TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 3, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
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Authority to increase Contract 14-263-3F, Melvina Ditch Reservoir Improvements, SSA, to F.H. Paschen, S.N. Nielsen & Associates LLC in an amount of $81,050.41, from an amount of $16,313,134.80, to an amount not to exceed $16,394,185.21, Account 401-50000-645620, Purchase Order 4000052
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Dear Sir:
On November 2, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 14-263-3F, Melvina Ditch Reservoir Improvements, SSA, to F.H. Paschen, S.N. Nielson & Associates, LLC, in an amount not to exceed $14,245,000.00, plus a five (5) percent allowance for change orders in an amount of $712,250.00, for a total amount not to exceed $14,957,250.00. The contract expires June 21, 2021.
As of November 20, 2020, the attached list of change orders has been approved. The effect of these change orders resulted in an increase amount of $2,068,134.80 from the original amount of $14,245,000.00. The current contract value is $16,313,134.80. The prior approved change orders reflect a 14.52% increase to the original contract value.
Item 1: Based on field conditions, modifications to the storm structures draining into and through the reservoir were required to minimize and alleviate erosion, including the placement of additional riprap at various locations. The contractor submitted a cost proposal (CO-53) for an extra in the amount of $77,551.38. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence CO53, that the Engineering Department would recommend its approval.
Item 2: The disassembly and off-site inspection of pump number 3 revealed additional problems affecting the pump’s performance which need to be corrected. Necessary work to be done under this change order include repair or replacement of existing pump components including tube section and discharge assemblies, motor connections, and lubricating system equipment. The contractor submitted a cost proposal (CO-56) for an extra in the amount of $3,499.03 for work beyond the scope of the contract. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence CO-56, 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 due to circumstances not reasonably foreseeable at the time the contract was signed, and are 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 two change orders to increase Contract 14-263-3F in an amount of $81,050.41(0.50% of the current contract value), from an amount of $16,313,134.80, to an amount not to exceed $16,394,185.21.
Funds are available in Account 401-50000-645620.
Requested, Catherine A. O’Connor, Director of Engineering, 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.
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