TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 16, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authorization to amend the scope of work and agreement with V3 Companies of Illinois, Ltd., for professional engineering services for Contract 14-821-5C, Account 501-50000-612440, Purchase Order 3084186
Body
Dear Sir:
On December 4, 2014, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with V3 Companies of Illinois, Ltd. (V3), for professional engineering services for Contract 14-821-5C, Stormwater Master Plan for the Roberts Road Drainage Area, in an amount not to exceed $1,402,723.52. The contract expires on December 30, 2017.
On April 7, 2016 the board authorized amending the scope of work and agreement with V3 to include developing standard details and investigating costs for private property best management practices that can reduce residential flooding, and to investigate the potential feasibility of storing additional flood volume on Cook County Forest Preserve District properties. This scope was added with no change in total contract amount.
V3’s work under Contract 14-821-5C involves determining locations and causes of local flooding and to develop conceptual level alternatives and construction cost estimates to reduce flood damages. This is one of five original Stormwater Masterplans the District undertook. A key component of the Stormwater Masterplans is to identify opportunities for green infrastructure, such as cisterns and rain gardens, to be installed within residential lots and publicly owned land and right-of-way. Under the existing Agreement, V3 has developed standard details for green infrastructure for private property as well as flood water storage details on Forest Preserve property.
As presented at the 2018 Budget Hearing as an Engineering Department 2018 initiative, development of a Green Book to provide guidance on the use of Green Infrastructure to address flooding issues in a variety of applications could prove worthwhile. The Green Book will include educational information for residents on the benefits of rain gardens and installation guidance, enhanced GI details for developers to use in various site developments, and engineering details for municipal engineers to incorporate into their public infrastructure improvements. In order to develop this material, District staff has started to compile and review similar Green Infrastructure materials published by governmental entities from across the country.
To create this Green Book, V3 will develop targeted technical and nontechnical materials to promote the use of Green Infrastructure by residents, developers and municipalities. This work can be completed with the remaining funds of this contract.
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 an amendment to amend the scope of work and amend the agreement with V3 Companies of Illinois, Ltd., with no change in total contract amount. Additionally, if approved, the contract time with V3 will be extended to accommodate this work.
Funds are available in Account 501-50000-612440.
Requested, Marcella V. Landis, Acting Director of Engineering, WSS:JK
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