TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 16, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase Contract 06-212-3M Calumet TARP Pump Station Improvements, Calumet Water Reclamation Plant, to Sollitt/Sachi/Alworth JV in an amount of $348,911.00, from an amount of $36,273,778.93, to an amount not to exceed $36,622,689.93, Account 401-50000-645600, Purchase Order 5001404
Body
Dear Sir:
On May 2, 2013, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 06-212-3M Calumet TARP Pump Station Improvements, Calumet Water Reclamation Plant, to Sollitt/Sachi/Alworth JV, in an amount not to exceed $35,067,000.00. The scheduled contract completion date is May 19, 2018.
As of November 3, 2017, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in an amount of $1,206,778.93 from the original amount awarded of $35,067,000.00. The current contract value is $36,273,778.93. The prior approved change orders reflect a 3.44% increase to the original contract value.
This contract includes the replacement of the four large and two small pumps with six new 72 MGD pumps. During the design phase, the engineer determined that the six (6) discharge check valve actuators required refurbishment and included $400,000.00 for the work under Allowance Item C. At the time the contract was advertised, the cost to complete the refurbishment was unknown and could not be determined until the actuators were removed from the system, shipped to the factory, disassembled and inspected to determine the extent of the work required to restore the actuators to like new condition. The existing actuators are original to the Calumet TARP Pump Station, are no longer manufactured and there are no direct replacements available. The engineer investigated a possible replacement and found that modifications to an existing design would be required to enable the existing system to operate with a new actuator.
The Allowance Item C work has been completed in the West Pump Room, and the actuator seals were purchased for the East Pump Room with money from Allowance Item C. The discharge check valve actuators from the East Pump Room have now been disassembled and inspected, and a number of repairs are necessary to refurbish them to like new condition. The work includes refurbishing the actuator body and hydraulic cylinder tube for three actuators, disassemble and repair of the M4 manual override for three actuators, replace the hydraulic tubing and fittings with new 316 stainless steel components for three actuators, refurbish tie-bars and piston rods to like new condition for three actuators, replacing the cover on one actuator, replacing the bushing on one actuator and replacing the yoke on one actuator.
The costs required to perform this work under Cost Proposal C have surpassed the contract allowance amount. Therefore, an extra in the amount of $348,911.00 to Allowance Item Cost Proposal C is required. The contractor submitted a cost proposal (CCO-034) for an extra in the amount of $348,911.00. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence 778, that the Engineering Department would recommend its approval.
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 06-212-3M in an amount of $348,911.00 (0.96% of the current contract value), from an amount of $36,273,778.93, to an amount not to exceed $36,622,689.93.
Funds are available in Account 401-50000-645600.
Requested, Marcella V. Landis, Acting Director of Engineering, ECB:LMK
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 November 16, 2017
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