TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 3, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to increase Contract 19-151-4C Geotechnical Related Work Associated with the McCook and Thornton Reservoirs to Black and Veatch Corporation in an amount of $341,399.00, from an amount of $1,149,693.00, to an amount not to exceed $1,491,092.00, Account 401-50000-612430, Purchase Order 3109177
Body
Dear Sir:
On February 20, 2020, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 19-151-4C Geotechnical Related Work Associated with the McCook and Thornton Reservoirs, to Black and Veatch Corporation (B&V) in an amount not to exceed $1,000,000.00. The contract was originally scheduled to end on February 18, 2023, and has since been extended three times. The current contract expiration date is December 31, 2025.
As of March 21, 2025, the attached list of change orders has been approved.
Original Contract Amount $1,000,000.00
Date of Board Approval 2/20/2020
Cumulative Change Order (3/21/2025) $149,693.00
% Change of Original Contract Value 14.97%
Current Contract Value $1,149,693.00
Requested Increase $341,399.00
New Contract Value $1,491,092.00
% Change of Current Contract Value 29.69%
Total % Change of Original Contract Value 49.11%
The purpose of this contract is to provide professional services to assist the Engineering Department in the preparation of plans and specifications for geotechnical related work associated with the McCook and Thornton Reservoirs. This work includes analyses and recommendations for monitoring instrumentation and stability measures for reservoir walls, the design of twin inter-stage 30-foot connecting tunnels between Stage 1 and Stage 2 of the McCook Reservoir and solar powered aeration systems within Stage 2 of the McCook Reservoir, and other reservoir related engineering services as may be required.
Item 1: An increase to the contract is required due to additional engineering services needed that were not reasonably foreseeable at the time of award for Contract 19-151-4C. The McCook Reservoir Stage 2 includes overburden slopes around the perimeter of the reservoir which were initially stabilized with a geocellular confinement system, geotextile fabric, anchoring and stone infill. This work was designed and completed by the United States Army Corps of Engineers (USACE) in June 2016. A separate portion of the reservoir work was designed and completed by the District in November 2018 utilizing the USACE design. A recent site inspection on December 17, 2024, with the District, USACE, and the geocellular confinement system contractor, revealed multiple areas along the overburden side slopes where existing anchors have been displaced and observed depressions on the aggregate side slopes and anchors showing signs of low strength holding capacities that were not originally witnessed upon contract completion in 2016 and 2018.
In response to the site inspection, the USACE stated on February 10, 2025, remediation of any overburden slope issues within Stage 2 of the McCook Reservoir would be required to be completed by the District and considered a requirement for project completion under the Project Partnership Agreement (PPA) that was signed on January 31, 2019. As the District reviews the USACE’s request, and in the interest of time with respect to the observed site conditions, the District requested B&V to provide a proposal for additional engineering services for a geotechnical investigation of the impacted overburden slopes. The scope of work will consist of field work with soil testing, soil characterization, interpretation of the laboratory results and an alternative analysis for the District to consider future monitoring plans and construction activities to address the observed overburden slope conditions. The contractor submitted a cost proposal for an extra in the amount of $241,005.00 and a credit of $0.00, for a net extra in the amount of $241,005.00. The engineer reviewed the proposal, found it to be reasonable, and stated, that the Engineering Department would recommend its approval.
Item 2: An increase to the contract is required due to additional engineering services needed that were not reasonably foreseeable at the time of award for contract 19-151-4C. The subject contract previously designed and developed engineering plans and specifications for highwall stabilization measures and the removal of overhanging rock in Stage 1 of the McCook Reservoir for contract 17-131-4FR, McCook Reservoir Rock Wall Stabilization and Geotechnical Instrumentation, SSA, Re-Bid. On February 6, 2025, the Board of Commissioners authorized the Director of Procurement and Materials Management to decrease contract 17-131-4FR for the deletion of the Stage 1 rock wall stabilization scope of work due to contractor cited safety concerns for the overhanging rock and for the reassessment and evaluation under a future contract. As such, the District requested B&V to provide a proposal for additional engineering services for the reevaluation of the stabilization measures for the Stage 1 McCook Reservoir highwall. The scope of work will consist of B&V preparing revised drawings and specifications for a new bid advertisement specific to this work. The contract will incorporate additional construction methods for performing the necessary activities. The contractor submitted a cost proposal for an extra in the amount of $100,394.00 and a credit in the amount of $0.00, for a net extra in the amount of $100,394.00. The engineer reviewed the proposal, found it to be reasonable, and stated that the Engineering Department would recommend its approval.
The above two change orders are 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 increase Contract 19-151-4C in an amount of $341,399.00 (29.69 percent of the current contract value), from an amount of $1,149,693.00, to an amount not to exceed $1,491,092.00.
Funds are available in Account 401-50000-612430.
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 April 3, 2025
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