TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 17, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase Contract 14-253-AF Diversion Channel for Midlothian Creek in Robbins, CSA to F.H. Paschen, S.N. Nielsen & Associates LLC in an amount of $14,186.26, from an amount of $11,338,641.67, to an amount not to exceed $11,352,827.93, Account 501-50000-645620, Purchase Order 4000089
Body
Dear Sir:
On April 21, 2022, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 14-253-AF Diversion Channel for Midlothian Creek in Robbins, CSA to F.H. Paschen, S.N. Nielsen & Associates LLC, in an amount not to exceed $9,543,000.00. The scheduled contract completion is in October 2024.
As of October 4, 2024, 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 (10/4/2024) $1,795,641.67
% Change of Original Contract Value 18.82%
Current Contract Value $11,338,641.67
Requested Increase $14,186.26
New Contract Value $11,352,827.93
% Change of Current Contract Value 0.13%
Total % Change of Original Contract Value 18.96%
The following items require changes to the original contract and are listed below.
Item 1: An extra in the amount of $14,186.26 is necessary to replace decomposed granite material used at the landings for the stairs leading down to the diversion channel outfall at the Calumet Sag Channel, which has washed-out and eroded during heavy rainfall. The contractor was notified by the District of this erosion issue during a punch list inspection, and reinstalled the decomposed granite, but it did not correct the issue. In order to ensure the landings are stable and will not require significant maintenance, it was determined to remove the decomposed granite and replace these areas experiencing washout with pavement. Accordingly, the District issued a Request for Proposal (RFP-13) to the contractor for all work required to replace the decomposed granite with pavement in the landing areas that experience washout. The contractor submitted a cost proposal (CO-36) for an extra in the amount of $14,186.26 and a credit in the amount of $0.00, for a net extra in the amount of $14,186.26. The engineer reviewed the proposal, found it to be reasonable and stated via correspondence CO36, that the Engineering Department would recommends its approval to the Board of Commissioners.
Item 2: In order to close out the contract, while ensuring the landscaping maintenance requirements associated with the U.S. Army Corps of Engineer’s permit for the project, a change order has been requested by the contractor to utilize a maintenance bond. The contract has a one-year maintenance period for tree and planting work and a three-year maintenance period for native plantings along the diversion channel. The contract submitted a cost proposal (CO-34) for the maintenance bond at no additional cost to the District. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence CO34, that the Engineering Department would recommend its approval to the Board of Commissioners.
The above 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 these change orders to increase Contract 14-253-AF in an amount of $14,186.26 (0.13% of the current contract value), from an amount of $11,338,641.67, to an amount not to exceed $11,352,827.93.
Funds are available in Account 501-50000-645620.
Requested, Catherine A. O’Connor, Director of Engineering, KMF:JK:DC
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 October 17, 2024
Attachment