TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 17, 2018
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase Contract 16-125-4F McCook Reservoir Expanded Stage 2 Slope Stabilization and Retaining Walls, SSA to Schwartz Excavating, Inc. in an amount of $1,376,551.49, from an amount of $7,388,071.94, to an amount not to exceed $8,764,623.43, Account 401-50000-645630, Purchase Order 4000047
Body
Dear Sir:
On April 6, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 16-125-4F McCook Reservoir Expanded Stage 2 Slope Stabilization and Retaining Walls, SSA, to Schwartz Excavating, Inc., in an amount of $7,338,677.00. The scheduled contract completion date was April 29, 2018.
As of May 4, 2018, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in an amount of $49,394.94 from the original amount awarded of $7,338,677.00. The current contract value is $7,388,071.94. The prior approved change order reflects a 0.67% increase to the original contract value.
Item 1: An extra, in an amount not to exceed $111,592.34, is required for the installation of a guardrail along the western edge of the work area. The western edge of the work area is also the western edge of the McCook Reservoir. As the mining activities in Stage 2 approach the western limit, a physical barrier is required by the Mine Safety and Health Administration to separate the mining area from the adjacent road. As this road is being used by the contractor and is used for normal operations by the Maintenance and Operations Department for biosolids hauling, a guardrail must be installed in order to keep that road in service. While it was assumed that a guardrail would eventually be needed in this area, the delay in funding from the Army Corps of Engineers will not allow for installation of the guardrail in a timely manner with Vulcan’s mining rapidly approaching this area. The contractor submitted a cost proposal (CCO-001) for an extra in the amount of $111,592.34. The engineer reviewed the proposal found it reasonable, and stated via correspondence 092, that the Engineering Department would recommend its approval.
Item 2: An extra, in an amount not to exceed $849,240.45, is required for the installation of additional soil nails. Upon excavation of the overburden side slopes to be stabilized, it was discovered that the top of rock elevation was in many instances much lower than what was anticipated based upon the available survey data. It was also determined that a tighter soil nail spacing would be required for the bottom row of nails to ensure that the spacing between any two nails did not exceed the maximum design spacing required due to the varying top of rock elevation. As a result of these conditions, it is estimated that an additional 12,465 linear feet of soil nails will be required to completely stabilize the Expanded Stage 2 walls. The contractor submitted a cost proposal (CCO-003) for an extra in the amount of $849,240.45. The engineer reviewed the proposal found it reasonable, and stated via correspondence 113, that the Engineering Department would recommend its approval.
Item 3: An extra, in an amount not to exceed $415,718.70, is required for the installation of additional face of the wall for the soil nail installation. As explained in Item 2, above, the top of rock elevations discovered upon removal of the side slopes was lower than anticipated. The changes in elevation increased not only the quantity of soil nails, but also the square foot area of finished soil nail wall required for a complete installation. It is estimated that an additional 6,605 square feet of wall will be required to complete the work. The contractor submitted a cost proposal (CCO-004) for an extra in the amount of $415,718.70. The engineer reviewed the proposal found it reasonable, and stated via correspondence 108, that the Engineering Department would recommend its approval.
The above three change orders are in compliance with the Illinois Criminal Code since the changes are due to circumstances not reasonably foreseeable at the time the contract was signed, and are 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 three change orders to increase Contract 16-125-4F in an amount of $1,376,551.49 (18.63% of the current contract value), from an amount of $7,388,071.94, to an amount not to exceed $8,764,623.43.
Funds are available in Account 401-50000-645630.
Requested, Catherin A. O’Connor, Director of Engineering, WSS:KMF
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 May 17, 2018
Attachment