TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 3, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase purchase order and amend the agreement with Donohue and Associates, Inc., for professional engineering services for Contract 14-253-3F, Final Design for a Flood Control Project on Midlothian Creek in Robbins, Illinois in an amount of $135,343.00, from an amount of $2,231,744.65, to an amount not to exceed $2,367,087.65, Account 401-50000-612450, Purchase Order 3094570
Body
Dear Sir:
On March 16, 2017, 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 services for Contract 14-253-3F, Final Design for a Flood Control Project on Midlothian Creek in Robbins, Illinois in an amount not to exceed $1,815,130.00. The contract expires on December 31, 2021.
As of November 5, 2020, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in an amount of $416,614.65, from the original amount awarded of $1,815,130.00. The current contract value is $2,231,744.65. The prior approved change orders reflect a 18.7% increase to the original contract value.
The original final design scope of work included public coordination meetings, technical memorandums, permit applications, detailed plans and specifications, cost estimates, bid phase services, and letter of map revision services for addressing overbank flooding through conveyance system improvements along the existing creek, a new stormwater storage facility, and a new overflow channel to the Calumet-Sag Channel in Robbins.
The Engineering Department has determined that additional services are required to accommodate the award of a Section 319 grant by the Illinois Environmental Protection Agency in the amount of $1,000,064.00 for the Robbins Rain Garden and Riparian Restoration improvements to be constructed along with the captioned Flood Control Project on Midlothian Creek. The IEPA notified the District of the grant award after the scope of work for the final design was approved. The additional services provided will include survey and design for the project improvements associated with the grant funding.
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 $135,343.00 (6.06% of the current contract value), from an amount of $2,231,744.65, to an amount not to exceed $2,367,087.65.
Funds are available in Account 401-50000-612450.
Requested, Catherine A. O’Connor, Director of Engineer, 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 December 3, 2020