TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 7, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to decrease Contract 14-253-AF Diversion Channel for Midlothian Creek in Robbins, to F.H. Paschen, S.N. Nielsen & Associates LLC in an amount of $1,931.87, from an amount of $10,993,528.71, to an amount not to exceed $10,991,596.84, Account 501-50000-645620, Purchase Order 4000089
Body
Dear Sir:
On April 21, 2022, the Board of Commissioners authorized the Director of Procurement & Materials Management to award Contract 14-253-AF Diversion Channel for Midlothian Creek in Robbins to F.H. Paschen, S.N. Nielsen & Associates LLC in an amount not to exceed $9,543,000.00. The contract expires on November 28, 2023.
As of August 11, 2023, 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 (8/11/2023) $1,450,528.71
% Change of Original Contract Value 15.20%
Current Contract Value $10,993,528.71
Requested Decrease $(1,931.87)
New Contract Value $10,991,596.84
% Change of Current Contract Value (0.02%)
Total % Change of Original Contract Value 15.18%
Item 1: A credit in the amount of $16,500.00 for the reduction of approximately 300 tons of course aggregate of backfill for stone armoring work along the proposed diversion channel. The reduction in coarse aggregate is due to a redesigned detail of the stone armoring work that was issued in a request for proposal (RFP-8) issued to the contractor based on elevations encountered on site being higher than indicated in the geotechnical report included in the contract documents. The contractor submitted a cost proposal for additional rock excavation quantities in change order proposal (COR-14) previously approved by the Board of Commissioners on May 18, 2023, and is now submitting this cost proposal (COR-16) for a credit due to the District for the reduction of coarse aggregate. The engineer reviewed the contractor’s proposal for COR-16, found it to be reasonable, and recommends its approval.
Item 2: An extra in the amount of $14,568.13 for the contractor to furnish, install, and maintain approximately 0.70 acres of mown turf seeding. This work is necessary because it was intended to be performed by OAI, Inc. outside the District’s contract through a grant obtained from the National Fish and Wildlife Foundation to install native plantings and trees along the diversion channel. OAI, Inc. informed the District via email correspondence that they would not be able to perform the mown turf seeding work. The District subsequently submitted a request for proposal (RFP-9) to the contractor to incorporate the mown turf seeding work into their scope of work and the contractor submitted a cost proposal (COR-20) for an extra in the amount of $14,568.13 to perform this work. The engineer reviewed the proposal, found it to be reasonable and recommends 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 a change order to decrease Contract 14-253-AF in an amount of $1,931.87 (0.02% of the current contract value), from an amount of $10,993,528.71, to an amount not to exceed $10,991,596.84.
Funds will be restored to Account 501-50000-645620.
Requested, Catherine A. O’Connor, Director of Engineering, KMF:JK
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 September 7, 2023
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