TRANSMITTAL LETTER FOR THE BOARD MEETING OF MAY 19, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase emergency Contract 16-076-AS North Shore Manhole Station 276+80 Rehabilitation, NSA in an amount of $800,000.00, from an amount of $60,000.00, to an amount not to exceed $860,000.00, Accounts 201-50000-645700 and 401-50000-645600, Requisition 1427829 (As Revised)
Body
Dear Sir:
On March 3, 2016, the Board of Commissioners authorized the execution of an emergency contract for the repairs and improvements of a manhole and the surrounding pavement due to damages from a sinkhole.
During a recent inspection, the Maintenance and Operations Department (M&O) observed a sinkhole in a paved road area adjacent to a manhole on the District's North Shore 3 Intercepting Sewer. This manhole is located along Old Green Bay Road at approximately Dundee Road, in the Village of Glencoe. The site was immediately secured by M&O and the sinkhole was covered with steel road plates and blocked by road barricades.
On April 25, 2016, a contract was issued to Pullman Power, LLC, in an amount of $238,355.00 to perform the carbon fiber structural rehabilitation method on the manhole. The M&O Department was to assist in the work, bypassing flow around the manhole. However, shortly after mobilizing, a storm event on the evening of April 27, 2016 overwhelmed the District bypass plan and resulted in the flooding of 3 houses.
In order to avoid future risk of flooding homes, the Engineering Department has determined that constructing a new adjacent manhole and abandoning the existing manhole is the best path moving forward. Construction of a new manhole will minimize the duration that bypass pumping will be required. Under the original emergency authorization, a contract was issued to Jay Dee Contractors, Inc. in the amount of $60,000.00 on May 11, 2016, to secure the site and mobilize for the new manhole work. The costs for the remaining work required to construct the new manhole and abandon the existing manhole was negotiated with the contractor but could not be authorized without the approval of the Board. Upon approval by the Board of Commissioners, this work will be added to the contract, bringing the total cost of the contract to $860,000.00.
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 emergency Contract 16-076-AS in the amount of $800,000.00, from an amount of $60,000.00, to an amount not to exceed $860,000.00.
Funds are available in Accounts 201-50000-645700 and 401-50000-645600.
Requested, Catherine A. O’Connor, Director of Engineering, WSS:KMF
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