TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 5, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase Contract 14-824-3DR Rehabilitation of Bridges, NSA on the North Shore Channel, to IHC Construction Companies, LLC in an amount of $100,000.00, from an amount of $2,275,557.49, to an amount not to exceed $2,375,557.49, Account 401-50000-645720, Purchase Order 4000040
Body
Dear Sir:
On September 1, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 14-824-3DR Rehabilitation of Bridges, NSA on the North Shore Channel, to IHC Construction Companies, LLC, in an amount not to exceed $2,093,000.00, plus a five (5) percent allowance for change orders in an amount of $104,650, for a total amount not to exceed $2,197,650. The scheduled contract completion date is October 1, 2017.
As of September 15, 2017, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in the amount of $182,557.49 from the original amount awarded of $2,093,000. The current contract value is $2,275,557.49. The prior approved change orders reflect a 8.72% increase to the original contract value.
This contract involves the rehabilitation of two bridges along the North Shore channel in the Village of Wilmette. During construction, it was discovered that many of the steel stringers beneath the concrete sidewalk panels had severe corrosion, which required replacement. A change order CCO-003, Replacement and Repair of Deteriorated Beams to replace the stringers was approved on June 20, 2017. New stringers were ordered by the contractor, but the time required to fabricate and deliver the materials caused a delay to the contract, as this work was on the critical path. The contractor recently submitted Revision 3A of the Work Schedule which indicates that the delays associated with CCO-003, forced work associated with the Maple Avenue Bridge into winter months. The contractor will have to shut down over the winter due to weather and continue next spring, extending the contract completion date into the summer months of 2018. To minimize the delay, the Engineering Department met with the contractor to determine how to expedite the contract since the public is affected by the road and sidewalk closures. Additionally, the District has consulted with the Village of Wilmette, Canal Shores Golf Club and Baker Demonstration School to discuss their interests. In order to expedite the contract for completion this construction season, the contractor has proposed weekend work at Maple Avenue Bridge to be performed on an over-time basis and the utilization of a low temperature coating system with the supply temporary heat, as needed, and to allow for the closure of sidewalks on both sides of the bridge concurrently, rather than one at a time which is allowed by contract. All parties agree that closing both sidewalks on the Maple Avenue Bridge concurrently will accelerate the schedule and is in all parties’ best interest. The engineer reviewed the potential work required and determined that the work shall be performed on a Time and Material basis, in an amount not to exceed $100,000.00, and stated via correspondence 87, that the Engineering Department would recommend its approval.
If approved, the contractor would only be allowed to proceed with the closure, provided the following conditions are met:
1. Contract work associated with the Linden Avenue Bridge must be complete before starting work on the Maple Avenue Bridge.
2. The contractor shall sequence the work to ensure that one sidewalk is completed and re-opened for pedestrian access within 5 to 6 weeks from date of closure, and the entire Maple Avenue Bridge will be opened by mid-December 2017.
3. A traffic and pedestrian detour plan must be approved by the District and the Village of Wilmette prior to proceeding with the work.
4. The contractor shall obtain required permits for the closure.
5. The contractor shall update and distribute a brochure to the residents along Maple Avenue, Canal Shores Golf Club and the Baker Demonstration School, providing detail on the scope of work, anticipated completion dates, detour plans and contact information for the contractor's representative in charge of the public information program. The brochure shall also be provided to the Village of Wilmette so it can be posted on their website.
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 Contract 14-824-3DR in an amount of $100,000.00 (4.39% of the current contract value), from an amount of $2,275,557.49, to an amount not to exceed $2,375,557.49.
Funds are available in Account 401-50000-645720.
Requested, Marcella V. Landis, Acting Director of Engineering, ECB
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 October 5, 2017
Attachment