TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 8, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase Contract 21-863-2C, Master Plan for Salt Creek at Fullersburg Woods, to V3 Construction Group, LTD., in an amount of $156,269.51, from an amount of $9,341,706.36, to an amount not to exceed $9,497,975.87, Account 201-50000-612400, Purchase Order 4000104
Body
Dear Sir:
On September 7, 2023, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 21-863-2C Master Plan for Salt Creek at Fullersburg Woods to V3 Construction Group, LTD., in an amount not to exceed $9,375,745.00. The contract completion date is June 30, 2030.
As of July 12, 2024, the attached list of change orders has been approved.
Original Contract Amount $9,375,745.00
Date of Board Approval 9/7/2023
Cumulative Change Order (7/12/2024) ($34,038.64)
% Change of Original Contract Value (0.36%)
Current Contract Value $9,341,706.36
Requested Increase $156,269.51
New Contract Value $9,497,975.87
% Change of Current Contract Value 1.67%
Total % Change of Original Contract Value 1.30%
Prior to removal of the dam under this contract, water levels in the impoundment upstream of the dam could be lowered approximately three feet by opening the bypass gates. While water levels were lowered in this condition, many areas within the impoundment remained several feet deep, which limited assessment of existing conditions during the contract design phase. Riffle and pool design was completed based upon topographic and bathymetry surveys, and what could be reasonably and safely observed during draw down.
After complete removal of the dam under this contract, water levels in the former impoundment dropped allowing for greater and more detailed examination of riverbed conditions. As expected, some fluvially-driven adjustments in riverbed morphology also occurred after dam removal and a return to free flowing conditions in Salt Creek for the first time in over ninety years. Dry weather during late spring and early summer also facilitated greater and more detailed examination of riverbed conditions.
Item 1: The examinations revealed that riffles and pools had survived inundation by the dam and were more intact than previously thought. Additionally, although sediment characterization during the design phase had led to most of the riverbed sediment being classified as Clean Construction or Demolition Debris (CCDD), the Contractor found no CCDD facilities would accept riverbed sediment resulting from riffle construction and pool excavation without testing each load due to the possibility that potentially contaminated sediment from upstream washed into the project area. As a result of these findings, it was determined that certain modifications to the scope included in the contract documents are warranted, including elimination of some pool work, changing riffle work from full construction to enhancement, and reclassification of some riverbed disposal material from CCDD to Subpart D (non-hazardous special waste).
The contractor submitted a cost proposal (COR-03) for an extra in the amount of $0.00 and a credit in the amount of $151,053.99 for a ’Net’ total credit in the amount of ($151,053.99). The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence CO-03 that the Engineering Department would recommend its approval.
Item 2: In addition, it was determined that certain modifications to the original design of the bank stabilization were warranted, including the following: relocation of proposed boulder toe shoreline stabilization to other more critically imperiled areas on site; replacement of excavated riverbed material resulting from pool construction originally planned to be used for shoreline stabilization with imported stone cobble and boulders to provide better shoreline protection/armoring; and addition of cobble and boulder toe stabilization to the outside of river meander bends at constructed pools for additional long-term stability of the system. The contractor submitted a cost proposal (COR-04) for an extra in the amount of $307,323.50 and a credit in the amount of $0.00 for a ’Net’ Total in the amount of $307,323.50. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence CO-04 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.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute a change order to increase Contract 21-863-2C in an amount of $156,269.51 (1.67% of the current contract value), from an amount of $9,341,706.36, to an amount not to exceed $9,497,975.87.
Funds are available in Account 201-50000-612400.
Requested, Catherine A. O’Connor, Director of Engineering, KMF:LS
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 August 8, 2024
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