MEMORANDUM COMMUNITY AND ECONOMIC DEVELOPMENT DEPARTMENT

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MEMORANDUM

COMMUNITY AND ECONOMIC DEVELOPMENT DEPARTMENT TO: John C. Phillips, City Manager

SUBJECT: Downtown Riverfront Park Preliminary Design (Armory Park) REVISED Scope of Services – Schreiber Anderson and Associates

DATE: November 28, 2007

Following the November 12th City Council directive at the Study Session to reduce the cost and some of the elements of the Armory Park / Downtown Riverfront Park Preliminary Design contract with Schreiber Anderson and Associates (SAA), staff talked to SAA about the Council’s concerns. SAA provided a revised Scope of Work (attached) that meets the same basic objectives as outlined previously yet reduces total costs by $31,003. The new proposal totals $359,403, including $14,200 in reimbursable expenses. The previous proposal totaled $390,406. Services still include:

 Using the existing Modified Teardrop Concept (and better defining that this includes retaining the eastern portion of the Armory)

 Developing 2 – 3 “No Armory” concepts for the entire site  Identifying programming and operational issues and costs  Incorporating extensive public participation

 Estimating construction costs

 Preparing permit applications to the Corps of Engineers and Illinois Department of Natural Resources

 Consulting with City Council, staff and Modern Woodmen and others

The schedule identifies a December 4 kick-off meeting with staff, followed by a December 17 Study Session looking at the Modified Teardrop and two or three No Armory design options. Public involvement would take place in mid-January, with another City Council Study Session in late January or early February. The Preliminary Design Development plans would be developed in Spring 2008 with completion anticipated in May 2008.

The process would then move into final engineering and bid document preparation.

Recommendation: That City Council approve the Downtown Riverfront Park Preliminary Design services agreement with Schreiber Anderson and Associates in an amount not to exceed

$345,203 plus $14,200 in reimbursable expenses and authorize the City Manager to execute the contract documents.

Submitted by: Alan M. Carmen, Planning and Redevelopment Administrator

Gregory S. Champagne, Community and Economic Development Director

Approved: John C. Phillips, City Manager

Account Code: 202 Downtown TIF District 3132 Economic Development 801 General Development 531120 Architectural Services Vendor: # 4586 Requisition: #

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PROJECT UNDERSTANDING

In late 2005 Schreiber/Anderson Associates, Inc. (SAA), in conjunction with city staff, completed a series of design concepts for Rock Island’s Downtown Riverfront. The concepts included the preservation of the Armory, assuming adaptive re-use. Subsequent studies of the Armory structure for reuse proved financially infeasible without significant City subsidy. In the spring of 2006, the Illinois State Historic Preservation Office (SHPO) informed the City that a partial removal of the Armory would be considered in an effort to facilitate preservation. Again SAA prepared a series of plan concepts considering minor to substantial removal of parts of the Armory to allow use of the Armory for public events. Concepts dealing with substantial removal of the Armory created the most desirable public use

opportunities. The City presented its findings to the SHPO officials who responded on May 10, 2007, that it would no longer hold the City to its agreement to preserve the Armory structure.

With that understanding, the City of Rock Island requested that SAA provide this proposal for the preparation of an additional conceptual riverfront design plan with the Armory totally removed. SAA was also requested to prepare preliminary design and cost estimate studies for the “Armory Removed” concept plan and the previously approved “Teardrop” conceptual design. The Teardrop concept retains the east end of the Armory as a performance area and the lower portion of the north Armory wall for flood protection. The preliminary design plans are to be of sufficient detail to characterize the design intent, to prepare cost estimates, and to assess long-term maintenance and operation costs.

The project study area will consist of the City owned parking lot north of 1st_Avenue

and adjoining the river, the adjacent Modern Woodmen of America parking lot, and the Armory site. The work will also include the Great River Bike Trail and the 1st

Avenue corridors adjoining the riverfront. The design program for the project will include programmable public open spaces, a performance area, bike and pedestrian connections, river access, flood protection, amenities, and support facilities.

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Rock Island Proposal

Downtown Riverfront Preliminary Design November 27, 2007

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Schreiber/Anderson Associates, Inc.

717 John Nolen Drive Madison, WI 53713 T 608.255.0800 F 608.255.7750 www.saa-madison.com

PROJECT TEAM

Schreiber/Anderson Associates (SAA) will serve as the City contact, project manager, and design leader for the work. David Schreiber will remain as Principal-in-Charge, with Gil Jevne as project manager and Bruce Morrow as the design lead. SAA will provide urban design, civil engineering, stormwater management, and landscape architecture services.

Joining SAA will be Stanley Consultants of Muscatine, Iowa; Gere Dismer Architects, Rock Island; and KJWW Engineers, Rock Island. Stanley Consultants will address site engineering needs related to flood protection, shoreline structures, docking facilities, environmental assessment and impact mitigation, mechanical systems for water features, and project permitting. Gere Dismer Architects will provide architectural design for the partial removal and stabilization of the Armory Building, performance stage, shelters, overlook, restrooms, and other architectural elements in the plan. KJWW Engineers will assist with creative lighting concepts.

SCOPE OF SERVICES

The scope of services to be provided by the SAA team will include site investigations, conceptual design, preliminary design development plans, cost estimates, and public involvement. Work will be completed in two parts – concept design and preliminary design development plans. Specific tasks to be completed will include the following: Part One – Conceptual Plans

1.1 Project Start Up

Prepare project work plan and time schedule.

SAA Team workshop meeting to reviewing project goals, deliverables, work schedule, conduct a site walking tour, and have work session on refinement to the Modified Teardrop concept and complete Armory removal concepts. (Team Meeting #1)

Complete an environmental assessment report. This is not necessarily a NEPA (National Environmental Policy Act) document but rather a summary of key environmental issues, potential environmental impacts, and mitigation if and as required. This summary will be submitted with the Joint Permit

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include those identified by affected agencies during early contacts and coordination efforts

Deliverables

 Environmental assessment report.

1.2 Concept Development and Revisions

Prepare 2-3 concepts assuming complete removal of the Armory. The proposed park design concepts will be prepared to the same level of design and illustration as the previously prepared plan concepts.

Prepare modified teardrop concept that retains the east end of the Armory and the lower portion of the north wall of the Armory that addresses issues and desires discussed in the Armory Building and Flood Protection Evaluation report.

Create image board depicting character of park and architectural elements Conduct a design workshop with City staff followed by City Council work session (City Meeting #1)

o Review the “No Armory” concept alternatives o Select preferred “No Armory” concept

o Review the modified “Teardrop” concept

Revise design plans and illustrations of the Preferred “No Armory” and Modified Teardrop concepts in response to City comments for public involvement meetings

Provide opinion of probable gross construction cost for the Preferred “no Armory” and Modified Teardrop concept

Evaluate site maintenance requirement for the Preferred “no Armory” and Modified Teardrop concept

Prepare a design concept memorandum summarizing the issues and opportunities presented by each concept

Develop questionnaire to solicit input at public meetings. Questionnaire will be similar to comment sheet distributed at public meeting during phase one of the Rock Island Riverfront Park Project

Review plans, illustrations, cost estimates, memorandum, and questionnaire with City staff via telephone conference

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Deliverables

 2-3 “No Armory” concepts plans and illustrations  Character image boards

 Preferred “No Armory Concept” plan and illustrations  Modified Teardrop Concept plan and illustrations

 Opinion of probable gross construction cost for Preferred “No Armory and

Modified Teardrop concepts

 Opinion of probable maintenance requirements for Preferred “No Armory

and Modified Teardrop concepts

 Design concept memorandum  Public input questionnaire

1.3 Public Involvement - Concept Alternatives

Conduct a stakeholder meeting with City staff and Modern Woodmen of America to review Preferred “No Armory” concept and Modified Teardrop concept. Stakeholder Meeting #1. shall be held on same day as either Public Meeting #1 or #2 (Stakeholder Meeting #1)

Conduct two joint community business group and public input meetings on different days and locations to present and gather feedback on the Preferred “No Armory” concept and Modified Teardrop concept. Questionnaires will be distributed at the meetings. The public meetings will be held on back to back days. (Public Meeting #1 and #2)

Present summary of key environmental issues and permitting requirements and be prepared to answer questions and concerns.

Prepare memorandum discussing results of public involvement.

Deliverables

 Memorandum on public involvement and questionnaire results

1.4 Preferred Concept

Review information gathered during public involvement with City staff and at City Council work session in order to select a preferred concept (City Meeting #2)

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Revise selected concept based on City comment to create the Preferred Concept.

Provide opinion of probable gross construction cost for the Preferred Concept Meet with Corps of Engineers, Regulatory Functions Branch to present

Preferred Concept and identify potential environmental concerns and

permitting requirements. Additional contacts with affected State and Federal Agencies will also be made as appropriate.

Deliverables

 Preferred Concept Plan

 Opinion of probable gross construction cost

 Summary of environmental issues and permit requirements.

Part Two – Preliminary Design Development 2.1 Preliminary Design Development (30% PS&E)

Conduct a conference call with City staff to review Council input and final plan direction for starting the design development for the Preferred Concept Plan. Prepare a design layout plan for the concept plan, including facility layout circulation systems, stormwater, utilities, and amenities.

Prepare design development plans for the flood protection, lighting, water feature and architectural elements for plan.

Develop schematic fountain mechanical and electrical systems with enough deal to develop a budget construction cost for the water feature

Prepare scope details, elevations, and sections.

Preliminary selection of site amenities, materials, and equipment. Progress review meeting with city staff (City Meeting #3).

Prepare a preliminary opinion of probable construction cost for the preferred concept

Prepare a draft phasing plan for the preferred concept.

Evaluate site maintenance requirements for the preferred concept. Review preliminary design development plans, costs, phasing plan, and illustrations with city staff (City Meeting #4)

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Present preliminary design development plans to the planning Commission with a public hearing (City Meeting #5)

Revise preliminary design development plans in response to City comments.

Deliverables

 Preliminary design development plans (30% PS&E) review set for the

preferred concept

 Preliminary phasing plan

 Opinion of probable construction cost

 Opinion of probable operation and maintenance cost

2.2 Permitting

 Complete a “HEC RAS” computer hydraulic analysis for Preferred Concept to

determine the impact of the proposed on water river water levels upstream (backwater). This analysis will be a requirement of Illinois DNR for obtaining a Floodplain Development Permit.

 Prepare and submit Joint Permit application to Rock Island District Corps of

Engineers for a Section 404/Section 10 Permit. The application will be simultaneously submitted to Illinois DNR for Section 401 Water Quality Certification and to Illinois EPA for the Floodplain Development Permit. The Environmental Assessment report and the HEC-RAS study will be submitted with the application package.

 It is assumed that Cultural Resource Issues have been resolved and that

coordination with SHPO is complete. Also, since no wetlands exist on site, no Wetland Determination effort is required.

Deliverables

 HEC RAS hydraulic analysis/report  Permit application submittals

Project Assumptions

1. The City of Rock Island has completed, at a minimum, a Phase I Environmental Assessment of the project site. Any contamination issues identified in the assessment will be addressed during design and construction.

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2. Work does not include subsurface investigations. City will provide necessary soil borings based on locations of elements of the Preferred Concept.

3. A “HEC RAS” computer hydraulic analysis will be conducted for the design concept.

4. City will provide a construction level survey prior the start of the preliminary design development plans.

5. This scope of work does not include final construction documents

6. City will schedule, provide locations, and advertise all public involvement meetings.

7. No Cultural Resource Survey or additional SHPO coordination is required. 8. No Wetland Determine is required.

9. No mussel survey is required. The Corps of Engineers, Illinois DNR and US Fish & Wildlife Service will review this issue. It is assumed that they will not require a survey.

Project Schedule

SAA is prepared to begin work on the project on or about December 1, 2007. Completion of the work is expected the end of May 31, 2008. Below draft schedule below.

Phase 1 – Concept Plans

1. December 3, 2007 - Agreement and Authorization for Design

2. December 4, 2007 – SAA Team work session to review modified teardrop plan and opportunities for new no armory concept.

3. December 17, 2007 - Concept review meetings a. City Staff

b. Council Work Session

4. Early/Mid January 2008 – Public Input a. Stakeholder meeting with MWA

b. (2) Joint Business Group and Public Input Meetings 5. Mid/Late January 2008 – Preferred concept selection

a. City Staff

b. Council Work Session

6. Late January/ Early February 2008 - Preferred concept plan approval a. City Staff to present

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Phase 2 – Preliminary Design Development Plans (30% PS&E)

1. Early February 2008 – Start work once preferred concept approved 2. Mid March 2008 – City progress review meeting

3. Late April 2008 – City review meeting

4. May 6, 2008 – Planning Commission public hearing 5. Mid May 2008

a. 30% PS&E review set b. Submit Permit Applications Fees

In consideration of the preceding scope of services, the SAA team proposes a lump sum fee of three hundred and forty-five thousand, two hundred and three dollars ($345,203), excluding reimbursable expenses. Reimbursable expenses are estimated to be $14,200.

The proposed fee can generally be divided among the primary work tasks as follows: Part One – Conceptual Plans

1.1 Project Start-Up $28,389

1.2 Concept Development and Revisions $50,475

1.3 Public Involvement – Concept Alternatives $15,869

1.4 Preferred Concept $21,732

Part One Total (without expenses) $116,465

Estimated Expenses $7,000

Part Two – Preliminary Design Development

2.1 Preliminary Design Development (30% PS&E) $201,904

2.2 Permitting $26,834

Part Two Total (without expenses) $228,738

Estimated Expenses $7,200

GRAND TOTAL (without expenses) $345,203

Grand total estimated expenses $14,200