TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 15, 2018
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order and amend the agreement with V3 Companies of Illinois, Ltd. (V3) for professional engineering services for Contract 14-263-3F, Flood Control Project for the Melvina Ditch Watershed in an amount of $96,418.00, from an amount of $1,225,059.00, to an amount not to exceed $1,321,477.00, Account 401-50000-612450, Purchase Order 3083712
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Dear Sir:
On November 6, 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 14-263-3F, Flood Control Project for the Melvina Ditch Watershed, in an amount not to exceed $1,037,405.00. Under this agreement, V3 performed preliminary and final design engineering for Contract 14-263-3F, Melvina Ditch Reservoir Improvements, which was awarded to F.H. Paschen, S.N. Nielsen & Associates LLC on November 2, 2017. V3’s contract expires on June 30, 2020.
As of February 2, 2018, the attached list of change orders has been approved. The effect of these change orders resulted in an increase amount of $187,654.00 from the original amount of $1,037,405.00. The current contract value is $1,225,059.00. The prior approved change orders reflect an 18.09% increase to the original contract value.
An increase is requested for post-award construction phase services included in the original scope of work in V3’s contract, in which engineering support is needed to ensure construction is done in conformance with the design requirements. Significant changes made by utility companies after final design and during contract advertisement required redesign of numerous components of the project. A new access road and corresponding safety features were required by local utilities. The access road also necessitated changes to the reservoir grading design, which subsequently required adjustments to the storm sewer design. Additional re-design of telecommunications and water main facility relocations were required based on responses received from utility companies after our contract was advertised. Finally, a permit for lane closures along 87th Street was issued after an approximate nine month delay which required substantial changes to the traffic control plan and contract documents. Due to these issues, the District incurred additional consultant engineering fees during advertisement to ensure the project could be awarded in a timely and complete fashion.
The scope of post-award services to be provided by V3 includes support to the District for reviewing submittals and requests for information (RFIs) from the District’s contractor. The Engineering Department and V3 have performed a thorough review of the contract documents and have identified the contractor submittals and potential RFIs which should be reviewed by the design consultant, and have agreed upon a scope of work for limited post-award assistance by V3 with additional support from in-house District staff. The resulting increase in cost due to the limited post-award services that are needed for this project is $96,418.00.
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 $96,418.00 (7.87% of the current contract value), from an amount of $1,225,059.00, to an amount not to exceed $1,321,477.00.
Funds are available in Accounts 401-50000-612450.
Requested, Catherine A. O’Connor, Director of Engineering, WSS:JK:AH
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 February 15, 2018
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