TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 6, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to decrease Contract 22-RFP-20 Conduct a Full-Scale Trial of Additives to Reduce Odor and Solids at the Thornton Composite Reservoir with OptimaBiome LLC in an amount of $459,400.00, from an amount of $936,400.00, to an amount not to exceed $477,000.00, Account 101-16000-612430, Purchase Order 3125998
Body
Dear Sir:
On July 13, 2023, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 22-RFP-20 Conduct a Full-Scale Trial of Additives to Reduce Odor and Solids at the Thornton Composite Reservoir to OptimaBiome LLC in an amount not to exceed $936,400.00.
This contract has no prior change orders.
Original Purchase Order Amount $936,400.00
Date of Board Approval July 13, 2023
Cumulative Change Order $0.00
% Change of Original Purchase Order Value 0.00%
Current Contract Value $936,400.00
Requested Decrease $459,400.00
New Purchase Order Value $477,000.00
% Change of Current Purchase Order Value -49.06%
% Change of Original Purchase Order Value -49.06%
A decrease in the contract value is requested to close out this purchase order due to a strategic change in the District’s approach to odor and solids control at the Thornton Composite Reservoir (TCR).
The original plan to minimize odor emissions from the TCR involved maintaining a pool of water above the reservoir bottom to act as a barrier against odors. To support this approach, the District conducted an initial application of a chemical additive in June 2024 and closely monitored its performance.
Post-treatment evaluations showed that the chemical additive did not provide measurable or lasting reductions in odors or solids accumulation when the reservoir bottom was not continuously submerged. Based on these findings, the District determined that continued use of the additive would be ineffective and not a cost-effective use of District resources under current operating conditions. As a result, the District revised its operational strategy to maintain a dry-bottom condition at the TCR. This approach has proven to be more effective in minimizing odor generation, while also improving access for inspection and maintenance and reducing long-term operational costs.
Accordingly, the District and the vendor mutually agreed to end the remaining portion of Contract 22-RFP-20. The decrease in contract value reflects unutilized materials and services associated with the discontinued chemical dosing program and ensures fiscal responsibility by aligning expenditures with the District’s updated and more effective odor control strategy.
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 it 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 decrease the purchase order for Contract 22-RFP-21 in an amount of $459,400.00 (49.06% of the current contract value), from an amount of $936,400.00, to an amount not to exceed $477,000.00.
Funds will be restored to Account 101-16000-612430.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:RA
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 November 6, 2025