TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 1, 2018
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order with American Survey and Engineering, P.C. for professional engineering services for Contract 14-112-5C, in an amount of $158,851.00, from an amount of $886,860.57, to an amount not to exceed $1,045,711.57, Account 501-50000-612440, Purchase Order 3083727
Body
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 American Survey and Engineering, P.C. (ASE), for professional engineering services for Contract 14-112-5C, Preliminary Engineering for a Flood Control Project along the Plainfield Road Corridor, in an amount not to exceed $886,860.57. The contract expires on September 31, 2018.
This contract has no prior change orders.
The aforementioned preliminary engineering work involved evaluation of various alternatives to address flooding concerns in the Plainfield Road corridor, which encompasses portions of the Villages of LaGrange and McCook, the City of Countryside, and unincorporated Lyons Township. Subsequent to issuance of the purchase order for this contract, and as a result of the work performed by ASE in evaluating potential alternatives throughout the study area, several opportunities to collaborate with various stakeholders have been identified. In the Village of LaGrange (Village), a new storm sewer project is being proposed, and the District has been working with the Village to discuss a possible outlet within the Plainfield Road Corridor project area. To determine the feasibility of including this additional flow to the District’s project, ASE will need to do additional engineering and cost estimating for possible storm sewer and stormwater storage alternatives.
Additionally, the Illinois Department of Transportation (IDOT) and Cook County Department of Transportation and Highways (CCDTH) have indicated they are planning to implement roadway improvements inside the project area. In order to fully analyze the potential for cost savings through coordination with IDOT and CCDTH of stormwater and roadway improvements in the study area, supplementary engineering analysis is required.
Finally, during ASE’s evaluation of the McCook Ditch in the downstream portion of the study area, it was discovered that during significant storm events, the McCook Levee may be overtopped affecting numerous structures in the Village of McCook. As a result, ASE recommended further investigation into possible improvements to alleviate levee overtopping, which formed the basis of the ongoing McCook Levee flood risk management study being performed by the U.S. Army Corps of Engineers (Corps). In order to evaluate improvements being considered along the McCook Levee and McCook Ditch in concert with upstream stormwater improvements within the Plainfield Road corridor, assistance from ASE is needed in the form of additional hydraulic modeling and review of engineered solutions recommended by the Corps.
In view of the foregoing, the Engineering Department and ASE have identified the potential modeling, engineering, and cost estimating work that will be required and have agreed upon a budget. The resulting increase in cost due to the additional services needed for this project is $158,851.00.
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 in an amount of $158,851.00 (17.91% of the current contract value), from an amount of $886,860.57, to an amount not to exceed $1,045,711.57.
Funds are available in Account 501-50000-612440.
Requested, Catherine A. O’Connor, 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 March 1, 2018