TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 4, 2014
COMMITTEE ON STORMWATER MANAGEMENT
Mr. David St. Pierre, Executive Director
Title
Authority to enter into an agreement with the Wheeling Park District for modifications to athletic field shade structures associated with Contract 09-365-5F, Heritage Park Flood Control Facility.
Body
Dear Sir:
Authority is requested to enter into an agreement with the Wheeling Park District (WPD) for modifications to the athletic field shade structures associated with the captioned project. At the November 6, 2008, Board Meeting, the Board of Commissioners granted its approval to enter into agreements with the WPD and the Village of Wheeling (Village) for the construction of stormwater storage facilities and improvements at Heritage Park. The District entered into an Intergovernmental Agreement with the WPD and the Village, dated April 1, 2010, for the acquisition, design, construction, use, operation and maintenance of stormwater and recreational improvements, and on November 16, 2011 entered into an agreement with WPD for enhancements to the recreational improvements to be paid for by the WPD. On April 11, 2012, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 09-365-5F Heritage Park Flood Control Facility to F.H. Paschen/Lake County Grading, A Joint Venture (FHP/LCG), in an amount not to exceed $29,475,000.00.
The recreational improvements to be constructed by the District at the site include a baseball complex with four fields. In a letter dated September 8, 2014, the WPD requested that the District eliminate the dugout shade structures included in the District's contract plans and provide a credit to the WPD in an amount of $11,525.93 based on a quotation provided by FHP/LCG for this work. The WPD indicated in their letter they would be responsible for obtaining any permits, licenses or approvals for the installation of dugout shade structures, including all associated permit fees.
As a condition of the new agreement, the amount to be credited to the WPD will be deducted from the funds to be paid to the District by the WPD as indicated in the November 16, 2011 agreement between the two parties. The agreement shall be subject to the approval of the Law Department as to form and legality.
Based on the foregoing, the WPD's request to eliminate the athletic field shade structures via a change order to the subject contract is reasonable and in the best interest of the District. Subject to authorization by the Board of Commissioners of this request, a board letter will be prepared for an upcoming regular board meeting to request authorization to execute a change order to decrease Contract 09-365-5F, Heritage Park Flood Control Facility, by an amount of $11,525.93.
It is respectfully requested that the Board of Commissioners grant authority to enter into an agreement with the WPD for their requested athletic field shade structures associated with the Heritage Park Flood Control Facility. It is also requested that the Chairman of the Committee on Finance and the Clerk be authorized and directed to execute the agreement on behalf of the District.
Requested, Catherine A. O'Connor, Director of Engineering, WSS:JPM:JK
Respectfully Submitted, Michael Alvarez, Chairman Committee on Stormwater Management
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for December 4, 2014