TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 6, 2015
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order and amend the agreement with ARCADIS, U.S., Inc., for professional services in connection with Contract 14-251-5C, Stormwater Master Plan for the Little Calumet River/Cal-Sag Channel Drainage Area in an amount of $311,721.75, from an amount of $611,757.75, to an amount not to exceed $923,479.50, Account 501-50000-601410, Purchase Order 3083974
Body
Dear Sir:
On December 4, 2014, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with ARCADIS, U.S., Inc. (Arcadis), for professional services in connection with Stormwater Master Plan for the Little Calumet River/Calumet-Sag Channel Drainage Area, in an amount not to exceed $611,757.75. The scheduled contract completion date is February 11, 2016.
This contract has no prior change orders.
In partnership with the District, Cook County is developing an application to the National Disaster Resilience Competition (NDRC). Administered by the Department of Housing and Urban Development (HUD), the nearly $1 billion NDRC grant program provides communities that have experienced natural disasters with an opportunity to compete for funds to help them rebuild and increase their resilience to future disasters. For the NDRC application Cook County identified a pilot area, which includes the municipalities of Blue Island, Calumet City, Calumet Park, Dolton, Riverdale and Robbins. As shown on the attached exhibit, the NDRC pilot area overlaps significantly with the current Stormwater Master Plan project area for the Little Calumet River/Calumet-Sag Channel drainage area.
In order to take advantage of the work being performed by Arcadis for Cook County’s NDRC application, and to provide the additional information needed for the NDRC pilot area outside of the limits of Arcadis’ study area, the Engineering Department, in collaboration with staff from the Cook County Department of Planning and Development, has negotiated with Arcadis to expand their scope of work to provide technical support for Cook County’s NDRC application. District staff will also provide support to Cook County in assembling flood data and other relevant information to be used by Cook County, and will oversee all additional work to be performed by Arcadis as part the NDRC application.
The resulting increase in cost due to the change in scope to Arcadis’ contract is $311,721.75. The District is actively pursuing the potential for reimbursement funding from Cook County for this additional work to help support their NDRC application. Authority to increase this purchase order and amend the agreement with Arcadis is being requested in advance of having a formal commitment from Cook County for reimbursement because a draft of the NDRC application needs to be completed by October 13, 2015.
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 $311,721.75 (51.0% of the current contract value), from an amount of $611,757.75, to an amount not to exceed $923,479.50.
Funds are available in Account 501-50000-601410.
Requested, Catherine A. O’Connor, Director of Engineering, WSS:RF 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 August 6, 2015
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