TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 29, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase Contract 06-023-3P Stop Logs and Diversion Pumps at Wilmette Pump Station and Evanston Pump Station Rehabilitation, North Service Area, to F.H. Paschen/S.N. Nielsen in an amount of $162,050.00, from an amount of $17,701,544.19, to an amount not to exceed $17,863,594.19, Accounts 101-50000-612620, 401-50000-645620 and 645720, Purchase Order 5001266
Body
Dear Sir:
On July 14, 2011, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 06-023-3P Stop Logs and Diversion Pumps at Wilmette Pump Station and Evanston Pump Station Rehabilitation, North Service Area, to F.H. Paschen/S.N. Nielsen, in an amount not to exceed $17,440,000.00. The scheduled contract completion date is September 29, 2013.
As of August 9, 2013, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in an amount of $261,544.19 from the original amount awarded of $17,440,000.00. The current contract value is $17,701,544.19. The prior approved change orders reflect a 1.50% increase to the original contract value.
Item 1: An extra in the amount of $54,000.00 to provide new plumbing in the pump room at the Wilmette Pump Station. The work includes removing existing non-functioning drains and floor tiles, furnishing and installing new trench drains and piping, sloping the existing concrete floor, and furnishing and installing new floor tile. The existing floor drains were clogged and could not be repaired as per the contract. The new floor drains are required to provide proper drainage for the pump station. The contractor submitted a cost proposal (CCO-017) for an extra in the amount of $54,000.00. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence 527, that the Engineering Department would recommend its approval.
Item 2: An extra in the amount of $56,320.00 to modify the installation of the permanent sheet pile wall. The work includes driving designated piles to increased depths, modifying the whaler system, and providing additional anchoring. The modifications are required due to underground obstructions encountered which prevented the installation of the sheet pile wall as originally designed. The contractor submitted a cost proposal (CCO-018) for an extra in the amount of $56,320.00. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence 506, that the Engineering Department would recommend its approval.
The above two 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.
Item 3: An extra in the amount of $51,730.00 for modifications to the roller gate mounting bracket connections and lighting pole installation, and for furnishing and installing additional grating on top of the slide gate and roller gate openings. The contract did not provide details for the roller gate mounting bracket connections. The contractor installed the mounting brackets per the approved manufacturer's shop drawing through the gratings to the support angles. Subsequent to the installation, this mounting application has been deemed insufficient. The grating is not structurally rigid enough and the installation does not allow the grating to be removed. The mounting brackets need to be modified to be installed on a structurally rigid surface and to allow the grating to be removed. The contract did not specify sufficient grating to fully cover the slide gate and roller gate openings. Additional grating is required to address this safety issue. No detail was provided in the contract for the lighting pole installation and the approved installation does not allow for sufficient maintenance access. The installation needs to be modified to correct this deficiency. The contractor submitted a cost proposal (CCO-019) for an extra in the amount of $51,730.00. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence 526, that the Engineering Department would recommend its approval.
This change order is in compliance with the Illinois Criminal Code since the change is germane to the contract.
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 06-023-3P in an amount of $162,050.00 (0.92% of the current contract value), from an amount of $17,701,544.19, to an amount not to exceed $17,863,594.19.
Funds are available in Accounts 101-50000-612620, 401-50000-645620 and 645720.
Requested, Catherine A. O'Connor, Director of Engineering, MVL:ECB
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 August 29, 2013.
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