TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 3, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase Contract 10-238-1M TARP Pump Station Pump and Pipe Movement Monitoring at Calumet Water Reclamation Plant, to Mid-America Dynamics, Inc. in an amount of $40,000.00, from an amount of $73,194.00, to an amount not to exceed $113,194.00, Account 101-50000-601410, Purchase Order 3073666
Body
Dear Sir:
On May 17, 2012, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 10-238-1M TARP Pump Station Pump and Pipe Movement Monitoring at Calumet Water Reclamation Plant (Calumet WRP), to Mid-America Dynamics, Inc. (MAD), in an amount not to exceed $73,194.00. The work performed under this contract was recently completed, but final payment has not yet been made.
This contract has no prior change orders.
The existing large pumps at Calumet TARP have had operational problems since they were installed in 2006. Earlier testing by MAD had shown significant movement of pump W-3, but also indicated movement in the suction and discharge piping, which was the driving factor for the contract to be executed. The vibration analysis and corresponding reports were recently completed and submitted by MAD. The analysis provided was thorough and gave insight on the movements of the pumps and piping, meeting the expectations of the District engineers.
During this same period, while the monitoring of the Calumet TARP pumps was being performed, the District had repeated issues with Blower 2 at the Stickney Water Reclamation Plant. On its last startup, the motor experienced a ground fault. The motor provider (Siemens) took the motor apart in an attempt to determine a cause of the issues, but it believes that the failures were not caused by the motor. While there has been no conclusive evidence of the cause of the ongoing issues, Howden Roots and Siemens have agreed to split the cost to repair the Siemens’ motor. As part of the agreement, Siemens requested that vibration testing be performed on the blower and motor system to provide data to be used in determining a cause for the Blower issues. Siemens feels that the startup issues are due to vibration or frequency issues from the Pump and Blower Building itself. The District does not feel this is the problem since prior to installation of Blower 2, a blower in the same location operated for many years. It is in the best interest of the District to provide an independent analysis for the vibration monitoring. The District engineers involved with the vibration monitoring performed on the TARP pumps feel that MAD is capable of performing the same analysis on Blower 2. As requested by the engineer, the contractor submitted a cost proposal in the amount of $40,000.00. The engineer reviewed the proposal, found it reasonable, and the Engineering Department would recommend 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.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute a change order to increase Contract 10-238-1M in an amount of $40,000.00 (54.65% of the current contract value), from an amount of $73,194.00, to an amount not to exceed $113,194.00.
Funds are available in Account 101-50000-601410.
Requested, Catherine A. O’Connor, Director of Engineering, MVL:JAW
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 September 3, 2015