99-73 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
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