Committee selects Fair Grama to advance Porter Park (OSLAD) design work; trustees cite permitting complexity

The Committee of the Whole directed staff to engage Fair Grama Engineering and Environmental to provide professional design services for phase 2 of the Porter Park OSLAD grant project, citing the site’s permitting complexity and the need for hydraulic and geotechnical work.

Fair Grama—represented in the meeting by Tyler Nelson—told trustees the site contains significant floodplain and likely floodway constraints that will make permitting more complex than a routine park project. Nelson said the firm’s proposal included hydraulic and hydrology analysis, geotechnical borings at proposed bridge abutment locations and construction inspection time; he estimated roughly $20,000 of the fee would be for the hydraulic/hydrology analysis and roughly $55,000 for bridge‑related design and modeling work. Nelson said those items are likely to be required by state permitting authorities if a pedestrian bridge is included.

The OSLAD‑funded scope includes a restroom, an adult fitness court, trail connections across a creek and other site improvements. Staff and the consultant noted that previous grant submissions and site plans have shifted during earlier stages, and that a final design will need additional topographic survey in wooded areas (which typically is best done after leaf‑off) and geotechnical borings where bridge abutments may land.

Committee members questioned the disparity among the proposals submitted to the RFP; Fair Grama staff explained their price reflects a more extensive scope — including H&H modeling, geotechnical borings, permitting effort and more substantial construction observation — while other firms submitted narrower scopes that would likely require later change orders or supplemental work once permitting issues are revealed.

Trustees expressed concern about timing and the OSLAD reimbursement process (the village spends locally and is later reimbursed by the state). Staff said the grant allows limited design fees (no more than 15% of the grant may be used for design) and that the village must manage cash‑flow during design and construction because reimbursement comes after projects are completed and approved.

A motion to proceed with Fair Grama for the design work was moved and seconded; the roll call recorded affirmative votes from multiple trustees and the motion carried. Staff will finalize a contract scope that can be adjusted if elements such as the bridge are later removed from the design.

Next steps: Fair Grama will begin site reconnaissance, the supplemental topographic survey in wooded areas, targeted geotechnical borings at proposed bridge abutments and H&H modeling to confirm permitting requirements. Staff will return to the Committee/Board with a refined scope, schedule and budget as permitting clarifies the bridge and other elements.