TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 6, 2025
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to decrease Contract 17-131-4FR McCook Reservoir Rock Wall Stabilization and Geotechnical Instrumentation, SSA, Re-Bid, to IHC Construction Companies, L.L.C. in an amount of $556,347.50, from an amount of $22,418,508.43, to an amount not to exceed $21,862,160.93, Account 401-50000-645630, Purchase Order 4000086
Body
Dear Sir:
On March 3, 2022, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 17-131-4FR McCook Reservoir Rock Wall Stabilization and Geotechnical Instrumentation, SSA, Re-Bid, to IHC Construction Companies, L.L.C., in an amount not to exceed $14,980,000.00, plus a five (5) percent allowance for change orders in an amount of $749,000.00, for a total amount not to exceed $15,729,000.00. The scheduled contract completion date is July 16, 2025.
As of January 24, 2025, the attached list of change orders has been approved.
Original Contract Amount $14,980,000.00
Date of Board Approval 3/3/2022
Cumulative Change Order (1/24/2025) $7,438,508.43
% Change of Original Contract Value 49.66%
Current Contract Value $22,418,508.43
Requested Decrease ($556,347.50)
New Contract Value $21,862,160.93
% Change of Current Contract Value (2.48)%
Total % Change of Original Contract Value 45.94%
The purpose of Contract 17-131-4FR is to stabilize the near-vertical excavated rock perimeter highwalls of the McCook Reservoir along with installing instrumentation devices for monitoring geologic movements at the McCook Reservoir. Work has consisted of the installation of drain holes, rock bolts, rock dowels, cable bolts, chain link wire mesh, and shotcrete at locations where deemed necessary for the stability of the rock walls at the McCook Reservoir.
Item 1: As Stage 2 of the McCook Reservoir vertical rockwalls continue to be stabilized under the subject contract, field inspection of the reservoir overburden soil nail walls, which are adjacent to the rockwalls, have developed tree growth on top of the overburden slopes. The trees have matured to a state where the root systems may negatively impact the structural integrity of the soil nail walls. The retaining walls, installed under a separate contract by the United States Army Corp of Engineers, stabilize and support the overburden slopes from impeding on the McCook Reservoir Stage 2 mining line. In order to preserve and maintain the existing soil nail walls, the scope of this change order is to remove the trees. The contractor submitted a cost proposal (CO-13) for tree cutting, disposal, and applying herbicide to the tree stumps for an extra in the amount of $16,472.50, and a credit in the amount of $0.00, for a net extra in the amount of $16,472.50. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence CO13 that the Engineering Department would recommend its approval.
Item 2: The contract scope included a lump sum cost proposal for rockwall stabilization efforts and the removal of overhanging rock within Stage 1 of the McCook Reservoir. The scope also required the contractor to evaluate the overhanging rock wedges by a geotechnical engineer or geologist with rock support experience. Upon evaluation, the contractor cited safety concerns to complete the rock wall stabilization efforts and stated workers or equipment may be positioned in harm’s way if placed on or around the overhanging rock ledge. Due to the noted safety concerns, this change order deletes the rockwall stabilization efforts within Stage 1 of the McCook Reservoir for reassessment and evaluation under a future contract. The contractor submitted a cost proposal (CO-14) for this work for an extra in the amount of $0.00 and a credit in the amount of $572,820.00, for a net extra in the amount of ($572,820.00). The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence CO14 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 these change orders to decrease Contract 17-131-4FR, in an amount of $556,347.50 (-2.48% of the current contract value), from an amount of $22,418,508.43, to an amount not to exceed $21,862,160.93.
Funds will be restored to Account 401-50000-645630.
Requested, Catherine A. O’Connor, Director of Engineering, KMF:LS
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for February 6, 2025
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