TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 3, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase purchase order and amend the agreement with Hey and Associates, Inc., for professional engineering services for Contract 11-187-3F, Final Design for Addison Creek Channel Improvements in an amount of $657,301.30, from an amount of $2,870,108.64, to an amount not to exceed $3,527,409.94, Account 501-50000-612450, Purchase Order 3089851
Body
Dear Sir:
On April 7, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Hey and Associates, Inc. (Hey), for professional engineering services for Contract 11-186-3F, Final Design for Addison Creek Channel Improvements, in an amount not to exceed $2,870,108.64. The contract expires on August 31, 2020.
This contract has no prior change orders.
The original final design scope of work included preparing final design plans, right-of-way documents, appraisals, and permits for approximately three miles of channel improvements through Northlake, Melrose Park, Stone Park, Bellwood, Westchester, and Broadview.
The Engineering Department has determined that additional services are required to accommodate several changes to the design needed as a result of coordination with local municipalities, affected landowners, regulatory agencies, and other project stakeholders. These changes include 1) realignment of the stream in several reaches to minimize impacts to existing structures or facilities, 2) modification of channel cross-section to optimize in-stream conveyance and flood storage, 3) updating restoration plans to accommodate stream realignment, 4) revisions to planned utility relocations, and 5) gathering environmental data for additional areas affected by the project. The aforementioned changes are expected to enhance the Addison Creek Channel Improvements project, and this change order will allow the District to finalize the engineering for this critical stormwater improvement.
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 $657,301.30 (22.90% of the current contract value), from an amount of $2,870,108.64, to an amount not to exceed $3,527,409.94.
Funds for the 2019 in the amount of $500,000.00 are available in Account 501-50000-612450. Funding for the remaining $157,301.30 is contingent on the Board of Commissioners’ approval of the District’s budget for 2020.
Requested, Catherine A. O’Connor, Director of Engineer, 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 October 3, 2019