TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 1, 2018
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authorization to amend the scope of work and agreement with MC Consulting, Inc., for professional engineering services for Contract 13-199-3F, Account 401-50000-601420, Purchase Order 3088472
Body
Dear Sir:
On December 3, 2015, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with MC Consulting, Inc. (MCC), for professional engineering services for Contract 13-199-3F, Final Design for Lyons Levee Flood Control Improvements, in an amount not to exceed $810,963.28. Post-award services were not included in the agreement. The contract expires on February 28, 2019. The current expenditures, under this consultant agreement, total $642,332.91 resulting in a balance of $168,630.37.
This contract has no prior change orders.
Under an authority granted by the Board of Commissioners on February 2, 2017, the District entered into a Project Partnership Agreement (PPA) with the United States Army Corps of Engineers (Corps) on June 29, 2017, whereby design and construction costs of the project would be shared as follows: 65% Federal and 35% non-Federal (District). The Board granted authority to make total payments not exceeding $2,550,000.00, including credit for in-kind services.
At the time that the PPA was executed, the District had completed part of the final design of the project, and it was mutually agreed by the District and the Corps that the District would proceed to complete the entire design. The completed final design was transmitted by the District to the Corps. The Corps then completed all remaining requirements for a federal project, and advertised the project for bids. Bids were received and a construction contract was awarded by the Corps on September 29, 2018. It is anticipated that the total costs to the District will not exceed the above authorized amount.
The Corps has now requested that the District provide in-kind services during the post-award phase of the construction contract, utilizing the services of the District’s consultant, MCC. The consultant team led by MCC is in the best position to provide post-award services that will consist of reviewing the contractor’s submittals and requests for information, assisting with change orders, inspecting the construction and site conditions exposed during construction, and other related work, on an as-needed basis. The post-award engineering work can be completed by MCC and their current sub-consultants with the balance of the funds remaining under their consultant agreement.
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 agreement with MCC, with no change in total contract amount.
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 November 1, 2018