TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 6, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order and amend the agreement with Hey and Associates, Inc. for professional engineering services for Contract 11-187-5C, Preliminary Engineering for Addison Creek Channel Improvements, in an amount of $15,000.00, from an amount of $1,167,333.72, to an amount not to exceed $1,182,333.72 Account 501-50000-601410, Purchase Order 3069386
Body
Dear Sir:
On August 11, 2011 , 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 11-187-5C, Preliminary Engineering for Addison Creek Channel Improvements, in an amount not to exceed $1,167,333.72. The scheduled contract completion date is May 17, 2013.
There have been no prior change orders.
The Lake County Forest Preserve District (LCFPD) is planning to construct public access improvements at the Buffalo Creek Forest Preserve, which includes an existing floodwater storage reservoir known as Buffalo Creek Reservoir (BCR). The improvements include relocating trails and bridges above BCR's inundation level to reduce the frequency of flooding and improve recreational opportunities. Based on a previous intergovernmental agreement with the District, LCFPD must obtain approval from the District for any changes to the site. The Engineering and Maintenance and Operations Departments have reviewed the plans proposed by LCFPD and have no objections. The Engineering Department discussed with LCFPD the possibility of expanding the floodwater storage capacity of BCR to reduce flood damages along Buffalo Creek and the Des Plaines River. The U.S. Army Corps of Engineers performed preliminary evaluations of possible expansion alternatives and determined significant benefits exist and include both structural and transportation damage reductions. The analysis indicated up to 570 structures along Buffalo Creek and the Des Plaines River in the communities of Buffalo Grove, Wheeling, Mount Prospect, Prospect Heights, and Des Plaines would have a reduction in flood damages.
A narrow window of opportunity exists to determine the feasibility of expanding BCR. LCFPD desires to construct their trail improvements beginning in spring 2013. LCFPD has indicated a willingness to work with the District to explore the possibility of expanding BCR provided a mutually acceptable conceptual plan is identified by March 2013. To meet this objective, the Engineering Department recommends utilizing Hey to develop conceptual level site plans and cost estimates for expansion of BCR. Hey has worked extensively in the past with LCFPD and clearly understands LCFPD's aesthetic requirements.
There is no time extension required to complete this additional work.
The Engineering Department has negotiated with Hey an increase in the amount of $15,000.00 to develop conceptual site plans and cost estimates associated with the expansion of BCR.
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 agreement 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 $15,000.00 (1.28 % of the current contract value) from an amount of $1,167,333.72 to an amount not to exceed $1,182,333.72.
Funds are available in Account 501-50000-601410.
Requested, Catherine A. O'Connor, Director of Engineering, WSS:JPM
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 December 6, 2012