TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 9, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order and amend the agreement with Hey and Associates, Inc., for professional engineering services for Contract 11-187-5C, Preliminary Engineering for Addison Creek Channel Improvements, in an amount of $39,801.00, from an amount of $1,182,333.72, to an amount not to exceed $1,222,134.72, Account 501-50000-601410, Purchase Order 3069386
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Dear Sir:
On August 11, 2011, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Hey and Associates, Inc. (Hey) for professional engineering services for Contract 11-187-5C, Preliminary Engineering for Addison Creek Channel Improvements, in an amount not to exceed $1,167,333.72. The contract expires on May 31, 2015.
As of March 20, 2015, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in an amount of $15,000.00 from the original amount awarded of $1,167,333.72. The current contract value is $1,182,333.72. The prior approved change orders reflect a 1.28% increase to the original contract value.
The original scope of work for the preliminary engineering services included a detailed review of assumptions made with respect to the channel improvement portion of Project ADCR-6b in the Lower Des Plaines River Detailed Watershed Plan, evaluation of right-of-way issues and permit requirements, and preparation of preliminary plans for use in defining a detailed scope of work for the engineering services necessary for the final design of this project.
Subsequent to issuing a purchase order and entering into an agreement with Hey, various issues arose which required additional work. A summary of those issues are presented below:
1. Collecting and surveying high water marks for the April 2013 flood event;
2. Additional modeling updates for Broadview and Melrose Park along with calibrations for the April 2013 flood event;
3. Additional cost to obtain access easement and insurance to perform soil borings on Union Pacific Railroad property;
4. Additional cost incurred for deeper geotechnical soil borings; and
5. Additional environmental testing of soil parameters to determine potential disposal cost of spoils.
As a result, Hey requires additional funds to complete the preliminary design plans, report, and estimate for the Addison Creek Channel 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 $39,801.00 (3.37% of the current contract value), from an amount of $1,182,333.72, to an amount not to exceed $1,222,134.72.
Funds are available in Account 501-50000-601410.
Requested, Catherine A. O'Connor, Director of Engineering, WSS:JPM
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 9, 2015
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