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 Donohue and Associates, Inc., for professional services in connection with Contract 14-253-5C, Preliminary Engineering for a Flood Control Project on Midlothian Creek in Robbins, Illinois in an amount of $125,000.00, from an amount of $251,351.00, to an amount not to exceed $376,351.00, Account 501-50000-612440, Purchase Order 3082450
Body
Dear Sir:
On August 7, 2014, 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. (Donohue), for professional services in connection with Contract 14-253-5C, Preliminary Engineering for a Flood Control Project on Midlothian Creek in Robbins, Illinois, in an amount not to exceed $251,351.00. The scheduled contract completion date is October 31, 2016.
This contract has no prior change orders.
Through the preliminary engineering analysis performed under the captioned project, various alternatives to address flooding along Midlothian Creek have been identified. Concepts evaluated include stormwater conveyance, storage, and wetland improvements that provide varying levels of protection for existing structures prone to flooding in the Village of Robbins (Village). During the course of this analysis, it became apparent that a broader partnership between the District and Village should be considered to not only address flooding concerns, but also provide opportunities for redevelopment within the Village along Midlothian Creek in conjunction with stormwater improvements. Through our partnership with Cook County on the National Disaster Resilience Competition, the District participated in numerous public workshops and meetings in the Village, where issues related to a lack of community redevelopment opportunities were cited as primary obstacles to improving the quality of life in the Village.Therefore, it is imperative that the project be expanded to detail additional benefits and attributes to the flood mitigation infrastructure prescribed by Donohue for the Village.
The District is in a unique position to assist the Village in providing natural passive flood control that could also spur development and attract private capital towards an integrated approach for stormwater management and redevelopment. In order to assist the Village in reaching its long-term goals for improved stormwater infrastructure and community enhancements, additional analysis of redevelopment opportunities along Midlothian Creek is needed. The District requested Donohue to prepare a scope of work to provide additional services under the captioned purchase order, and they have reached out to the firm of Skidmore, Owings & Merrill, LLP (SOM), which specializes in urban design and planning, to assist with this work. A proposal has been submitted to the District for the additional scope of work, in an amount not to exceed $125,000.00. The tasks involved in the additional scope of work to be performed by Donohue, SOM, and other sub-consultants include a holistic overview of stormwater issues, research and analysis of development opportunities, and conceptual plans to visualize an improved future for the Village. The results of this work will not only benefit the District and Village, but could also provide a regional template for other communities in the south suburbs with issues similar to the Village.
The resulting increase in cost due to the change in scope to Donohue’s contract is $125,000.00. 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 $125,000.00 (49.7% of the current contract value), from an amount of $251,351.00, to an amount not to exceed $376,351.00.
Funds are available in Account 501-50000-612440.
Requested, Catherine A. O’Connor, Director of Engineering, WSS
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