TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 11, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase Contract 14-253-AF Diversion Channel for Flood Control Project on Midlothian Creek in Robbins, CSA, to F.H. Paschen, S.N. Nielsen & Associates LLC in an amount of $211,212.36, from an amount of $11,127,429.31, to an amount not to exceed $11,338,641.67, Account 501-50000-645620, Purchase Order 4000089
Body
Dear Sir:
On April 21, 2022, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 14-253-AF Diversion Channel for Flood Control Project on Midlothian Creek, CSA, in Robbins to F.H. Paschen, S.N. Nielsen & Associates LLC, in an amount not to exceed $9,543,000.00. The scheduled contract completion dated is in June 2024.
As of June 21, 2024, the attached list of change orders has been approved.
Original Contract Amount $9,543,000.00
Date of Board Approval 4/21/2022
Cumulative Change Order (6/21/2024) $1,584,429.31
% Change of Original Contract Value 16.60%
Current Contract Value $11,127,429.31
Requested Increase $211,212.36
New Contract Value $11,338,641.67
% Change of Current Contract Value 1.90%
Total % Change of Original Contract Value 18.82%
While performing contract work, the contractor encountered field conditions that required changes to the original contract and are listed below.
Item 1: An extra in the amount of $38,958.35 is necessary to compensate the contractor for expanding the project limits in the northeast area. While performing excavation work for the proposed diversion channel, the amount of surplus soil generated exceeded the capacity of the designated surplus soil stockpile area as well as the 5,500 tons of surplus soil to be removed and disposed of under allowance item 2. In order to reduce hauling and disposal costs of this surplus soil, and to abide by the Village’s request to keep fill material on site, the decision was made to expand the project limits in order to expand the proposed overlook hill to accommodate the surplus soil. The contractor performed the expansion work at their own risk and the work was tracked on a time and material basis. The contractor submitted a cost proposal (CO-22) in an amount of $38,958.35 for this work. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence CO22, that the Engineering Department would recommend its approval.
This change order is in compliance with the Illinois Criminal Code since the chance is germane to the contract.
Item 2: An extra in the amount of $42,100.10 is necessary to compensate the contractor for undercuts performed to the subgrade on Woodlawn Ave. The subgrade on Woodlawn Avenue was failing compaction tests due to a combination of the soil type and the continuous flooding of Woodlawn Avenue from the Village of Robbins’ water tank overflowing. The District had Flood Testing Laboratories inspect the subgrade and provide a recommendation. As a result of this inspection, the contractor was directed to perform undercut work on Woodlawn Avenue with the work being tracked on a time and material basis. The contractor submitted a cost proposal (CO-27) for an extra in the amount of $42,100.10 for this work. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence CO27, that the Engineering Department would recommend its approval.
This change order is in compliance with the Illinois Criminal Code since the change order is due to circumstances not reasonably foreseeable at the time the contract was signed, and is in the best interest of the District.
Item 3: An extra in the amount of $24,227.98 is necessary to compensate the contractor for 175.8 cubic yards of rock excavation. Unit Price Item 4 was included in the contract to compensate the contractor for rock excavation needed on the project in an amount not to exceed 3,300 cubic yards of rock excavation. However, Unit Price Item 4 also stated that the contractor was to be paid for actual quantity of rock excavation performed as measured in the field, regardless if it is more or less than 3,300 cubic yards. On May 18, 2023, the Board of Commissioner granted the District authority to compensate the contractor for an additional 3,000 cubic yards of rock excavation, due to differing site conditions between the rock encountered on site and the rock coring survey data. After all rock excavation work was completed, final survey data showed an additional 175.8 cubic yards of excavated rock that was not accounted for. The contractor submitted a cost proposal (CO-29) for an extra in the amount of $24,227.98 to account for this additional rock quantity. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence CO29, that the Engineering Department would recommend its approval.
This change order is in compliance with Illinois Criminal code since the change is germane to the contract.
Item 4: An extra in the amount of $27,891.38 is necessary due to lost manhour and material costs from an unforeseen cancellation of work that occurred on November 18, 2023. The subgrade on Woodlawn Avenue had been prepared and ready for the placement of asphalt. When the contractor arrived onsite, the Village of Robbins’ water tank had overflowed during the night, flooding out Woodlawn Avenue. All hot mix asphalt material is prepared the morning of installation, and the supplier is entitled to full material compensation. The contractor submitted a cost proposal (CO-30) for an extra in the amount of $27,891.35. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence CO30, 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.
Item 5: An extra in the amount of $1,717.76 is necessary to compensate the contractor for additional compaction and prepping work that was performed to the aggregate base course on Woodlawn Avenue. Woodlawn Avenue was originally compacted and ready for asphalt placement in the fall of 2023. Due to Village of Robbins’ water tank overflowing and flooding out Woodlawn Avenue, this work was delayed to the Spring of 2024. Between the Fall of 2023 and Spring of 2024, the subgrade on Woodlawn Avenue needed additional compaction work to meet quality control standards for the aggregate base course. The contractor performed this work at their own risk requesting it be tracked on a time and material basis and submitted a cost proposal (CO-31) in an amount of $2,276.74 for the additional compaction work. The engineer reviewed the proposal and counter proposed an amount of $1,717.76, that was accepted by the contractor, and stated via correspondence CO31, that the Engineering Department would recommend its approval.
Item 6: An extra in the amount of $76,316.79 is necessary to compensate the contractor for furnishing additional topsoil required for the project. The contractor furnished a total of 11,000 cubic yards of topsoil. The contractor submitted cost proposal (CO-32) in an amount of $88,100.37 with updated calculations showing that it would be reasonable to expect 7,910.77 cubic yards of topsoil to be recovered for reuse, based on the soil borings included in the geotechnical report. The engineer reviewed the proposal and counter proposed an amount of $76,316.79, that was accepted by the contractor, and stated via correspondence CO32, that the Engineering Department would recommend its approval.
The above two change orders are in compliance with the Illinois Criminal Code since the changes are germane to the contract.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute six change order to increase Contract 14-253-AF in an amount of $211,212.36 (1.90% of the current contract value), from an amount of $11,127,429.31, to an amount not to exceed $11,338,641.67.
Funds are available in Account 501-50000-645620.
Requested, Catherine A. O’Connor, Director of Engineering, KMF:JK:DC
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 July 11, 2024
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