TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 16, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase purchase order and amend the agreement with Donohue and Associates, Inc., for professional engineering services for Contract 14-253-3F, Final Design for a Flood Control Project on Midlothian Creek in Robbins, Illinois in an amount of $416,614.65, from an amount of $1,815,130.00, to an amount not to exceed $2,231,744.65, Account 401-50000-612450, Purchase Order 3094570
Body
Dear Sir:
On March 16, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Donohue and Associates, Inc., for professional engineering services for Contract 14-253-3F, Final Design for a Flood Control Project on Midlothian Creek in Robbins, Illinois in an amount not to exceed $1,815,130.00. The contract expires on December 31, 2020.
This contract has no prior change orders.
The original final design scope of work included public coordination meetings, technical memorandums, permit applications, detailed plans and specifications, cost estimates, bid phase services, and letter of map revision services for addressing overbank flooding through conveyance system improvements along the existing creek, a new stormwater storage facility, and a new overflow channel to the Calumet-Sag Channel in Robbins.
The Engineering Department has determined that additional services are required to accommodate several changes to the design needed as a result of unforeseen design challenges. These additional services include 1) land acquisition assistance, 2) design for local drainage system improvements within the project area, 3) grant application support, 4) additional coordination and design related to unforeseen environmental conditions, phasing changes, and lighting design, and 5) stakeholder coordination. The aforementioned changes are expected to enhance the Flood Control Project on Midlothian Creek in Robbins project, and this change order will allow the District to finalize the engineering for this critical stormwater improvement.
This change order is in compliance with the Illinois Criminal Code since the change is due to circumstances not reasonably foreseeable at the time the contract was signed, and is in the best interest of the District.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute a change order to increase the purchase order and amend the agreement in an amount of $416,614.65 (22.95% of the current contract value), from an amount of $1,815,130.00, to an amount not to exceed $2,231,744.65.
The funds are available in Account 401-50000-612450.
Requested, Catherine A. O’Connor, Director of Engineer, WSS:JK:RF:DC
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for April 16, 2020