TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 19, 2016
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 13-370-5F, Buffalo Creek Reservoir Expansion in an amount of $114,420.78, from an amount of $1,030,731.38, to an amount not to exceed $1,145,152.16, Account 501-50000-612450, Purchase Order 3080022
Body
Dear Sir:
On January 9, 2014, 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 13-370-5F, Buffalo Creek Reservoir Expansion, in an amount not to exceed $1,030,731.38. The contract expires on December 31, 2016.
This contract has no prior change orders.
The articulated concrete blocks around the perimeter of the reservoir’s energy dissipation pool, installed in the 1980s, are failing and require replacement. Design to repair the blocks was not included in Hey’s original scope of work. Additionally, the Illinois Department of Natural Resources has indicated that since they consider the reservoir expansion a major dam modification, an updated Emergency Action Plan (EAP), including a dam breach analysis, will be a condition of their forthcoming permit. The EAP work was not included in the original scope of work as IDNR had initially indicated during preliminary engineering that the reservoir expansion would likely be considered a class I dam modification, which would not have required an updated EAP. As the above items are integral to the project’s design, it is in the best interest of the District to add them to Hey’s design scope of work.
The Engineering Department has negotiated with Hey an increase in the amount of $114,420.78 to incorporate this work into the project design.
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 agreement 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 $114,420.78 (11.10% of the current contract value), from an amount of $1,030,731.38, to an amount not to exceed $1,145,152.16.
Funds are available in Account 501-50000-612450.
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 May 19, 2016