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98-84 Resolution No. 98-84 RESOLUTION ADOPTING THE CITY OF ELGIN PUBLIC WORKS NEEDS ASSESSMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that it hereby adopts the City of Elgin Public Works Needs Assessment prepared by Rust Environment & Infrastructure and dated March 20, 1998, a copy of which is attached hereto. s/ Kevin Kelly Kevin Kelly, Mayor Presented: April 8, 1998 Adopted: April 8, 1998 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk i CITY OF ELGIN PUBLIC WORKS NEEDS ASSESSMENT PRESENTATION SUMMA1 Y MAYOR and MEMBERS of CITY COUNCIL Kevin Kelly, Mayor Terry L. Gavin Robert Gilliam ' John McKevitt, Jr. Ed Schock John Walters Marie Yearman ' Joyce A. Parker, City Manager' Robert O. Malm, Assistant Manager t March 20, 1998 ' Rust Environment& Infrastructure 1 I AGENDA • PURPOSE OF STUDY • REVIEW EXISTING FACILITIES 1 • REVIEW PROPOSED USE OF SEIGLE PROPERTY • POPULATION PROJECTIONS • COMMUNITY ISSUE • SPACE NEEDS PROJECTION • DESIGN CRITERIA • SCHEMES • RECOMMENDATIONS 1 • EXECUTIVE SUMMARY (Attachment from Report) i 1 1 1 1 1 1 1 r r PURPOSE OF STUDY r • Impact of the potential sale of existing public works property, south of Ann Street, for library expansion space. • Impact of the potential use of the Seigle Property located north of Elgin Salvage, for additional site area. • Population Growth Projected staff level Operational adjacencies • Program space recommendations for the Public Works Department for the next 15 to 20 years. • Comparisons of various Master Plan recommendations to a new facility, including a new garage, at a new location. • Increase utilization of staff productivity and efficiency. • Compatibility of the Public Works facilities to neighborhoods. • Provide an orderly phasing plan and construction sequence for the implementation of the Master Plan recommendations that minimizes the disruption of operations. C C r r C C f f EXISTING FACILITIES r • 35 Ann Street Site Main Garage Engineering Building Covered Metal Storage Building Yard Structures Salt Dome Gravel Storage a. Material Bins • Municipal Garage p Site Building • Findings 35 Ann Street Majority of structures in poor condition Building systems at the end of service life Space inadequate causing congestion and operational inefficiencies Updating required to meet current code Municipal Garage Structure requires repair Building systems at the end of service life Updating required to meet current code Inefficient layout Poor site location I I r \-►-rte= ., - __ • R .' �Cl�T 61 zr L.r r # 4p ....., . j _ ; �" .. 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'ir: _-____-_- :`----- __. ,____ ____ _ \ - ,--__ !47-r• : ;...e-V•. *....., ''''' '. 4-',"414,41,,k,.- -• ,m,..;v - [ Employee Parking - Looking North C It E .... .i. •„ 104. _ _ . ...._ __ - , . ., _. ,.:-., : .,• --- _ . . ...4. . , ... , . ,,...z,,..,..1_, ...;. _,,.1... . _.. _ „._.... -;, . ....._. _ .., ,:_,. . _ _:_. „ „•,•_., __ _ . ____. ,..: . ...__ ___ ______-. _ . ...._, , . i it .„, __:,— .1.....-d,.., i.p. -i !Li e---..,•_ __ _ C [ Exterior Storage and Salt Dome-Looking West [ C [ NW OW - OW OW I: 1 1',..',,':'1 S•,•f.:..2.''..•..,':. �; 1 . ��9y 'r 7 - as - - r .Y' w ; �y�-l_,....�'1 \ vy iv r OW . .. 1 .„,. -i',.;4, ., -. . .. •. . , . , _� � 4 tea, st r ;t1a+rsE" �7 . .iss.Ti8rr7F:a:, li-3.;_ k - l. :;cg..,art & S.yr --F111'...,61, wS" V,�a K`.,,':'.1. Salt Dome and Yard Storage-Looking North C C C , .., ,._ .,. �-. ,..,., ,,,..... .,..tw.„. , c ,. , . , . _ ._ , _ . 4•• , a' ,-.4.1;,.%:'.'.dCs /i 4 ?, -- `/ .' "dam. -�3 t .°; e�'= a �y �1 --I 1`r Win,- ` :.fr _ Au.: _ ,1 ` - � a W IA Exterior Storage and Fuel Island- Looking Northeast I IC s 4 — - . 1 - . ' 4 , ... „ . • _ , _,A :1 40. . I 119,,,i,. •'�� ' il1 ' s � vi hr.„, ....„ ... __ __,::� ImbI o.I I LI, ", :;•,;u `- - . is'' — —,. i t 1 r IIMunicipal Garage-Looking West I I IC II C I I C I 11 C r SEIGLE PROPERTY • • Location • Area and Shape East of Railroad Tracks 2.39 Acres West of Railroad Tracks 3.91 Acres • s Total Acres 6.30 Acres • Previous Environmental Reports 1996 Environmental Subsurface Exploration, TSC, December 19, 1995 1996 Environmental Subsurface Exploration, ATEC, May 10, 1996 011 Work Done Underground tanks removed Monitoring points established Future work $80,000 - $100,000 clean up costs • • • Existing Conditions Site Regrading in northwest corner required Building No. 1 Usable Building No. 2 Unusable Building No. 3 Unusable Building No. 4 Unusable • Proposed Bike Path { • • I CITY OF ELGIN I PUBLIC WORKS NEEDS ASSESSMENT ISEIGLE PROPERTY I I I GROVE ST. D 0 IE ' or—i CDn CT w I 1 1 w O I 1 i I I a EnD 1• C�] i ' I U 11 L _ i a e 05, joie, ..... ..... II ..... ... .... . .... . .... i 1 .... 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Seigle Property Building 4-Looking North I I I POPULATION PROJECTIONS - YEAR 2020 • Elgin Planning Department 142,691 • NIPC 142,648 (Northeastern Illinois Planning Commission) • Rust E&I 132,280 NI • 1996 to 2020 67% IA MB MN OM I I I I City of Elgin Population Projection Year 1980 to Year 2020 in 5 Year Increments 1 150000 - - 1 140000 _ 1 130000 - • 0 O _ O O O 120000 - 0 _• O E = • O O • 110000 - 0 o - 0 C 2 - a • O 0 o - 0 a- 100000 - 0 CO_ 0 • 0 0 90000 - O O C - 0 - •aO 0 1 80000 _ 0.p 0 _ 70000 - _ o 0.0 Coo 60000 : 1111 I I I I 1111 IIII 1111 I I I I 1111 1111 80 85 90 95 00 05 10 15 20 1 •Actual •Planning Dept o Exp.Curve Fit C C I • • COMMUNITY ISSUE • • ELGIN CENTER CITY MASTER PLAN Sasaki & Associates 1991 North Fox District "One of the Center City's front doors, destine to play an important role in the evolution of the new Center City." • The Master Plan recommends that the predominant disharmonious industrial uses be relocated. • ✓ • • r • • • • • r SPACE NEEDS PROJECTION • Current Needs - 35 Ann Street i Site Existing Area 5.1 Acres • Recommended Area 10 Acres Increase 96% Vehicle Storage Indoor Storage Capacity 22,110 GSF Recommended Area 56,540 GSF Increase 156% Covered and Yard Storage Existing 66,400 GSF Recommended 177,800 GSF Increase 168% • Municipal Garage or Existing Building Area 10,870 GSF Recommended 13,300 GSF Increase 22% • Year 2020 Space Needs • Population Increase 67% Far West Area Plan Low Level Land Consumption 4,696 New Acres High Level Land Consumption 6,799 New Acres Minimum Program Increase 100% r • Year 2020 + Space Needs a Revisit Elgin Center City Master Plan rib 100% to 200% Increase of Year 2000 Space Recommendations r ► t ► MASTER PLAN DESIGN CRITERIA • Maximize Use of Existing Facilities so • Increase Utilization of Staff Productivity and Efficiency • • City Planning Issues t Bike Path rPublic Access to River's Edge Neighborhood Comparability r Elgin Center City Master Plan a • Site Development r• io Improve site security • Provide Separation of Yard Vehicles from Employee ow Parking Building Development • Maximize Heated Storage for Diesel Fuel Vehicles Centralize Shop Facilities IPromote Shared Space I • Minimize Development Costs I • Minimize Impact to Operations During Development • Flexibility - Prevent Over Building IMultipurpose Space Modular Concept I I I I I SCHEMES ✓ • East Side Development Scheme 1 Scheme 2 Scheme 3 Scheme 6 (Scheme 2 +1) • West Side Development .� Scheme 4 (Relocation of Municipal Garage) Scheme 5a a a a a a a a a a r RECOMMENDATIONS • Current (Year 2000) Scheme 6 $5,658,000 Advantages - The year 2000 program requirements are achieved with little additional cost above scheme 2. - Maximum advantage of existing facilities - Seigle Property is reserved for future expansion - Public access to river Disadvantages Vehicle storage is decentralized - Employee parking is decentralized - Shared facilities are divided between two buildings requiring exterior circulation • Year 2020 Land Cost Included A) Scheme 6 + Scheme 4 $23,239,000 B) Scheme 6 + Scheme 5A $21,557,730 B) is less by $1,681,270 Exclude Land Cost A) Scheme 6 + Scheme 4 $22,339,280 B) Scheme 6 + Scheme 5A $20,027,730 B) is less by $2,311,550 Vehicle maintenance upgrade excluded • Year 2020 + Revisit Elgin Center City Master Plan East and West Side Development Scheme 6 + Scheme 4 + Scheme 5a West Side Development Only Scheme 4 + Scheme 5A and 5B 011 How Much of Scheme 6 for $4,470,000? (1998-2002 Financial Plan, October 24, 1997) t�* Scheme 2A Construction Cost 2,327,000 New Heated Storage New Shops t Engineering Building Expansion 50% (+/)- of Site Development (2B) $1,210,000 Upgrade Main Garage Allowance $133,000 Project Costs inc. Fee, Furnishings $718,000 Fixed Equipment Total $4,388,000 Not Included lw Fuel Island Emergency Generator Material Bins Partial Pavement Replacement Employee Parking Improvements C !e EXECUTIVE SUMMARY Page i CExisting Facilities Elgin Public Works Facilities are located at 35 Ann Street and the Municipal Garage on North Crystal Avenue. C Both facilities are in poor condition and require upgrading to meet current code requirements. The Municipal Garage is inefficient in arrangement;contains fuel tanks which are scheduled for removal in 1998 and the ceiling panels may contain asbestos material. In ki On a short term basis,the continued use of the Main Garage and the Municipal Garage is recommended until their functions are replaced with new facilities. Any upgrading should be focused on complying with current code requirements. rBoth facilities have inadequate space for current operations. The following expresses the space deficiency in terms of current vs. Year 2000 space recommendations. 35 Ann Street Actual Recommended Difference r Square Feet-Indoor Area 34,950 83,810 (48,860) Indoor Vehicle Storage Capacity 22,110 56,540 (34,340) Covered and Yard Storage 66,400 177,800 (1 10,700) Site Acreage 5.1 10 (4.9) Municipal Garage Square Feet -Indoor Area 10,870 13,300 (2,430) Seigle Property Use of the recently acquired Seigle Property,274,250 square feet or 6.3 acres,has been proposed as an addition to the 35 Ann Street Facility. The acreage is as follows: Total Acreage Usable Acreage(1) Recommended East of Tracks 2.39 1.92 0 West of Tracks 3.91 1.97 1.97(2) Total Area 6.30 3.89 1.97(2) (1) Usable acreage is net acreage resulting from deducting zoning setback area. (2) Hazardous waste conditions may exist requiring additional environmental mitigation. The use of the property east of the tracks is not recommended due to its impingement on the surrounding residential environment and the need to access the property by crossing the proposed bike path to be located in the abandoned railroad right of way. The west portion of the properties usable area is determined by the zoning setback • requirements and the 140-foot set back from the Fox River for flood control. In addition,there may be unresolved environmental issues associated with the property that will have cost considerations not fully identified as of this date. The buildings are in poor condition. Demolition of all structures is recommended except for the south C structure. The south structure is adjacent to Elgin Salvage and subsurface migration of contaminates under the structure may be an issue for future construction in this area. City of Elgin Public Works Needs Assessment March 20, 1998 r r EXECUTIVE SUMMARY Page ii Population Projection op Both the Elgin Planning Department and the Northeastern Planning Commission project a 71%increase by the year 2020,resulting in a total population of 142,500. The majority of growth is predicted to be west of the Fox River in an area defined by the Far West Area Plan,prepared by the Elgin Planning Department,August 14. 1996. l>. Community Issue The issue before the Elgin Community,with regards to updating and expanding the Public Works Department,is the use of the land adjacent to the river's east edge. The Elgin Center City Master Plan, prepared by Sasaki Associates in 1991 and adopted as an ordinance, recommends a preferred land use for this area which is not supported by the current location of the Public Works Department or the proposed use of the Seigle Property. The report identifies this area falling in the"North Fox District"as one of the Center City's front doors,destine to play an important role in the evolution of the new Center City and suggests that the predominant disharmonious industrial uses be relocated. The issue of where to invest additional resources for improvement and expansion of the Public Works Department,in the light of the Center City Plan recommendations,must first be resolved by the community before a Master Plan frame work for future development can be established. Space Needs Projection The space needs of the Public Works Department are driven by the number of vehicles required to serve the community. Personnel are required to operate vehicles,which in turn requires support facilities. The approach to programming is to store the majority of service vehicles in indoor heated space. Inside heated storage reduces dispatch time,maintenance and operational costs and extends the life of the vehicles. Indoor heated space,+1-55 degree's F.,is critical for cold weather operation of diesel fueled equipment. Currently, approximately 55%of diesel powered equipment is stored in indoor heated space. The minimum goal is to increase diesel vehicle indoor storage to 100%. Indoor storage for gasoline powered equipment, less critical than storage of diesel power equipment, is also recommended. A program, Year 2000 Space Needs Recommendations, describing recommended square footage for current operations,has been prepared. This program square footage is multiplied by a factor from 2 to 3 to correspond to the estimated future needs of the Elgin community. 1101 City of Elgin Public Works Needs Assessment March 20, 1998 I EXECUTIVE SUMMARY Page iii Schemes Six schemes have been developed, some with an initial phase followed by expansion phase. The number of schemes represents the various scenarios of which side of the river to build on, and reflects various population densities. The goal of scheme development is three fold: Maximize the use of current resources where possible to reduce costs. Prevent overbuilding. Provide flexibility to accommodate "change as we go adjustments" while maintaining uninterrupted operations. Schemes 1, 2 and 3, develop east side property and schemes 4, and 5 develop west side property. Scheme 6 reflects the defeat of the library referendum. Future program requirements are not met by one scheme,but rather a combination of schemes,each supporting one another. Flexibility and incremental expansions are emphasized. Through the various combination of schemes,different scenarios are developed representing both sides of the issue of which side of the river should be used for future development and to the amount of expansion space that will be provided. The following chart summarizes the schemes by east and west development with gross square feet,land coverage, vehicle spaces accommodated and an order of magnitude cost comparison. A 15%contingency is included in the construction cost estimate. Project costs are estimated by including,in addition to construction costs,other cost anticipated for total project development. All costs are expressed in the year 2000 dollars. Development beyond this date must include an appropriate amount for cost escalation. C C City of Elgin Public Works Needs Assessment March 20, 1998 r EXECUTIVE SUMMARY Page iv SCHEME SUMMARY EAST SIDE DEVELOPMENT scheme Description Gross Acres Heated Total Construction Sq. Ft. Spaces Spaces Cost Initial development for 5 year plan. Relocation of Material 1 Storage for Library Expansion and development of new Fuel Island area. 1A Phase 1 Relocate Material Storage. 57,900 5.11 37 70 $203,000 1 B Phase 2 Develop Fuel Island,improve utilities $981,000 rTotal Area and Est.Construction Cost 57,900 5.11 37 701 $1,184,000 Project Costs inc.Fee, Furnishings and Equipment $177,600 Land Costs $0 Estimated Project Costs $1,361,600 Construction of a new vehicle storage structure attached to 2 Engineering Building. Existing Main Garage area relocated by library expansion F 2A Phase 1 Construction of Vehicle Storage 57,900 $2,372,200 r 2B Phase 2 Site development 3.60 40 54 $2,415,000 Total Area and Est.Construction Cost 57,900 3.60 40 54 $4,787,200 Project Costs inc. Fee, Furnishings and Equipment $718,080 Land Costs $0 Estimated Project Costs $5,505,280 Maximum use of 35 Ann Street Site and development of 3 Seigle Property to achieve year 2000 space needs including relocation of Salt Dome. r 35 Ann Street Seigle Property 81,440 3.60 82 72 $8,715,900 8,400 1.97 0 18 inc above ' Total Area and Est.Construction Cost 81,440 5.57 82 90 $8,715,900 Project Costs inc. Fee,Furnishings and Equipment $1,307,385 Land Costs(Environmental Mitigation Excluded) $0 Estimated Project Costs $10,023,285 r Continued use of Main Garage with a new Vehicle Storage 6 structure (Scheme 2A and site development(Scheme 2B) No upgrade for Main Garage. 1 Scheme 2A+2B 51,145 3.60 40 64 $4,787,200 Existing Main Garage Upgrade 27,925 0.33 22 221 $133,000 Total Area and Est.Construction Cost 51,145' 3.93 62 861 $4,920,200 Project Costs inc.Fee, Furnishings and Equipment $738,030 Land Costs $0 Estimated Project Costs $5,658,230 C City of Elgin Public Works Needs Assessment March 20,1998 r EXECUTIVE SUMMARY Page v SCHEME SUMMARY WEST SIDE DEVELOPMENT rScheme Description Gross Acres Heated Total Construction r Sq.Ft. Spaces Spaces Cost Construction of a new facility incorporating the Municipal 4 Garage with centralized administration.Year 2020 program at 2 times current space needs. 4A Phase 1 -Initial development 144,680 10.00 76 76 $13,898,0001 4B Phase 2-Vehicle Maintenance internal expansion 1 no change no change no change no change $609,0001 r Total Area and Est.Construction Cost 144,680 10.00 76 761 $14,507,000! Project Costs inc. Fee, Furnishings and Equipment $2,176,0501 Land Costs $900,000; Estimated Project Costs $17,583,0501 r Construction of a new facility in addition to Scheme 4. Year 1 ' 5 2020 program at 3 times current space needs. Indoor ! parking for smaller vehicles. 1 �I 5A Phase 1 -Initial development 125,000 17.00 96 96 $11,871,5001 r 58 Phase 2-Expansion 98,070 no change 83 83 $9,697,1001 Total Area and Est.Construction Cost 125,000 17.00 96 96 $21,568,600 Project Costs inc.Fee,Furnishings and Equipment $3,235,290 Land Costs $1,530,000 Estimated Project Costs $26,333,890 Notes Regarding Order of Magnitude Conceptual Cost Estimate 1 Estimated construction cost for order of magnitude for scheme comparison. r 2 1997 west side land costs estimated at$90,000 per acre. 3 Cost expressed in year 2000 dollars. Escalation beyond year 2000 not included. 4 Construction costs include a 15%contingency. 5 A competitive bid situation has been assumed with a minimum of five responsive bids being received. Elgin Public Works Needs Assessment March 20, 1998 C r EXECUTIVE SUMMARY Page vi Recommendation The Gail Borden library expansion referendum was defeated by a vote of 4,553 to 3,767 on November 4, 1997. The potential expansion of this facility on to existing Public Works property was one of the reasons for facilitating this report. Relocation of the Main Garage and the Yard Storage Area at the southwestern portion of the site will not be necessary at this time. Scheme 6 was developed in response to this action and recommends maintaining use P' of the Main Garage in conjunction with the construction of additional facilities to meet current program space needs. Current to 2000 Scheme 6 $5.7 Million Expand the current facility described in Scheme 2A and 2B in addition to using the existing Main Garage. This scheme accommodates the current needs of the department,provides public access to the river and reserves space to the south for future library expansion. Maximum use is made of existing facilities while new development enhances operation by providing enclosed heated space for diesel vehicles and indoor circulation between departmental functions. Use of Seigle Property should only be made after environmental issues are resolved. Short term surface storage on the Seigle Property may be required to offset yard storage needs. 111 Future to 2020 East and West Side Development-Scheme 6+Scheme 4 $22.4 Million (2 x Year 2000 Program) Scheme 4 constructed on the west side should be developed to accommodate expansion in addition to Scheme 6 for development on both sides of the river. The • Municipal Garage functions should be relocated and are included in Scheme 4A and are expanded in Scheme 4B. This scenario accommodates program space needs projected to the year 2020. West Side Development-Scheme 4+Scheme 5A $31.0 Million (2 x Year 2000 Program) Scheme 4 and Scheme 5A,represent development on the west side of the river. These facilities are sufficient to meet Elgin's projected population growth to the year 2020, if the east side facilities are abandoned. Scheme 5B is included in the study for growth beyond the year 2020,or if the rate of growth exceeds projections. Future 2020+ The recommendations contained in the Elgin Center City Plan should be revisited for the North Fox Distract. If the community has grown to expectations and the riverfront area importance is a vital ingredient of City development,relocation of the 35 Ann Street facility should be considered by developing Scheme 5B in addition to Scheme 4 on the west side. The new structures on the 35 Ann Street site can be multi use in design. Long span structures are adaptable to a variety of space needs compatible with uses for preferred activities listed in the Center City Plan. City of Elgin Public Works Needs Assessment March 20, 1998 `� . � — City of Elgin Agenda Item No. r, M March 18, 1998 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Public Works Facility Needs Assessment Presentation PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information on the needs assessment for Public Works facilities prepared by Rust E & I . BACKGROUND The 1997 Budget included $70, 000 for a Public Works needs study. The City Council approved an Engineering Services Agreement with Rust Environmental & Infrastructures (E & I) on June 25 , 1997 to perform the evaluation. The study investigated the immediate needs of the Public Works Department for the next five years and the long-range needs for the next 15-20 years . The proposed expansion of the Library provided an opportunity to incorporate the Library plans into the study. The Facility Needs Assessment has documented what is existing in terms of personnel, equipment and storage space . More importantly, the needs of Public Works during the next 15-20 years has been projected to determine what space will ulti- mately be required to accommodate a modern, efficient Public Works Operation, including necessary future staffing addi- tions . Rust has prepared their report which includes several differ- ent scenarios and cost estimates . Rust will make a presenta- tion which will provide an overview of the assessment . Attached is a copy of the Final Report and the Presentation Summary dated March 20 , 1998 . COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Staff involvement . Public Works Needs Assessment 'Presentation March 18, 1998 Page 2 FINANCIAL IMPACT lk The contract amount of $63, 485 has been paid from the 1997 Budget in account number 275-0000-791 . 45-99, project number 339560, Public Works Facility. LEGAL IMPACT p5None. ALTERNATIVES None. RECOMMENDATION It is recommended that the City Council con_ider the findings of the Rust Needs Assessment Report . Res•ectfu ly submitted, Jo -- A. dir , City Mana•er GWM:mg Attachment rft. 1 i