TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 17, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase purchase order and amend the agreement with Gewalt Hamilton Associates, Inc., for Contract 22-874-5F, General Stormwater Task Order Consulting Services, in an amount of $598,805.00, from an amount of $1,640,600.00, to an amount not to exceed $2,239,405.00, Account 501-50000-612450, Purchase Order 3121832
Body
Dear Sir:
On October 6, 2022, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Gewalt Hamilton Associates, Inc., for professional engineering services for Contract 22-874-5F, General Stormwater Task Order Consulting Services, in an amount not to exceed $1,640,600.00 in the Stormwater Management Fund. The intent of the contract was to provide design services to advance ongoing and future design of stormwater projects. The focus of the contract has been to complete final design of project 12-056-5F, Flood Control Project on Prairie Creek. The contract expires on December 7, 2025.
There have been no prior change orders.
Original Contract Amount $1,640,600.00
Date of Board Approval 10/6/2022
Cumulative Change Order (10/4/2024) $0.00
% Change of Original Contract Value 0.00%
Current Contract Value $1,640,600.00
Requested Increase $598,805.00
New Contract Value $2,239,405.00
% Change of Current Contract Value 36.50%
Total % Change of Original Contract Value 36.50%
Gewalt Hamilton Associates, Inc. (GHA) has been assisting the Engineering Department with final design of project 12-056-5F, Flood Control Project on Prairie Creek. As final design has progressed, the project’s required scope of work has greatly expanded due to incorporating updated rainfall data and to minimize any negative effects downstream of the project site. These changes included adding work to a second detention pond in the area, expanding the work at an existing detention pond, the inclusion of a bypass sewer, and the inclusion of several culverts. Work is now required to provide additional design services, hydraulic modeling and analysis, and coordinate with other agencies such as IDOT, Cook County, and Illinois State Toll Highway Authority, and perform utility exploration. This change order is required to enable GHA to complete the project’s design and provide support during bidding. This project has been selected for Federal funding through a FEMA-Building Resilient Infrastructure and Communities grant and is currently under review for an additional FEMA Pre-Disaster Mitigation grant. This project was also identified for American Rescue Plan Act funding in the Subrecipient Agreement between Cook County and the District, authorized by the Board on June 15, 2023. The total amount of grant funding to be received by the project is expected to be $16,356,919.00.
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 with GHA in an amount of $598,805.00 (36.50% of the current contract value), from an amount of $1,640,600.00, to an amount not to exceed $2,239,405.00.
Funds for the estimated expenditure for 2024 in the amount of $200,000.00 are available in Account 501-50000-612450. Funds for the estimated expenditure for 2025 in the amount of $398,805.00 are contingent on the Board’s approval of the 2025 Budget.
Requested, Catherine A. O’Connor, Director of Engineering, KF:JK
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 October 17, 2024