TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 21, 2020
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 professional engineering services for Contract 14-263-3F, Melvina Ditch Reservoir Improvements in Burbank, Illinois in an amount of $41,250.00 from an amount of $1,321,477.00, to an amount not to exceed $1,362,727.00 Account 401-50000-612450, Purchase Order 3083712
Body
Dear Sir:
On November 6, 2014, 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 Contract 14-263-3F, Flood Control Project for the Melvina Ditch Watershed, in an amount not to exceed $1,037,405.00. Under this agreement, V3 performed preliminary and final design engineering, and is currently providing post-award engineering support for Contract 14-263-3F, Melvina Ditch Reservoir Improvements, which was awarded to F.H. Paschen, S.N. Nielsen & Associates LLC on November 2, 2017.
As of May 8, 2020, the attached list of change orders has been approved. The effect of these change orders resulted in an increase amount of $284,072.00 from the original amount of $1,037,405.00. The current contract value is $1,321,477.00. The prior approved change orders reflect a 27.38% increase to the original contract value.
V3’s contract expires on December 31, 2021.
The original post-award scope of work included engineering support needed to ensure construction is done in conformance with design requirements. The prior change orders involved redesign of numerous components of the project including grading changes to the access road and other design adjustments needed to address field conditions.
The Engineering Department has determined that additional services are required to accommodate unforeseen design and construction challenges. These include 1) pump repair evaluation, 2) ecological services to ensure native landscaping is properly established, 3) design modifications to improve facility performance, and 4) general post-award engineering support due to delays in construction caused by unforeseen utility relocation and pump repair issues.
The construction contract included refurbishing of the existing pump station components, while reservoir was to remain fully operational. Upon pump removal and inspection of the interior components further repair work was needed to ensure proper operations, requiring additional design support. The aforementioned changes will enhance this critical stormwater improvement.
For these additional services, V3 will utilize Interra, Inc. and Fluid Clarity, LTD, minority-owned businesses, towards meeting the Diversity Goals on this project (20% Minority-owned Business Enterprises, 10% Women-owned Business Enterprises and 10% Small Business Enterprises).
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 $41,250.00 (3.12% of the current contract value), from an amount of $1,321,477.00, to an amount not to exceed $1,362,727.00.
Funds are available in Account 401-50000-612450.
Requested, Catherine A. O’Connor, Director of Engineer, WSS:JK:AEH
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 May 21, 2020
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