TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 15, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to increase purchase order and amend the agreement with Donohue and Associates, Inc., for professional engineering post-award services for Contract 14-253-5F Flood Control Project on Midlothian Creek in Robbins, Illinois in an amount of $245,218.00, from an amount of $692,197.00, to an amount not to exceed $937,415.00, Account 501-50000-612450, Purchase Order 3119002
Body
Dear Sir:
On April 7, 2022, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Donohue and Associates, Inc., for professional engineering post-award services for Contract 14-253-5F Flood Control Project on Midlothian Creek in Robbins, Illinois, in an amount not to exceed $692,197.00. The contract expires on December 31, 2025.
This contract has no prior change orders.
Original Contract Amount $692,197.00
Date of Board Approval 4/7/2022
Cumulative Change Order $0.00
% Change of Original Contract Value 0.00%
Current Contract Value $692,197.00
Requested Increase $245,218.00
New Contract Value $937,415.00
% Change of Current Contract Value 35.43%
Total % Change of Original Contract Value 35.43%
The post-award services provided under this agreement include both the Phase 1 Diversion Channel and the ongoing Phase 2 Stormwater Park and Midlothian Creek Channel Improvements. The Engineering Department has determined that additional funds are needed for out-of-scope services associated with both Phase 1 and Phase 2 due to unforeseen circumstances that arose during construction after the designs were completed.
The issues encountered during Phase 1 construction included additional geotechnical and environmental services were required due to hazardous materials encountered on site. Phase 1 also required additional design and post-award services to facilitate out of scope landscaping and grading revisions.
Phase 2 issues included additional bidding services required to rebid the project after the first bids were determined non-responsive, along with a need to resubmit permit applications to county, state, and federal agencies due to the resulting delay of the start of Phase 2 construction. Additional project management and project coordination is also required based on the issues noted above.
These additional services include work to be performed by the Minority-owned Business Enterprises/Small Business Enterprises (MBE/SBE) firm 2IM Group, LLC, and the Women-owned Business Enterprises/Small Business Enterprises (WBE/SBE) firm Living Habitats Limited Partnership, in addition to the work they previously performed under this contract. Approximately 45 percent of the total dollar value of the additional work will be performed by these MBE/SBE and WBE/SBE firms providing services for the core elements of the project in accordance with their areas of expertise.
This change order is in compliance with the Illinois Criminal Code since the change is germane to the contract.
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 14-253-5F in an amount of $245,218.00 (35.43% of the current contract value), from an amount of $692,197.00, to an amount not to exceed $937,415.00.
Funds are available in Account 501-50000-612450.
Requested, Catherine A. O’Connor, Director of Engineering, KMF:JK
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson 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 15, 2025