TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 16, 2026
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Authority to increase Contract 73-161-EH McCook Reservoir Excavation Agreement, to Vulcan Construction Materials, L.P. in an amount of $3,365,828.00, from an amount of $117,857,527.25, to an amount not to exceed $121,223,355.25, Account 401-50000-645620, Purchase Order 5000176
Body
Dear Sir:
On October 1, 2003, the District executed an Agreement with Vulcan Construction Materials, L.P. (Vulcan) to mine a portion of the Lawndale Avenue Solids Management Area for the McCook Reservoir, Contract 73-161-EH. On July 9, 2015, the Board of Commissioners authorized the execution of an amended McCook Reservoir Excavation Agreement that incorporated eight previous amendments, clarified and updated the original estimate, and expanded the mining area of Stage 2 so that the final reservoir capacity would be increased from 7 billion gallons to 10 billion gallons. The contract was estimated to be completed at a cost of $93,710,394.23.
As of April 3, 2026, the attached list of change orders has been approved.
Original Contract Amount $93,710,394.23
Date of Board Approval 7/9/2015
Cumulative Change Orders (4/3/2026) $24,147,133.02
% Change of Original Contract Value 25.77%
Current Contract Value $117,857,527.25
Requested Increase $3,365,828.00
New Contract Value $121,223,355.25
% Change of Current Contract Value 2.86%
Total % Change of Original Contract Value 29.36%
Item 1: To excavate to the final reservoir dimensions, it is necessary for Vulcan to mine along the rock trench access road to the conveyance tunnel. When the access road was constructed in 2006, rock bolts and wire mesh were installed to stabilize the wall and protect workers accessing the tunnel. As the wall is now being removed, the existing bolts and wire mesh which are currently embedded in the highwall need to be carefully removed and separated from the rock in order for Vulcan to process the stone. The work includes labor and equipment for increased drill and blast costs, hauling and mining rock containing the bolts and mesh to the bottom of the reservoir, renting and operating a portable crusher to crush and clean the bolts, renting and using a loader to feed the portable crusher, renting and operating an excavator with rock breaker to break up large rocks at the portable crusher area, cutting and removing wire mesh, and hauling non-salable material to the McCook Quarry. The contractor submitted a cost proposal for an extra to Item 8.3.H: Removal of Deleterious Materials, in the amount of $2,140,743.00. The engineer reviewed the proposal, found it to be reasonable, and stated via correspondence to the contractor that the Engineering Department would recommend its approval.
Item 2: The current mining plan for 2026 through 2029 will require Vulcan to construct the final ramp layout leading into Stage 2 of the McCook Reservoir. Short-bench mining techniques are employed in constructing these ramps and included under Section 8.3.F.3 of the McCook Reservoir Excavation Agreement. The Stage 2 short-bench mining costs are estimated to be $1,196,266.00 for 2026, $237,667.00 for 2027, $152,366.00 for 2028, and $158,010.00 for 2029 accounting for a four percent inflation rate per year. No short-bench mining developmental costs are anticipated for 2030 and 2031. The current budgeted balance for Item 8.3.F.3 is $519,224.00, which is insufficient to complete the work. An increase in the amount of $1,225,085.00 is required to cover the anticipated short-bench mining costs for 2026 through 2029 for the final development of the ramp layout in Stage 2 of the McCook Reservoir.
These 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 73-161-EH in an amount of $3,365,828.00 (2.86 percent of the current contract value), from an amount of $117,857,527.25, to an amount not to exceed $121,223,355.25.
Funds are available in Account 401-50000-645620.
Requested, Catherine A. O’Connor, Director of Engineering, KMF
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 16, 2026
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