendations for drainage,
wetlands, hydrogeology, etc .
Extension of Keith Foster Contract
October 23 , 1998
Page 2
The information included in the SDI hydrogeology study -can now
be incorporated in the golf course design to create a final
grading plan to provide a smooth transition from the lake edge
to fairways . The grading plan which would be created by Keith
Foster can also be used by the mining contractor to satisfy
his request of where to place the overburden.
The proposed contract with Keith Foster Golf Design will
include the following two phases :
Keith Foster' s Phase 2B: Conceptual Routing Plan Revi-
sions will consist of revising the conceptual golf course
design and operation amenities such as clubhouse, parking
lot, maintenance building, practice area, etc . , to
incorporate the hydrology information provided by SDI
Consultants .
Phase 2C: Preliminary Grading Phase will consist of
preparing a topographic base plan that addresses the
mining operation, the placement of overburden and the
requirements of the lake configuration; the development
of a preliminary grading plan that will tie together all
of the site components, including the proposed golf
course layout, proposed lake configuration, new sludge
rft lagoons and mining operation.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
The Sports Complex Project Leadership Team recommends approval
and the Parks and Recreation Board concurs with the Project
Leadership Team.
(,(3INANCIAL IMPACT
The cost for the above work totals $26, 200 as follows :
2B $ 5, 000
2C 20, 000
Expenses 1, 200
$26, 200 Total
Sufficient dollars remain in account number
375-0000-795 . 30-99, Professional Services, project number
509531 (the 1995A Bond Fund) to pay for this next phase of the
contract .
LEGAL IMPACT
None .
• Extension of Keith Foster Contract
October 23 , 1998
Page 3
ALTERNATIVES -
Option #1 : Contract with Keith Foster Golf Course Design to
perform work as outlined in proposal 2B and 2C at a cost of
$26 , 200 .
Option #2 : Decline to proceed with the project .
RECOMMENDATION
It is recommended that the City Council approve Phases 2B and
2C of the contract with Keith Foster Golf Course Design to
prepare conceptual routing plan revisions and complete the
preliminary grade phase at a cost of $26 , 200 .
Res ectfully submitted,
J f 4" A( Parker
Ci y Manager
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