TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 18, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to decrease Contract 15-266-4H5, Decommissioning of the Thornton Transitional Reservoir, CSA, Rebid, to IHC Construction Companies, LLC in a net credit amount of $154,837.56, from an amount of $26,133,634.92, to an amount not to exceed $25,978,797.36 Account 401-50000-645620, Purchase Order 4000082
Body
Dear Sir:
On November 4, 2021, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 15-266-4H5, Decommissioning of the Thornton Transitional Reservoir, CSA, Rebid, to IHC Construction Companies, LLC in an amount not to exceed $24,689,000.00, plus a five (5) percent allowance for change orders in an amount of $1,234,450.00, for a total amount not to exceed $25,923,450.00. The anticipated contract completion date is October 6, 2025.
As of September 5, 2025, the attached list of change orders has been approved.
Original Contract Amount $24,689,000.00
Date of Board Approval 11/4/2021
Cumulative Change Order (09/05/2025) $1,444,634.92
% Change of Original Contract Value 5.85%
Current Contract Value $26,133,634.92
Requested Decrease $154,837.56
New Contract Value $25,978,797.36
% Change of Current Contract Value -0.59%
Total % Change of Original Contract Value 5.22%
Item 1: CO-19 Concrete Removal in the West Lobe, was approved by the Board of Commissioners on May 18, 2023, for a time and material extra not to exceed $2,237,743.00. The scope of work included removal of concrete slabs used to support rock excavation and conveying systems and a concrete leveling slab supporting a plug that was left in place when the Thornton Transitional Reservoir was placed in service. The work has been completed at a total cost of $1,029,675.35 leaving a remaining balance of $1,208,067.65. Change order (CO-27) has been accepted by the contractor, is for an extra in the amount of $0.00 and a credit in the amount of $1,208,067.65, for a net credit in the amount of $1,208,067.65, to reduce the balance remaining to zero.
Item 2: A previous change order (CO-18) was approved by the Board of Commissioners on May 18, 2023, for an extra in the amount of $1,048,999.00, to address odor concerns at the Thornton Composite Reservoir (TCR). The scope of work included procurement and installation of an odor control misting system (vapor system) including a metal building, pumps, vinyl ductwork, power supply to the building, and all necessary piping and ancillary equipment for a complete system. Upon installation of the system, it was observed that the vinyl ductwork sustained wind damage. A subsequent change order (CO-24) was approved by the Board of Commissioners on March 21, 2024, for an extra in the amount of $24,006.04 to repair of the vinyl ductwork and install additional grommets to fasten it more securely to the fence. However, despite these improvements, the vinyl ductwork sustained severe wind damage a second time and cannot be reinstalled. It was determined that the use of the vinyl ductwork is no longer a viable solution.
Item 3: Cost proposal (CO-28) was submitted by the contractor to replace the vinyl ductwork system with a high-density polyethylene (HDPE) vapor pipe conveyance system. The scope of work includes the procurement and installation of the HDPE pipe, concrete piers and associated steel pipe supports along the north perimeter of the Thornton Composite Reservoir, as well as installation along the east perimeter, where the HDPE pipe system will be mounted to the existing guardrails. Additionally, the Odor Control Building grounding system continues to experience problems achieving the desired grounding resistance. Under the same change order (CO-28), the contractor proposes to achieve the necessary grounding rod electrical resistance by connecting to the building foundation slab rebar. The work includes exposing rebar in the building foundation slab, cadwelding a copper cable between the rebar and existing grounding rod and backfilling the grounding rod and cable. The contractor submitted cost proposal CO-28 for this work for an extra in the amount of $1,053,230.09 and a credit in the amount of $0.00, for a net extra in the amount of $1,053,230.09.
The Engineer reviewed cost proposals (CO-27 and CO-28), found them to be reasonable, and stated that the Engineering Department would recommend their approval.
These change orders are in compliance with the Illinois Criminal Code since the changes are due to circumstances not reasonably foreseeable at the time the contract was signed and are 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 15-266-4H5 in the net credit amount of $154,837.56 (-0.59% of the current contract value), from an amount of $26,133,634.92, to an amount not to exceed $25,978,797.36.
Funds will be restored to Account 401-50000-645620.
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 September 18, 2025
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