TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 3, 2015
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order and amend the agreement with V3 Companies of Illinois, Ltd. (V3), for professional engineering services for Contract 14-263-3F, Flood Control Project for the Melvina Ditch Reservoir Improvements in an amount of $187,654.00, from an amount of $1,037,405.00, to an amount not to exceed $1,225,059.00, Accounts 401-50000-601420, and 601440, Purchase Order 3083712
Body
Dear Sir:
On November 6, 2014, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with V3 Companies of Illinois, Ltd. (V3), for professional engineering services for Contract 14-263-3F, Flood Control Project for the Melvina Ditch Reservoir Improvements, in an amount not to exceed $1,037,405.00. The contract expires on April 30, 2018.
This contract has no prior change orders.
The original scope of work included identifying improvements to the Melvina Ditch Reservoir and analyzing the feasibility of various expansion alternatives, preparation of engineering plans, specifications and contract documents for the selected alternative, and performing a detailed analysis of system-wide alternatives within the Melvina Ditch watershed.
Subsequent to issuing a purchase order and entering into an agreement with V3, various issues were encountered during design of the selected alternative for expanding the reservoir, which require additional work. A summary of those issues is presented below:
1. A new emergency overflow bypass system was incorporated into the design of the reservoir improvements to increase operational redundancy in the event dewatering pumps become inoperable.
2. Additional modifications to the existing pump station to accommodate the deepening of the reservoir, including, lengthening multiple pump impellers and upgrading the associated motors and electrical controls.
3. Additional environmental testing of soil parameters to determine potential disposal cost of spoils.
4. Additional post-award engineering services.
As a result, V3 requires additional funds to complete the final design plans, specifications, and post-award services for the Melvina Ditch Reservoir Improvements.
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 $187,654.00 (17.19% of the current contract value), from an amount of $1,037,405.00, to an amount not to exceed $1,225,059.00.
Funds are available in Accounts 401-50000-601420, and 601440.
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 December 3, 2015