TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 16, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase purchase order and amend the agreement with V3 Companies of Illinois, Ltd., for Contract 18-CON-03 professional engineering services for Contract 18-848-5F Program Management of Stormwater Master Planning in Separate Sewer Service Area in an amount of $1,237,760.10, from an amount of $2,049,967.00, to an amount not to exceed $3,287,727.10, Account 501-50000-612440, Purchase Order 3100484
Body
Dear Sir:
On May 17, 2018, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with V3 Companies of Illinois, Ltd. (V3), for professional engineering services for Contract 18-848-5F, Program Management of Stormwater Master Planning in Separate Sewer Service Area, in an amount not to exceed $2,049,967.00. The contract expires on December 31, 2024.
This contract has no prior change orders.
Original Contract Amount $2,049,967.00
Date of Board Approval 5/17/2018
Cumulative Change Order (5/3/2024) $0.00
% Change of Original Contract Value 0%
Current Contract Value $2,049,967.00
Requested Increase $1,237,760.10
New Contract Value $3,287,727.10
% Change of Current Contract Value 60.38%
Total % Change of Original Contract 60.38%
The original scope of the contract has tasked V3 with delivering program management services to develop a cohesive approach for stormwater master planning in the separate sewer areas. The scope also includes technical advisory services on an on-call basis for individual master planning studies.
Consistent with the scope of the contract, in Spring of 2021, the District directed V3 to perform planning work within the Little Calumet Watershed to identify potential sites for stormwater storage. This was necessitated by the loss of stormwater storage within the watershed due to the eventual decommissioning of the Thornton Transitional Reservoir (which occurred in September 2022) and the increasing need for stormwater storage resulting from climate change. V3 completed the study in October of 2021 and identified seven potential locations where reservoirs could be constructed. In subsequent discussions with the Forest Preserve District of Cook County (FPDCC), a mutual desire for a multi-benefit flood control project was envisioned at one of the identified sites to provide stormwater benefits and amenities for green open space and recreation opportunities. V3 has since performed additional planning and hydraulic modeling for the project to further define the scope and benefits of the project. On June 1, 2023, the Board authorized the District to negotiate an intergovernmental agreement (IGA) with the FPDCC for this multi-benefit flood control project. A separate transmittal letter has been submitted concurrently to the Board requesting authorization to enter into an IGA with the FPDCC for land acquisition, concept planning, and preliminary engineering for the project.
The District has recently been awarded $750,000.00 for the preliminary study of the project under the Coronavirus State and Local Fiscal Recovery Funds Program authorized by the American Rescue Plan Act (ARPA) through a subrecipient agreement with Cook County. The project has also been awarded $487,760.10 for the planning and conceptual design of the project under Federal Emergency Management Agency’s (FEMA) Building Resilient Infrastructures and Communities (BRIC) grant program. The total amount of grant funding to be received by the project is expected to be $1,237,760.10.
V3 is being recommended to continue the work on concept planning and finalization for the project because of the firm’s knowledge and experience with similar stormwater management projects of this scale. V3 is also intimately familiar with this project due to their ongoing involvement with the planning of the project.
The additional services to be comprised in this change order include: 1) civil engineering services, 2) landscape architecture services, 3) land survey services, 4) environmental services, 5) geological/geotechnical services, 6) ecological services, 7) preparation of the concept development plan, 8) grant application assistance, and 9) project management services.
Subsequent to review of the concept development plan, the Engineering Department (Engineering) will make a recommendation as to the feasibility of the project. If determined feasible to proceed, Engineering intends to retain the services of a consulting firm to continue to advance the design of this multi-benefit flood control project, subject to the Board of Commissioners’ approval.
The aforementioned changes are expected to further the concept planning and finalization of the multi-benefit flood control project, and this change order will allow the District to meet the funding requirements of ARPA and FEMA’s BRIC grant program.
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 in an amount of $1,237,760.10 (60.38% of the current contract value), from an amount of $2,049,967.00, to an amount not to exceed $3,287,727.10.
Funds are available in Account 501-50000-612440.
Requested, Catherine A. O’Connor, Director of Engineer, KMF:JK:RF
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 May 16, 2024