TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 1, 2026
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Authority to increase purchase order with Stantec Consulting Services, Inc. for Contract 23-CON-01, Civil Consulting Support Services (Project 21-869-3S) in an amount of $482,104.26, from an amount of $1,500,000.00, to an amount not to exceed $1,982,104.26, Accounts 401-50000-612450, 501-50000-612450, Purchase Order 3129770
Body
Dear Sir:
On April 18, 2024, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Stantec Consulting Services, Inc. for Contract 23-CON-01, Civil Consulting Support Services (Project 21-869-3S), in an amount not to exceed $1,500,000.00. The scheduled contract completion date is May 8, 2027.
There have been no prior change orders for this contract.
Original Contract Amount $1,500,000.00
Date of Board Approval 4/18/24
Cumulative Change Order $0.00
% Change of Original Contract Value 0.00%
Current Contract Value $1,500,000.00
Requested Increase $482,104.26
New Contract Value $1,982,104.26
% Change of Current Contract Value 32.14%
Total % Change of Original Contract Value 32.14%
These change orders are requested to provide continued professional services for the following tasks.
Item 1: Includes unanticipated additional efforts for inspection and monitoring of the Thornton Reservoir. A surveillance and monitoring protocol is in place at the Thornton Reservoir to measure, inspect, and report on key features of the reservoir to ensure stability of the high walls, rock mass, and roller compacted concrete dam. This inspection involves continuous monitoring of inclinometers and piezometers around the permitter of the reservoir, surveying, visual inspection, and reporting quarterly and more frequently for rain events. As a result of the substantial rainfall events during the summer of 2026, the reservoir experienced multiple, sequential fill events and reached its highest elevation since commissioning in 2015. The reservoir remained near capacity for several weeks. With the reservoir water level reaching this elevated stage for the first time in its history, the reservoir surveillance and monitoring guidelines required daily visual inspection of the gap dam and rock walls, in addition to increased analysis of instrumentation and survey measurements. An increase in the amount of $307,938.26 is required to continue monitoring the reservoir per the surveillance and monitoring protocol through the end of the contract period.
Item 2: Includes new work related to the Salt Creek Intercepting Sewer No. 2. On December 3, 2015, the District awarded contract 06-155-3S, Salt Creek Intercepting Sewer 2 Rehabilitation, SSA for installation of a cured-in-place pipe liner to rehabilitate 32,800-foot of this intercepting sewer. The work was substantially completed on December 19, 2019. Recent closed circuit television inspections of the sewer indicate degradation and failure in approximately 1,200 feet of the installed liner. This task order consists of a forensic investigation study to determine the cause of the failed liner. The study includes pipe scanning, liner core sampling, laboratory testing, a summary analysis report, and further recommendations. An increase of $174,166.00 is required for this work.
These change orders are in compliance with the Illinois Criminal Code since the changes are 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 these change orders to increase the purchase order for Contract 23-CON-01 in an amount of $482,104.26 (32.14% of the current contract value), from an amount of $1,500,000.00, to an amount not to exceed $1,982,104.26.
Funds for 2026 in the amounts of $174,166.00 and $157,938.26 are available in Accounts 401-50000-612450 and 501-50000-612450, respectively. The estimated expenditure for 2027 in Account 501-50000-612450 is $150,000.00 and is contingent on the Board of Commissioners’ approval for the District’s budget for that year.
Requested, Catherine A. O’Connor, Director of Engineering, KMF:LS
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 October 1, 2026