TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 10, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to decrease Contract 14-253-AF Diversion Channel for Midlothian Creek in Robbins, to F.H. Paschen, S.N. Nielsen & Associates LLC in an amount of $1,938.75, from an amount of $10,995,467.46, to an amount not to exceed $10,993,528.71, Account 501-50000-645620, Purchase Order 4000089
Body
Dear Sir:
On April 21, 2022, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 14-253-AF Diversion Channel for Midlothian Creek in Robbins, to F.H. Paschen, S.N. Nielsen & Associates LLC, in an amount not to exceed $9,543,000.00, plus a five (5) percent allowance for change orders in an amount of $477,150.00, for a total amount not to exceed $10,020,150.00. The contract expires on November 28, 2023.
As of July 14, 2023, the attached list of change orders has been approved.
Original Contract Amount $9,543,000.00
Date of Board Approval 4/21/2022
Cumulative Change Order (7/14/2023) $1,452,467.46
% Change of Original Contract Value 15.22%
Current Contract Value $10,995,467.46
Requested Decrease $(1,938.75)
New Contract Value $10,993,528.71
% Change of Current Contract Value (0.02%)
Total % Change of Original Contract Value 15.20%
Item 1: A credit in the amount of $8,777.80 is necessary for the elimination of approximately 1,500 CY of soil excavation from the Contract Lump Sum Price. Due to the presence of lead contaminated soil, this excavation work will be paid out under Directed Change Order - 6, which was issued by the District to the contractor on January 23, 2023 to remediate the contaminated soil and associated waste in this area. Since excavation work in this area will now be paid out under COR-6, the District requested the contractor to submit a cost proposal for the elimination of this excavation and stockpiling work from the contract. The contractor submitted a cost proposal (COR-15) for a credit in the amount of $8,777.80. The Engineer reviewed the proposal, found it to be reasonable, and recommends its approval.
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.
Item 2: An extra in the amount of $2,777.89 is necessary to install brick and mortar plugs for an inactive sewer that was encountered on site and not identified during design due to the lack of local infrastructure records. The contractor submitted a cost proposal (COR-17) for an extra in the amount of $2,777.89. The Engineer reviewed the proposal, found it to be reasonable, and recommends its approval.
Item 3: An extra in the amount of $4,061.16 is necessary to increase the diameter of proposed light pole foundations from 18-inches to 24-inches. The contractor submitted a request for information (RFI-57) informing the District that the 18-inch diameter foundations specified in the plans were too small to accommodate the lighting unit’s circular bolt pattern. The District verified that the light pole foundations needed to be increased and directed the contractor to increase the diameter of the light pole foundations to 24-inches for all the 25-foot-tall light poles called out in the plans. The contractor submitted a cost proposal (COR-18) for an extra in the amount of $4,061.16 that includes all material costs needed to incorporate the larger diameter light poles foundations. The engineer reviewed the proposal, found it to be reasonable, and recommends its approval.
These change orders are in compliance with the Illinois Criminal Code since the changes are germane to the contract.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute these change orders to decrease Contract 14-253-AF in an amount of $1,938.75 (0.02% of the current contract value), from an amount of $10,995,467.46, to an amount not to exceed $10,993,528.71.
Funds will be restored to Account 501-50000-645620.
Requested, Catherine A. O’Connor, Director of Engineering, KMF:JK:DC
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, 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 10, 2023
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