TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 15, 2021
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase Contract 14-263-3F Melvina Ditch Reservoir Improvements, SSA, to F.H. Paschen, S.N. Nielsen & Associates, LLC in an amount of $132,927.66, from an amount of $16,394,185.21, to an amount not to exceed $16,527,112.87, Account 401-50000-645620, Purchase Order 4000052
Body
Dear Sir:
On November 2, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 14-263-3F Melvina Ditch Reservoir Improvements, SSA, to F.H. Paschen, S.N. Nielson & Associates, LLC in an amount not to exceed $14,245,000.00, plus a five (5) percent allowance for change orders in an amount of $712,250.00, for a total amount not to exceed $14,957,250.00. The contract expires February 13, 2022.
As of June 18, 2021, the attached list of change orders has been approved.
Original Contract Amount: $14,245,000.00
Date of Board Approval 11/2/2017
Cumulative Change Order (6/18/2021) $2,149,185.21
% Change of Original Contract Value 15.09%
Current Contract Value $16,394,185.21
Requested increase $132,927.66
New Contract Value $16,527,112.87
% Change of Current Contract Value 0.81%
Total % Change from Original Contract Value 16.02%
Refurbishment of Motor No. 3 was not anticipated when this contract was originally prepared and bid. However, after Pump No. 3 was refurbished and reinstalled there was significant vibration observed. After additional testing it was determined Motor No. 3 is significantly worn and in need of repair. Running the motor in its current condition long term will cause overheating, vibration issues, damage to components and eventual failure. The proposed work will include refurbishment prescribed for the other two motors in the contract specifications and corrective work associated with motor fit to the pump. The contractor submitted a cost proposal for an extra in an amount of $132,927.66 and a credit in an amount of $0.00, for a net extra in an amount of $132,927.66. The engineer has reviewed the proposal, found it to be reasonable, and stated via correspondence COR-58, that 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 14-263-3F in an amount of $132,927.66 (0.81% of the current contract value), from an amount of $16,394,185.21, to an amount not to exceed $16,527,112.87.
Funds are available in Account 401-50000-645620.
Requested, Catherine A. O’Connor, Director of Engineering, KMF:JK
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 July 15, 2021.
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