TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 8, 2013
COMMITTEE ON STORMWATER MANAGEMENT
Mr. David St. Pierre, Executive Director
Title
Authority to enter into an agreement with the Wheeling Park District for modifications to athletic field fencing associated with Contract 09-365-5F, Heritage Park Flood Control Facility.
Body
Dear Sir:
Authority is requested to enter into an agreement with the Wheeling Park District (WPD) for modifications to athletic field fencing associated with the captioned project. At the November 6, 2008, Board Meeting, the Board of Commissioners granted its approval to enter into agreements with the WPD and the Village of Wheeling (Village) for the construction of stormwater storage facilities and improvements at Heritage Park. The District entered into an Intergovernmental Agreement with the WPD and the Village, dated April 1, 2010, for the acquisition, design, construction, use, operation and maintenance of stormwater and recreational improvements. On April 11, 2012, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 09-365-5F Heritage Park Flood Control Facility to F.H. Paschen/Lake County Grading, A Joint Venture (FHP/LCG), in an amount not to exceed $29,475,000.00.
The recreational improvements to be constructed by the District at the site include a baseball complex with four fields. In a letter dated July 18, 2013, the WPD requested that the District modify the athletic field fencing to increase the height of the southwest ballfield outfield fence from 12 feet to 20 feet and to add four 12-foot wide gates. The WPD indicated in their letter that if the fence modifications could be installed under a change order to the captioned project, the WPD would reimburse the District for the construction costs, up to an amount of $62,000.00. A request for proposal was submitted to the District's contractor for the athletic field fencing modifications, and the contractor submitted a proposal in the amount of $51,048.93 for the WPD's requested modifications.
As a condition of the new agreement, funds would be paid to the District by the WPD after the District's contractor submits a payment request that includes the associated fence installation work. The agreement shall be subject to the approval of the Law Department as to form and legality.
Based on the foregoing, the WPD's request to construct these improvements as a change order to the subject contract is reasonable and in the best interest of the District. Since the District's contractor is preparing to commence work on the ballfield fencing in the coming weeks, a separate request for authorization to execute a change order to Contract 09-365-5F, Heritage Park Flood Control Facility, in the amount of $51,048.93 as proposed by the District's contractor has been submitted for the August 8, 2013 Board of Commissioner's meeting agenda. Upon receiving authorization to issue the change order and to execute the agreement with the WPD, the Director of Engineering will issue a notice to proceed letter to the District's contractor directing them to incorporate the modifications to the athletic field fencing requested by the WPD.
It is respectfully requested that the Board of Commissioners grant authority to enter into an agreement with the WPD for their requested athletic field fencing modifications associated with the Heritage Park Flood Control Facility. It is also requested that the Chairman of the Committee on Finance and the Clerk be authorized and directed to execute the agreement on behalf of the District.
Requested, Catherine A. O'Connor, Director of Engineering, WSS:JPM:JK
Respectfully Submitted, Michael Alvarez, Chairman Committee on Stormwater Management
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for August 8, 2013