R2001-146 APPROVING CONTRACT AMENDMENT

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, Page 2 submitting its proposal and fee to do the work. It was originally estimated that it would take ` about 3 to 5 months to prepare the report and for FEMA's review to take between 6 months to a year. It was expected that BGM would have to respond to questions from F EMA and that if there was a change in the scope of work an amendment would be needed. The review process by FEMA did not proceed as expected. FEMA's review was somewhat fragmented in that information was requested a little at a time and typically not in writing. This contributed to BGM having to expend more personnel hours than estimated. In addition, FEMA determined that it needed the sign off from the IDNR. This necessitated additional work by BGM to prepare and submit material to the IDNR. The IDNR, in its review process, had a personnel change and the review switched from its Springfield to Chicago office. In addition, the IDNR misplaced the application and BGM had to resubmit the application to the IDNR. The age of the project also contributed to unexpected labor and expenses in the process of obtaining the approval from FEMA. A number of regulations had changed over the years. The significant change was in the software currently used by FEMA for flood plain determinations. The data and information from the approximately 10 year old project was required to be converted into the current software and format acceptable to FEMA. BGM had to convert the data; perform the required computer modeling, calibrations and accuracy checks; and resubmit the new material to FEMA and IDNR. This work was not expected and included within BGM's original scope of work. BGM did prepare and submit all the information required by FEMA and the IDNR. In a letter dated March 14, 2001, FEMA informed the City that the flood plain amendment was approved and became effective June 27, 2001. This matter has not been presented to the City Council earlier to ensure there would be no additional work requested of BGM and giving cause to come back to Council for another contract amount change. Staff has reviewed the work documentation submitted by BGM and confirmed the amount requested is for work beyond the original scope of work. As stated earlier, the primary reason for the extra work was the age of the project which caused the additional and necessary work to update the data and information to current FEMA submission guidelines and standards. The amended flood plain may benefit as many as 12 properties. A copy of the portion of the designated flood plain prior to the approved amendment (Exhibit A) is attached. Exhibit B shows the amended flood plain. Properties along Spring Creek from Pershing Road northerly to Martin Luther King, Jr., Drive have benefited from this amendment. These properties may benefit either by having the requirement to obtain flood insurance removed or in having their flood insurance rates reduced. This may represent savings of several hundred dollars per year for these property owners. POTENTIAL OBJECTION: There are no known objectors to this action.